The documents come in, the deadlines are kept, the client knows where things stand.Without you chasing any of it.
Bookkeeping, accounting, small law, insurance and mortgage brokerage. The work is fine. The chasing is not. We build the system that does the chasing and the tracking, and you own it.
Who automates document collection, deadlines and client updates for accountants, bookkeepers and brokers in Toronto?
Floform, a Toronto company that builds and runs the back-office systems small professional firms depend on: automatic document chasing with a client upload link, a deadline tracker across every client, a client portal that answers status, e-signature for engagement letters and invoice follow-up. We work with bookkeepers, accountants, small law firms, insurance and mortgage brokers across Toronto and the GTA. Client files stay on infrastructure you control.
Payroll remittance · Bay St. PhysioScheduledin 6 days
Corporate return · Ferreira HoldingsWaiting on one documentin 12 days
Instalment payment · M. HaddadReminder sent · confirmedtomorrow
Every client's dates checked
Tomorrow's instalment: client reminded
HST filing: documents chased, in
Your day list, in order
Nothing missed. Two things to do today.The instalment is confirmed, the HST filing is ready to prepare.
You: not checking a spreadsheet
Every deadline, every client, without the spreadsheet
Filings, remittances, instalments and renewals in one place. Clients get reminded on time, documents get chased early, and you get a short list each morning.
Your inbox, sorted before you open it
Client documents go to their files, bills go to payables, newsletters get filed, spam disappears. What is left is the handful of things only you can answer.
The documents that chase themselves
One list goes to the client. Each upload is filed under the right name as it lands. The stragglers get a reminder on day three. You write none of it.
Consultations booked without the back-and-forth
A prospect asks for a call. A slot is offered, confirmed, and a reminder goes out the day before, with the intake questions attached.
“Where are we?” answered without you
The client asks for a status. The system reads the file, answers with the next step and the date, and sends the portal link. That question stops arriving.
Reviews you don't have to ask for
When an engagement closes, one message goes out. Happy clients are pointed to Google. An unhappy one reaches the partner first.
The invoice that chases itself
Sent, reminded at day seven, reminded again at fourteen, paid. The ledger updates itself and your phone tells you when the money lands.
The week's numbers, as a text
Billed, collected, outstanding, deadlines next week. Five lines on a Friday, nothing to log into.
Somebody looking after it
What the monthly actually does at two in the morning: backups, patches, certificates, a digest to you. Most nights, nothing to do — which is the point.
Where it starts
Two businesses like yours, and what we would build first.
Composites of businesses we have sat across from, not clients, so nothing here is a claim. The shape is what matters: start where it hurts, then let the monthly run the rest.
A four-person bookkeeping firm
Illustrative
How they run today
Forty clients, forty email threads. Documents arrive as photos in texts. Deadlines live in the senior bookkeeper's head and a colour-coded spreadsheet. Clients email to ask where things are.
What we would build first
The document chase with a client upload link, the deadline tracker with automatic reminders, and the portal that answers status. Three weeks. The Sunday spreadsheet session ends.
What the monthly then runs
Invoice chasing, engagement-letter signing, the Friday numbers, and the server holding client files, backed up and access-logged.
A two-broker insurance office
Illustrative
How they run today
Renewals tracked in the carrier portals and a wall calendar. Quotes go out and are followed up when remembered. New clients fill in the same details three times.
What we would build first
Renewal tracking with reminders to clients ninety, thirty and seven days out, quote follow-ups, and one intake that fills every form. Two weeks.
What the monthly then runs
Review requests after each renewal, the enquiry board for referrals, and the AI-search work so the office is the answer when someone asks an assistant for a broker nearby.
What you end up owning
Six things, on your server, run by us.
The document chase
One list to the client, uploads filed as they land, reminders for the stragglers.
The deadline tracker
Every client's filings, remittances and renewals, with reminders sent on time.
The client portal
Status, next step and date, visible to the client any time. That question stops arriving.
Intake and signing
One intake that fills every form. Engagement letters signed on a phone.
Invoices that chase
Sent, reminded, paid, reconciled. Nobody writes the awkward email.
Your server, run for you
Client files on infrastructure you control, backed up, access-logged, patched.
When someone asks an AI who to call
“Which bookkeeper in Toronto is best for a landscaping company that is behind on HST?”
The assistant names two or three businesses. The free check tells you whether one of them is you, who is quoted instead, and why. Under a minute.
We use QuickBooks, Xero and a practice manager. Does this replace them?+
No. It sits around them and does what they do not: chase documents, track deadlines across clients, answer status, follow up quotes. If a monthly per-user subscription is the thing you resent, the platform conversation is available, but most firms keep their ledger.
Client data and confidentiality?+
Client files stay on infrastructure you control, in Canada, with every access logged. We put the confidentiality and retention decisions in writing before anything goes live, and nothing leaves your system for an AI service without your say-so.
Our clients are not technical. Will they use a portal?+
They will use a link in a text that opens a page with one button. That is the whole portal from their side. The ones who prefer to email can keep emailing; the system files it either way.
Tell us which of these is eating your week.
Twenty minutes, your screen or ours, and a straight answer about what to build first and what it would cost.