Internal Ops Tool for accountancy Firm
Amol Bhosale
Case Study: Internal Accounting Operations Platform for a Chartered Accounting Firm (South Africa)
We designed, optimised, and scaled a custom internal operations platform for a South Africa–based Chartered Accounting firm, handling the full lifecycle from legacy stabilisation to production-grade deployment.
The platform was built to support high-volume tax workflows, audit readiness, approvals, and compliance tracking, replacing fragmented manual processes with a single, reliable system.
Project Scope & Objectives
The firm required an internal tool to:
Manage complex tax workflows and submissions
Maintain clear audit trails for regulatory compliance
Automate recurring processes that were error-prone
Support multi-role approvals (clerks, partners, super partners)
Improve reliability during peak filing periods
Legacy System Optimisation & Stabilisation
We began by refactoring and optimising the existing codebase:
Reduced application load time by 50%
Improved API and server response times by 60%
Fixed long-running queries and inefficient dashboard loads
Stabilised critical modules experiencing timeouts under load
This ensured the system could handle real-world accounting volumes reliably.
Core Modules Developed
1. Client & Entity Management Module
Centralised client records and entities
Prevented accidental data loss with history tracking
Supported controlled field updates based on business rules
2. Tax Dashboard & Automation Engine
Automated monthly tax entry creation
Scheduled cron jobs to run reliably without manual intervention
Built failure detection reports to confirm successful execution
Introduced audit-style reports showing:
Client name
Tax type
Entry creation status
Creation timestamps
This directly addressed compliance and trust concerns raised by stakeholders.
3. Audit Trail & Error-Check Reporting
Implemented transaction-level audit trails
Generated historical reports for multi-month audits
Enabled traceability for missing or failed tax entries
Added mandatory reason capture for record deletions
This significantly improved internal audit readiness.
4. Approval Workflow & RBAC (Role-Based Access Control)
We implemented granular approval flows:
Clerk → Partner → Super Partner
Permissions varied by role and tax stage
Prevented unauthorised status changes
Supported controlled “rework required” loops
This reduced approval ambiguity and operational risk.
5. Quality Control (QC) & Review Modules
QC dashboards with performance statistics
Partner and Super Checker reports
Filters for assigned clerks and date ranges
Corrected edge cases where QC items were not appearing correctly
6. Correspondence & Objection Management
Linked correspondence automatically to objections
Reduced manual linking errors
Improved visibility of document history
Enhanced UI to make critical documents easier to locate
7. Reporting & Dashboards
Date-type aware filters for accurate monthly reporting
Partner deadline reports consolidated into single views
Finalised-date tracking for assessments
Downloadable statistics reports for management review
8. Notification & Email Optimisation
Reduced redundant email notifications
Improved subject-line clarity with financial year context
Ensured notifications matched real workflow actions
Frontend & Backend Development
Frontend: ReactJS for a responsive, role-aware UI
Backend: Node.js for scalable business logic
Focus on usability under real operational pressure
Continuous UI fixes based on partner and staff feedback
Infrastructure, DevOps & Deployment
Designed and managed Heroku-based environments:
Development
QA
Production
Implemented CI/CD pipelines for safe deployments
Handled live production fixes during critical deadlines
Managed outages and dependency conflicts with minimal disruption
Team Leadership & Stakeholder Collaboration
Led talent onboarding and task coordination
Acted as a bridge between:
Accounting partners
Internal staff
Development team
Translated accounting-domain requirements into technical logic
Provided real-time support during peak operational periods
Results & Impact
Significant reduction in manual tax handling
Improved confidence in system reliability and audit readiness
Faster approvals with fewer workflow blockers
Clear visibility into errors, failures, and corrective actions
A stable internal platform capable of evolving with regulatory needs
Free Consultation. We Can Help.
From internal accounting tools to compliance-heavy workflow systems, we help professional services firms replace fragile processes with reliable, auditable software.
If your firm needs a custom internal platform built for real operational pressure, we can design and deliver it end to end.
Contact us today for a free consultation.
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Posted Jan 7, 2025
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