Professional services
Accounting, law, and consulting firms, without the chasing
For accounting practices, small law firms, and consultancies
What do you want fixed first?
Add everything that applies. Each fix goes on your plan with how long it takes.
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Every fix shows how long it takes, and your plan shows how to start.
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The detail
Built for professional services
For accounting and bookkeeping practices, small law firms, and consultancies. LOJIK finds where time goes: chasing documents, retyping, new-client inquiries, and status questions. Then we build the fixes. We work with the practice software you already use. When buying one like Karbon, Canopy, TaxDome, or Clio is the better answer, we say so.
What each fix includes
Client documents collected without chasing
Every client job starts with the same list: last year's return, bank statements, the signed engagement letter, and the documents the matter needs. Someone emails each client for each item, then emails again. Work waits on paperwork, and the chasing falls to the people whose time bills highest.
- Write down the checklist for each type of job: what's needed, from whom, and by when
- Set it up so requests and reminders go out in wording you approved, and uploads are filed where you already keep client records
- Show what every job is missing, in one place, before the deadline, not on it
- If your practice software already handles client requests, set that up first and build only what it can't do
Clients entered once, records stay matched
The client list lives in your practice software and the hours in a time tracker. Invoices sit in accounting, and files in a shared drive. Every new client and every finished job is typed into each one. The copies drift apart until someone matches them at month-end.
- Write down where client and job details go today: which tools, which details, and who retypes them
- Use the connections your software already offers. Then build the links they don't cover, with a readable record of every change.
- A person still approves any change to billing or client records
- Hand over the instructions, logins, and alerts, so your firm owns the connection
Inquiries turned into signed engagement letters
Possible clients reach out by email, web form, and phone. Their details are copied in by hand, and the engagement letter is drafted from an old file. An inquiry that arrives in a deadline week can wait days for a reply.
- List every way a new client's inquiry arrives, and what happens to it next
- Set it up so each inquiry becomes a record, with a person in charge and a reply deadline
- Create the engagement letter from your approved template and send it for signature
- Send anything that needs a professional's judgment, such as fit, scope, or conflicts, to a named person
Hours billed, unpaid invoices followed up
Hours are logged late or not at all, and invoices go out when someone finds a free afternoon. Following up on unpaid ones is the email nobody wants to write. So it waits, and so does the money.
- Decide the timing you want: reminders to log hours, when invoices go out, payment follow-ups, and when to call
- Run it automatically from your time, billing, and accounting records
- Flag the clients who need a partner's call, not another reminder
Clients get updates without asking
"Where's my return?" "Did the filing go in?" Clients ask by phone and email. Someone stops billable work to look it up and type the same answer as yesterday.
- Name the steps clients care about, in your words
- Send an update automatically when a job or matter moves to the next step, by email or text, in your wording
- Keep documents and details in the secure client website or channel you already use; the update only says what changed
See how the firm is doing
Work in progress sits in your practice software, hours in the time tracker, and money owed in accounting. Seeing which clients are profitable and who has time free takes an export, a spreadsheet, and an evening.
- Agree on the few numbers the partners really decide with, and where each one comes from
- Pull them together from the tools that already hold them
- Show partners, managers, and staff only the numbers each should see
Buy practice software, or build?
You have spreadsheets and email that still mostly work, and your firm keeps watching demos of practice software. The right answer is somewhere in between. From these answers alone, we can't honestly name it. That's a finding, not a failure.
- A guided walk through how client jobs really move today, from first inquiry to paid invoice
- A first written plan: what practice software would solve, what it wouldn't, and what LOJIK would build either way
- A fixed price for the first fix, or honest advice to buy an existing tool instead
How your tools fit together
Client document requests
A checklist for each type of job, run for you. Requests go out in wording you approved, and reminders follow until the item arrives. Uploads are filed where you already keep client records. Accounting practice software already covers much of this on its own. TaxDome's client website handles new-client forms, organizers, uploads, e-signatures, and invoice payment. Karbon and Canopy both list a client website and document management among their features (vendor site, 2026). If your firm uses one, turn those features on first. LOJIK builds the reminders where a firm doesn't use such software. We also build them where a request depends on information kept in another tool.
