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aracı teknoloji
TR
2024Accounting firm with 15 employees in Antalya

Digital Transformation and Automation for an Accounting Firm.

Digital TransformationAutomationAICloud

Challenge

Document tracking for 200+ monthly clients was entirely manual. Staff phoned clients one by one about missing documents, and declaration reminders were tracked in a paper agenda.

Solution

We built a cloud-based client portal, an automated document collection system, AI-powered OCR for automatic data entry, and a smart calendar system.

results

Document collection time down 70%

Missing document rate down from 25% to 5%

Declaration late penalties eliminated

Client capacity up 50% with the same team

An accounting firm with 15 employees in Antalya served more than 200 clients a month. All document tracking, declaration reminders, and client communication were handled manually. During peak periods (March, July, November) the team had to work weekends.


Problem


The problems created by manual processes:


  • Documents had to be collected from 200+ clients every month, with individual calls for anything missing
  • The missing document rate was 25%, causing chaos during declaration season
  • Declaration dates were tracked in Excel/agenda, resulting in 3-5 late penalties per year
  • Archiving was entirely physical; finding a file took minutes
  • Clients couldn't see their document status and constantly phoned to ask

    • Approach


    We built a portal where clients upload their own documents, an automated collection and reminder system, AI-powered OCR for automatic data entry, and a smart calendar that tracks every declaration deadline.


    Solution


  • Client portal (Next.js): document upload, status tracking, messaging
  • Automated document collection: reminder system integrated with email and WhatsApp
  • AI + OCR: automatic classification and data extraction from invoices, receipts, and slips
  • Smart calendar: declaration dates, automatic reminders, per-taxpayer calendars
  • Cloud archive: OCR'd, searchable digital archive of all documents

    • Results


    After one year of use:


    Document collection time: 120 hours → 36 hours per month (70% reduction)

    Missing document rate: 25% → 5%

    Declaration late penalties: eliminated (saving ~15,000 TL per year)

    Client capacity: up 50% with the same team (200 → 300 clients)

    Client satisfaction: 4.1 → 4.8 (out of 5)

    ROI: The system paid for itself in 3 months

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