Accounting
How accounting firms should automate WhatsApp
Tax season brings the same message: "What documents do you need?" followed by photos of slips sent out of order. Vermoss Flow sends a structured document checklist, tracks what each client has submitted in customer details, and books review appointments when the file is complete. Your team stops chasing missing IRP5s in unstructured threads.
Collect tax documents through structured flows and book consults without email ping-pong.
How this works at your scale
Solo or owner led
Sole practitioner or small practice where the partner still chases documents. Checklist flows and consult booking gate on completed files without admin overhead.
Small team
Firm with partners, managers, and admin staff. Document tracking per client and deadline reminders reduce tax-season email volume.
Multi site or larger
Regional firm with many entity types and filing deadlines. Entity branching, partner assignment, and urgent SARS routing keep client threads organised.
Problems accounting firms face on WhatsApp
- Document requests explained individually to hundreds of clients
- Clients send partial document sets across multiple days
- Consultation slots booked before files are ready
- Deadline reminders sent manually in spreadsheets
- New client onboarding questions repeated every season
- Urgent SARS notice messages buried under routine queries
Automation on Vermoss Flow
Seasonal default flow offers document checklist, upload guidance, and book consult. Customer details track which documents are received per type. Consult booking gated until minimum docs received. Scheduled deadline reminders at 30, 14, and 7 days. Urgent SARS keyword routes to partner inbox.
- Document checklist branch with per-item tracking in customer details
- Upload instructions and acceptable format message
- Consult booking unlocked when required docs marked received
- Deadline reminder sequence before filing date
- New client intake: entity type, year-end, services needed
- SARS notice urgent branch routes to partner inbox
Tax document & consult flow
Walks clients through document submission and books consults when their file is ready.
- Client texts in February: "Ready to send tax stuff."
- Flow sends checklist: IRP5, medical aid, rental schedule, etc.
- Client confirms each item; customer details update as they submit.
- When complete, flow offers consult slots on partner calendar.
- Confirmation includes what to prepare for the meeting.
How to tune it
Adapt checklist per entity type: individual, company, trust.
Branch checklist for sole prop vs Pty Ltd vs trust.
Attach secure upload link if you use external portal; track status in customer details.
Block consult booking until partner reviews document completeness in customer details.
Schedule proactive deadline reminders from firm-wide filing date.
Store assigned partner in customer details for consistent thread ownership.
Results
Case study coming soon
Document chase hours saved during tax season. Coming soon.
Time and money saved
Model admin hours recovered from structured document collection.
Run this on your accounting firm WhatsApp
We help you import the flow, connect your number, and tune it for how you work.