Onboarding automation · UK accounting & bookkeeping firms

Stop chasing new clients for documents.

We install a quiet onboarding system that captures every new client, sends the document checklist within seconds, chases what's missing on its own, and keeps every file visible in one control centre — so your team never rides clients by hand again.

Book a 20-min call →
Or try the live demo →
UK registered Ltd Works with your existing tools Live in under 3 weeks
Built around tools you already trust Airtable Make Calendly Google Workspace Microsoft 365
The problem

New clients sign on. Then they disappear.

A prospect agrees to come on board, you send the welcome email and the document checklist — and three weeks pass with nothing. By the time anyone chases, the relationship has already cooled. This isn't a marketing problem. It's an operations problem.

01

The document chase

Admin sends the onboarding checklist, then sends it again a week later, then again. Half the time it lands in junk. Clients drift because nobody has time to ride them properly.

02

The handover gap

One person onboards the client, another does the work — and detail falls through the gap. Nobody's sure what was promised, what was sent, or where the file actually lives.

03

The partner-time tax

Senior staff end up chasing paperwork because they're the only ones who hold the context. High-value people doing low-value admin — every delayed onboarding is unpaid work.

0
From enquiry to acknowledgement
0
Typical time to go live
0
Clients chased by hand
1
Control centre for the whole firm
The mystery-shop study

We mystery-shopped 15 UK accounting firms. 9 never replied at all.

We filled in real enquiry forms on 15 accounting and bookkeeping websites and watched what happened. Most firms never chased, never followed up, and never knew the lead had gone cold. The full findings — timings, reply rates, and what the best firm did differently — are in a short report.

Email me the report →
15
UK firms mystery-shopped
9
Never replied to a real enquiry
6
Replied — the rest never knew the lead went cold
How it works

One system. Six quiet steps.

From the moment a new client submits the onboarding form to the moment their file is complete, the system handles everything in between. Your team only sees what needs human judgement.

📝
Step 01

Form

Client submits the onboarding form on your site

📊
Step 02

Control centre

A record appears in your Airtable instantly

✉️
Step 03

Client email

Acknowledgement & checklist sent within 60 seconds

🔔
Step 04

Team notified

Your firm gets an internal alert with full context

⏰
Step 05

Reminders

The system chases on its own if documents are late

✓
Step 06

Complete

Onboarding marked done, the chase loop stops

Before & after

Same firm. Quieter mornings.

Nothing about how you do the work changes. What changes is everything that happens around it.

Today Held together by memory

  • Checklist emailed, then re-emailed, then forgotten
  • Partner chases documents between billable work
  • No single place that shows where each client is
  • Handovers lose detail between people
  • Leads go cold in the gap before the first call

With Aletheia Held together by a system

  • Acknowledgement & checklist out in under 60 seconds
  • Late documents chased automatically — never by a partner
  • One control centre shows every client's exact stage
  • Full context travels with the client through handover
  • Every enquiry answered before it has time to cool
Try it yourself

Submit a test enquiry. Watch the system work.

Two minutes. Fill in a dummy onboarding form on our demo accounting firm, see the instant acknowledgement, and open the firm's control centre — exactly what your clients and your team would experience.

Try the live demo → Watch the 12-min walkthrough
No signup. No data captured. Just the real system, running.
Want this personalised to your firm? Use your real name and email when you try it — we'll follow up showing exactly what it'd look like live for you.
Our offers

Start with onboarding. Grow from there.

Most firms start with onboarding because that's where the leakage is most visible. Once it's running, the same engine extends into document collection, follow-up sequences, and internal handovers.

First offer

Client Onboarding System

A done-for-you onboarding workflow that captures new clients, sends acknowledgement, collects documents, and follows up — without anyone in your firm chasing.

