Client portal for an accounting firm
An accounting firm's clients drop their documents from their phone, see the status of each file, and the firm stops chasing by WhatsApp.
Project overview
This scenario illustrates what we build; it is not a client reference.
This scenario shows how an accounting firm can stop chasing its clients for documents. Each client drops their invoices and receipts from their phone, sees where each file stands and knows what is missing. The firm works on complete files.
Client challenges & requirements
An accounting firm in Conakry handles 80 clients, mostly shopkeepers and small businesses. Every month, documents arrive as photos on WhatsApp, as email attachments or by hand in a folder. One staff member spends their mornings chasing by message: "the March supplier invoice is missing".
Blurry photos are requested again, duplicates are entered twice, and nobody can tell a client whether their file is complete. At closing time, the firm discovers the missing documents too late.
Main objectives
Give each client a single place to drop their documents from their phone
Show the client, at any time, what has been received, what is being processed and what is missing
Replace WhatsApp chasing with a list of expected documents and automatic reminders
Make the portal usable on a slow connection, with compressed photos and uploads that resume after a drop
Project solution
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We start with a business analysis in the firm: which documents are expected by client type, by what date, who processes them. Prisma Soft then designs the screens with two or three volunteer clients, phone first. The portal is a Laravel web application, installable like an app on Android and iPhone. The client takes a photo, the document is compressed and uploaded, then filed by month and type. Each document has a status: received, to redo, processed.
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If an expected document is not uploaded by the due date, a reminder goes out by SMS or WhatsApp. If a photo is unreadable, the staff member marks it "to redo" and the client gets a precise request. On the firm side, a board shows which files are complete and which are blocked.
Indicators to track
- Number of manual reminders per month
- Time between month end and a complete file
- Share of documents uploaded through the portal rather than WhatsApp
- Photos requested again
- Clients active on the portal
Tech stack
- Application
- Laravel Livewire PWA
- Database
- PostgreSQL
- Fichiers
- Stockage objet S3 compatible compression des images côté téléphone
- Rappels
- WhatsApp Business API passerelle SMS
- Design
- Figma tests avec des clients du cabinet
Frequently asked questions
The portal does one thing: take a photo and send it. No complicated account, a login by link received on WhatsApp or by SMS. We test the screens with your clients before rolling out, and WhatsApp stays available for those who do not switch.
The upload resumes where it stopped as soon as the network is back. Photos are compressed on the phone before sending, so a receipt does not weigh several megabytes.
No. It collects and files the documents, then passes them to your current software, by export or by direct connection when the software allows it. Bookkeeping stays in your tool.
A similar project?
Share your goals. After the scoping call, we propose a first scope and a timeline.
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The Prisma Soft services this scenario draws on.
In the same industry
Client work and usage scenarios from the same industry.
