How an Accounting Firm 4x’d Its Capacity

Case Study Highlights

• Client: A fast-growing B2B accounting firm.
• Challenge: Manual workflows and scattered data were creating errors and capping their growth.
• Key Result: Handled 4x the client load with 90% fewer errors.

An outsourced accounting firm was good at its job. Too good.

They were growing faster than their process could handle. Every new client added more complexity, not just more revenue. Their success was creating chaos.

The Operational Hurdle

Their workflow was a collection of bottlenecks.

• Client data lived in too many places. Finding the right info required digging through multiple systems.
• Proposals and invoices were built by hand. This was a slow, manual, and error-prone task.
• There was no single source of truth. This made it impossible to track progress, ensure compliance with client-specific rules, and scale effectively.

"Every new client felt like we were adding another layer of complexity. We were spending more time managing our process than serving our clients."

— Eric, CXO

Crafting the Solution

We didn't just add a tool. We built them an operating system.

• A central client hub. We used Airtable as the single source of truth, integrating it with their essential tools: QuickBooks Online, Google Workspace, and Front for client communication.
• An automation engine. We automated the repetitive work. Proposals, agreements, and invoices are now generated automatically. When one step in the process is done, the next task is assigned instantly.
• An error-proof workflow. We built checks and balances directly into the system to enforce client-specific rules, dramatically reducing the risk of manual errors.

Measurable Impact

The new system didn't just organize their work. It unlocked their true capacity for growth.

• 4x Client Capacity. By automating the routine tasks, the team can now service four times the number of clients without increasing headcount.
• 90% Fewer Errors. Automated checks and validations eliminated the risk of manual mistakes in financial reporting, strengthening client trust.
• A Single, Clear View. Centralizing data and communication gave leadership real-time insight into revenue, team capacity, and project status, empowering them to make smarter strategic decisions.

"It's been great working with Vikas. We always try out a few different folks for any project of any substance and Vikas came through as easily the best."

— Shelby, Senior Administration

Key Takeaway for Your Business

For service businesses, your internal process is your product. A scalable process is the only way to achieve scalable growth.

Think your process could use some help?

Let's talk.