Run your firm without chasing paperwork.
Documents arrive however your clients prefer (email, WhatsApp, a cloud folder), are sorted automatically and land in the right client file. You only check what doesn’t add up.
- Open each client’s email40 min
- Download attachments and rename them35 min
- File them in the right folder25 min
- Chase clients who haven’t sent anything50 min
- In by email, WhatsApp or shared folder
- Document type identified
- Matched to the right client
- Filed, and late clients get a reminder
A day in an accounting firm
You’ll recognise these problems, and they cost more every month.
Manual document handling
You receive invoices as PDFs, photos, emails… and somebody has to type every field into your software. Slow, tedious, and with mistakes that get expensive later.
Endless bank reconciliation
Matching bank statements against invoices line by line. Mechanical work that eats hours every week and that nobody wants to do.
Documents everywhere, no control
Invoices in the inbox, some documents in local folders, more on WhatsApp. When a client asks, finding the right document is an ordeal.
Watch every document come in and find its place.
Pick a channel and press “Classify”. Each document is identified, assigned to its client and filed where it belongs.
| 01Arrives via | 02What it is | 03Which client | 04Where it lands |
|---|---|---|---|
| endesa_invoice.pdfFrom: [email protected] | |||
| payroll_september.pdfFrom: [email protected] | |||
| scan_0042.pdfFrom: [email protected] |
You set the rules. Where a rule can’t decide, AI steps in, and anything the AI isn’t sure about goes to a person for review.
Sample documents of the kind we process. The modules shown are those included in Despacho Suite.
Four things, six modules.
Despacho Suite bundles six modules that are switched on together. Here’s what you’ll notice.
Documents arrive and file themselves
A unified inbox fed by email, WhatsApp, a cloud folder or manual upload. Your own classification rules, with AI as a fallback where the rules fall short.
Modules: document management
Know what’s missing, and from whom, before it’s too late
A per-client traffic light for quarterly tax returns (Forms 303, 111, 115, 130): green = filed, amber = due in under 7 days. Plus automatic reminders to clients who haven’t sent their documents.
Modules: tax control · firm dashboard
Bank transactions matched to invoices, with no manual cross-checking
A bank ledger per client, statement import, and reconciliation of transactions against invoices. Transactions with no invoice are chased up automatically on a regular schedule.
Modules: accounting
Every client in one file, with their history
Your client list with a 360° view, related people and companies, a portal where clients upload their own documents, and step-by-step workflows with two-way email inside each case.
Modules: client management · processes
We do not replace your accounting software.
Effivis takes care of the work around it: receiving and sorting documents, keeping track of tax deadlines and reconciling the bank. You still post the entries where you always have.
Getting started is simple
You tell us how you work
In a 30-minute call we go over which documents come in through which channels, how many clients you have and which accounting software you use.
We set it up
We set up the intake channels, the classification rules and the export to your software, and we train your team, all within a few weeks.
Your firm, up and running
Documents arrive on their own, the tax traffic light flags what is due, and your team spends its time on billable work.
Your clients’ data, isolated.
Not a brochure promise: it is how the database is built.
Row-level isolation
Row Level Security in the database: each firm sees only its own data, and the separation is enforced by the engine, not by application code.
Role-based permissions
Role-based access control. You can also hide specific clients from specific users.
Encryption and GDPR
Encryption in transit and at rest, and processing in line with the GDPR. We are the processor; you remain the controller.
Frequently asked questions
No. Effivis complements your accounting software and takes care of the work around it: we receive the document, classify it and extract the fields. Your team keeps working in the software it already knows.
It depends on the modules and on how many clients you manage. We take care of the setup; your team only spends a few hours explaining how you work today, and with that we give you a firm timeline.
We use Row Level Security in the database, role-based access control, encryption in transit and at rest, and we comply with the GDPR. Each client’s data is isolated from the rest.
No. We configure everything. Your team only needs to know how to use a browser, and we train them before going live.
No lock-in: you can cancel whenever you like and keep access until the end of the period you've already paid for.
Yes. The bank reconciliation module works with statements in CSV and Excel. If your bank uses a specific format we adapt it during initial setup.
How do you work today?
Leave your details and we’ll call you, look at how documents reach your firm and tell you what can be automated.