£1,500
setup + £300/month ongoing support
Do the maths: 3 hours a week of partner time spent chasing, at £120/hr, is roughly £18,000 a year of unbillable work. This system costs £5,100 in year one — about a third of the problem it replaces.
Founding client programme: the first three firms get setup at £750 (50% off) in exchange for an honest, documented case study once the system has run for 60 days. Same system, same support — you just help us prove it.
  • Onboarding form designed for your firm
  • Instant client acknowledgement & document checklist
  • Internal notification to your team for every new client
  • Automated follow-up sequence for missing documents
  • Control centre showing every client's onboarding status
  • Monthly monitoring & small adjustments included
Discuss this offer →
✓ Live in under 3 weeks — or your setup fee is refunded in full. No small print.
Growth offer

Workflow Growth System

For firms that want to go beyond onboarding — automating document handovers, multi-step reminders, internal task routing, and ongoing client communications.

Custom
priced after a free workflow review
  • Full workflow review across the client journey
  • Multi-step follow-up & reminder sequences
  • Internal task assignment & handover automation
  • Document collection & review workflows
  • Reporting on onboarding speed & bottlenecks
  • Ongoing optimisation & quarterly reviews
Book a workflow review →
Company Aletheia Strategic Ltd · registered in England & Wales Your data Stays in your own accounts · UK GDPR · DPA as standard Built on Airtable · Make · Calendly · Google Workspace · Microsoft 365

Nothing replaces your existing CRM or accounting software. The system slots in alongside the tools your firm already trusts.

Mo, founder of Aletheia Strategic
Behind the system

Hi, I'm Mo — founder of Aletheia Strategic. I didn't start by guessing where firms were losing clients, I tested it: filled in real enquiry forms on 15 UK accounting and bookkeeping websites and watched what happened. 9 never replied at all. That gap is what this system exists to close — quietly, in the background of your firm.

Connect on LinkedIn → roble@aletheiastrategic.co.uk →
Questions firms ask

Fair questions. Straight answers.

The things every practice manager asks before they book a call — answered properly, not in sales-speak.

Does it work with our practice management software? +

Yes — because it doesn't try to replace it. The system slots in alongside whatever you already run (TaxCalc, IRIS, Bright, Karbon, Xero, QuickBooks, Dext, or just email and spreadsheets). It handles the chase around the work: capturing enquiries, sending checklists, following up, and keeping status visible. Your practice software stays the source of truth for the work itself.

Where does our client data live? Is this GDPR-compliant? +

Your data lives in your accounts — your firm's own Airtable, Google Workspace, or Microsoft 365 tenancy, not on our servers. We configure the system, you own and control everything it touches. Aletheia Strategic Ltd is registered in England & Wales and operates under UK GDPR; we sign a data processing agreement with every client as standard, and you can export or delete everything at any time.

What if the chasing emails land in junk — like ours do today? +

Fair challenge — it's exactly why deliverability is part of the setup, not an afterthought. Emails are sent from your domain (properly authenticated with SPF, DKIM and DMARC), timed sensibly, and written like a person, not a newsletter. Clients reply to a real address at your firm, and your team sees every reply in the control centre.

What does the £300/month actually cover? Can we cancel? +

Monitoring, fixes, and small adjustments: if a reminder sequence needs tweaking, a checklist changes, or a new service line needs adding, that's covered — you never touch the automation yourself. It's rolling monthly with 30 days' notice, no lock-in. If you cancel, the system and all its data stay with you; the documentation means your own team (or a future supplier) can run it.

We've been burned by a "systems person" before. Why is this different? +

Three reasons. One: you can try the actual system on this site before speaking to anyone — the demo is the real thing, not a mockup. Two: the guarantee — live in under 3 weeks or your setup fee is refunded in full. Three: everything is built in tools your firm already owns (Airtable, Make, Google/Microsoft), documented, and handed over — so you're never dependent on us.

How much of our team's time does setup take? +

About 90 minutes in total: one 45-minute discovery call to map how you onboard today, and one 45-minute review call before go-live. Everything in between — the form, the emails, the reminder logic, the control centre — is built and tested by us.

Ready to stop chasing your own clients?

Book a 20-minute call. We'll look at how your onboarding works today, find where it leaks time, and show you what the system would look like for your firm. No pitch deck, no obligation.

Book a 20-minute workflow review →