How an Accounting Firm Can Make Room for More Clients

Before hiring another accountant, measure how much time your team spends finding attachments and retyping invoices. Reducing that work could free up hours for more clients.

Where the time goes

Take one completed month of incoming invoices. Count the volume and measure the work at each step.

Step	What to check in your firm
Receiving documents	Does each client have one clear submission channel?
Checking completeness	How do you spot missing attachments or unreadable invoices?
Data entry	Which data do you retype from another system?
Assigning and matching	How do you select the company, supplier and cost allocation?
Approval	What does the accountant check, and where do they flag questions?

If the biggest delay is waiting for a client's answer, start with a missing-document list and a responsible person on the client's side. Faster invoice extraction will not resolve that wait.

How many hours could you free up?

Illustrative calculation: 1,200 invoices a month × 4 minutes for entry and checking = 80 hours. If a pilot brings the average down to 1.5 minutes, including corrections, the same volume takes 30 hours. That frees up 50 hours a month.

Check who gets those hours back. If entry becomes faster but every review still waits for one senior accountant, their availability continues to limit capacity. To estimate how many more clients you can serve, establish how many hours they need and from which team members.

What I have built in practice

For a client with four companies, I built an invoice workflow starting in a Telegram group. The system extracts document data, identifies the company and prepares the information for human review.

It detects an identical file submitted again and checks whether a different file contains the same invoice. Clear duplicates are attached to the existing invoice; suspiciously similar documents and missing data are flagged for review.

Payment and bookkeeping have separate statuses, making it possible to find paid invoices whose bookkeeping has not been marked complete. The bookkeeping record keeps the date, responsible user and Jumis registration number.

Automatic posting into Jumis has not been implemented in this system yet. Document preparation and status tracking already work; a person evaluates and approves the transaction.

How to test the benefit in your firm

First, check what your accounting software already supports: data imports, supplier matching and duplicate checks. That will show which connections or steps still need to be built.

Choose one client and one document type for the pilot. Include the same invoice in two files, a credit note, missing data and a paid invoice still waiting for bookkeeping.

Compare average processing time, including review and corrections, and the proportion of documents needing extra attention. Check that every received invoice has a traceable status. Compare the value of the time freed up with implementation, licence and maintenance costs.

Send me a note with how you receive invoices, where you enter them and which step takes the most time. We can start there.