Client admin, off your preparers' desks.
Collect client documents, chase the missing pieces, surface the bookkeeping exceptions that need a human — so your preparers and reviewers spend their hours on the work only they can do.
One service line · Scoped around your practice software · No sales deck
Preparers aren't preparing. They're chasing.
Year-end files sit stalled on the same missing items — a bank statement, a loan agreement, a vehicle log. Preparers context-switch between client emails, bookkeeping queries and actual accounts work. The marginal hour of preparer time disappears into admin, not into billable prep.
The same requests, 200 clients at a time
Year-end rolls around and every client gets a version of the same list. Reminders go out, half come back, chasing resumes. Partners end up asking "where are we on X?" every day of the week.
Unexplained items pile up through the year
Transactions without an invoice, suspense entries, DPT and payroll reconciliation gaps. Each one needs the client to answer a specific question — which someone has to ask, follow up on and log.
Reviews stall on incomplete working papers
By the time a reviewer picks up the file, the preparer has moved on and the client has gone quiet. "File not ready" is a status that costs real days per job.
Documents in. Exceptions surfaced. Prep ready.
Tola runs the collection, matching and chasing portion of your practice workflow. Preparers focus on prep. Partners sign off on reviews, not reminders.
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Client and job information is retrieved from your practice system
Client list, service lines, year-end dates, deadlines and prior-year information requests are pulled from your practice management software via supported API or export.
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Documents are collected from email, portals and client folders
Shared inbox attachments, client portal uploads and SharePoint or Drive folders are monitored for new client documents and matched to the right job automatically.
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Documents are classified against the information request list
Each file is identified — "bank statement", "loan agreement", "vehicle logbook", "payroll summary" — and ticked off against the request list for that job and year-end.
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Missing items and exceptions are flagged for the preparer
Gaps in statement periods, mismatched totals, unexplained transactions and other exceptions are surfaced in a review queue with the specific question that needs to be asked.
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Client follow-ups are drafted for preparer approval
Chaser emails are prepared per client, grouped so the client gets one message covering everything outstanding — not a drip of individual queries.
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Job statuses are updated in your practice system
Approved outcomes — documents received, items ticked off, job stage updates — are written back to your practice management software through supported integrations.
Works with the practice stack you already run.
Tola connects to your email, document store and practice software. We're explicit during scoping about what integrates via API today and what sits behind file exchange.
If your practice runs on a specific platform and that's load-bearing, bring it to the scoping call. We'll tell you what's already built, what we can build, and what sits in file exchange.
Preparers and partners stay accountable. Tola handles the admin.
Preparation, judgement, review and sign-off remain with your qualified people. Tola runs the chase, matching and exception flagging around them.
What stays with your team
Every client-facing message and every system write-back requires explicit approval. Tola accelerates the surrounding admin, not the professional judgement.
- Preparation of accounts, tax computations and advisory work stays with qualified staff.
- Reviews and partner sign-offs are never automated.
- Client communications are drafted but held in a review queue until approved.
- Low-confidence document classifications are routed to a reviewer rather than auto-processed.
- A full audit log records every classification, draft, approval and system update.
Things practices usually ask first.
Does this replace a bookkeeper or preparer?
No. It removes the collection, chasing and exception-flagging part of their work. In most practices this frees preparers to do more jobs, or lets you take on more clients without adding headcount. Judgement work — preparation, review, advisory — stays with qualified staff.
How does Tola interact with the client portal?
If your portal has an API or supports secure upload links, we use it directly. If not, we can collect documents via email with a secure upload link and surface them in your existing portal via supported integrations. We don't ask clients to learn a new tool.
What about client confidentiality and GDPR?
Documents and data are processed in EU regions, scoped per workflow, with no model training on your data. Retention is configured to match your firm's existing policy and your professional obligations. Access is scoped per workflow, revocable at any time. See the security page for the full posture.
How does pricing work?
Monthly, based on client or job volume covered by the automated workflow. Fixed scope, fixed price — no per-seat sprawl and no "contact us for pricing" after signing. Commercials are agreed up front and reviewed as scope expands.
Can we see the review queue before deciding?
Yes. The discovery call walks through the queue, the exception handling, the chaser drafts and the audit log on a workflow relevant to your practice. Illustrative screens are labelled as such.
Pick one service line. See the admin lift.
Bring one service — year-end, personal tax, VAT — and a sample cohort of jobs. In 30 minutes we'll walk through how it would run on Tola against your practice software, and what would come off your preparers' desks.