Custom Notion Workspace for Boutique Accounting Firm

Client: Brook Zhao – Boutique Accounting Firm (UK) Platform: Notion Project Type: Custom Workspace Build | Internal Operations System | Client & Service Management

Brook runs a boutique accounting firm in the UK and needed a scalable, structured system to manage client relationships, service workflows, and payment tracking. While the scope wasn’t as large as a full ERP, the system had to be professional, intuitive, and designed with future growth in mind. Prior to this, operations were handled across scattered documents, making follow-ups, invoicing, and service delivery harder to track.

I designed a custom Notion workspace that brought together client info, services, billing, and communication history into one unified system. The goal was clarity, visibility, and ease of use—so the team could focus on delivering excellent accounting services without getting bogged down in admin.

Client CRM Database A centralized database to manage company details, communication preferences, key contacts, and relationships to services, invoices, and contact logs.

Service Tracker A dynamic tracker for all active services across clients (e.g., VAT returns, payroll), with fields for filing frequency, status, and deadlines—plus custom filters to surface what’s due this week or month.

Communication Log CRM-style history of all client interactions (calls, emails, meetings) linked to the relevant client, with summaries, follow-ups, and timestamps—giving the team better context at a glance.

Invoice & Payment Tracker A finance module to track billed services, issue dates, payment status, and outstanding invoices—linked to both the client and the services provided.

Document Tracker A simple way to log and upload relevant documents like HMRC letters, with tags for document type and processing status.

Smart Dashboards & Reminders Built-in views for upcoming service deadlines, unpaid invoices, and missed follow-ups. Everything is filterable by week, month, or service type—ideal for quick daily or weekly reviews.

Replaced manual tracking with a structured, automated workspace

Improved visibility into client services, deadlines, and payments

Created a scalable system that’s easy to maintain and grow with

Reduced time spent searching through messages and spreadsheets