- A checklist for each type of job
- Requests and reminders, in wording you approved
- Filing into the storage you already use
- Rules for how long records are kept, and a record of every step
How your firm's tools connect
Updates move, with a record of each one, between the software that holds your clients and jobs and your other tools. Those are time, billing, accounting, and documents. First, check what already exists. Clio Manage lists connections with calendar, email, accounting, and document storage, plus Zapier and an open API. Canopy presents itself as one place for all your records, instead of separate tools (vendor site, 2026). LOJIK builds the connections you can't buy ready-made. A person approves any change to billing or client records.
- A link to your main client software: a built-in connection, or exports where that's all there is
- Automatic updates; if one fails, it's retried and flagged
- A record of every change you can read
- A person approves changes to billing and client records
From inquiry to signed letter
Every way a new client's inquiry arrives, gathered into one list with a person in charge. It ends with an engagement letter sent for signature. For law firms, Clio Grow already covers much of this. It has new-client forms that update Clio Manage, engagement letters from templates, e-signature, and conflict searches at the start. Karbon and Canopy list engagements and proposals among their features (vendor site, 2026). LOJIK builds this where those tools don't reach. Conflict and client-acceptance decisions stay with your professionals.
- Inquiries gathered from email, web forms, and booking links
- A record for each inquiry, with a person in charge and a reply deadline
- Engagement letter from your approved template, sent for signature
- Judgment calls sent to a named person
Billing reminders on a schedule
Reminders to log hours, invoice timing, and payment follow-ups run on a schedule you approve. They work from the records that already hold your time and invoices. Practice software includes much of this. Clio Manage automates draft invoices, approvals, and bill reminders, and Karbon and Canopy include time tracking and billing (vendor site, 2026). Where a firm's time lives in one tool and its invoices in another, LOJIK builds the schedule across both.
- Timing rules written down with you
- Reminders and follow-ups, in wording you approved
- Reads your time, billing, and accounting records
- A list of clients who need a phone call
Client updates at each step
Short notices go out when a job or matter moves to the next step, so clients know without calling. Karbon, Canopy, TaxDome, and Clio each list a client website among their features (vendor site, 2026). This fits firms whose clients rarely log in, or whose records live outside that software. Notices say the step, and sensitive details stay in the secure channel you already use.
- Steps named in your words
- Notices sent when your main client software shows a new step
- Email or text notices, in wording you approved
- No documents or financial details in the notice
Firm numbers kept up to date
The few numbers partners decide with, pulled from the tools that already hold them: time, work in progress, billing, and money owed. Each person sees only their part. Karbon and Clio both include reports (vendor site, 2026); this is for numbers that come from more than one tool.
- Agreed rules for each number
- Regular updates from each tool
- Each person sees only their numbers
- A plain page partners can read without an export
Questions
Asked and answered.
Should we just buy Karbon, Canopy, TaxDome, or Clio instead of paying to have something built?
Often, buying one is the better answer. Karbon, Canopy, and TaxDome list client websites, document requests, e-signature, and billing. Clio Manage lists a client website, e-signatures, and billing (vendor site, 2026). If one fits your firm, your plan will say so. Building makes sense for the connections that software doesn't offer, or for a firm whose work doesn't fit it.
Is it safe to automate work that touches tax records or confidential client files?
Your firm's security duties and written plan set the requirements, and we build to them. We don't give legal, tax, or ethics advice about what they are. For tax preparers, the IRS publishes security guidance, including how to write an information security plan (IRS, 2026). Any fix that touches client records includes keeping only the data needed. It also includes data terms with every company that handles it, and a way to delete records. If your firm has no written security plan yet, that comes first, with your advisers.
Does any of this make professional decisions for us?
No. Tax positions, legal advice, conflict checks, and engagement terms stay with your professionals. We move documents and information around those decisions. A person approves any change to billing or client records.
We're a consultancy that runs on project and invoicing tools, not practice software. Does this apply?
Usually. New-client inquiries, document requests, billing, and status updates look much the same in any firm that sells expertise by the job. Your plan starts from the tools you already use.
Who owns what you build?
When we hand it over, your team can receive the code, logins, instructions, and the job of running it. If you want LOJIK to run it for you, that support is agreed separately before launch.
Next step
Not sure which fix comes first?
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