How Moxo helped an accounting agency streamline workflows and boost efficiency

At a glance

An accounting agency reduced manual work and email overload by using a client portal.

Document collection, client onboarding, and approvals were automated with workflows.

Transparency and task tracking improved client trust and staff oversight.

Platforms like Moxo make these efficiencies possible without large IT projects.

Tackling the accounting bottleneck

Accounting firms often lose nearly one-third of staff time to manual follow-ups, misplaced files, and back-and-forth emails. At the same time, clients expect faster service and regulators demand stronger compliance. This creates a bottleneck for firms trying to scale.

In this case study we look at how one accounting agency transformed client management and internal efficiency using a workflow platform like Moxo. The results show what is possible when modern tools are applied to an old problem.

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Streamline your accounting workflow with Moxo

Moxo provides a branded customer self-service portal with structured workflows, secure messaging, e-signatures, and audit-ready records. 

Moxo delivers a branded self-service portal that pulls every moving part—tasks, documents, and client conversations—into one secure, automated hub. Key capabilities include:

• Workflow builder & automation: Drag-and-drop stages and smart triggers eliminate manual follow-ups.
  
  
• Secure document sharing: Encrypted uploads, version control, and auto-organized folders keep files protected and easy to find.
  
  
• Real-time collaboration: Chat, @mentions, video calls, and live approvals keep clients and staff perfectly aligned.
  
  
• Integrations: Seamless links to QuickBooks, Xero, popular CRMs, and cloud storage prevent duplicate entry and data silos.
  
  
• Enterprise-grade security: SOC 2, GDPR, MFA/SSO, and granular audit trails safeguard every action from intake to filing.

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Why it matters for accounting firms today

Accounting is at a crossroads. Firms are under pressure from two powerful forces:

Rising regulatory demands

Auditors and regulators expect clear, verifiable trails of every client interaction and document exchange. Relying on scattered emails and spreadsheets leaves firms vulnerable to compliance lapses, version confusion, and audit risks.

Shifting client expectations

Clients now compare their accounting experience to fintech and banking apps — instant, transparent, and mobile-first. Disjointed communication, lost attachments, or repeated document requests signal inefficiency and erode trust.

Traditional tools can’t keep pace. What used to “work” now creates bottlenecks, accountability gaps, and security concerns.

Moxo closes this gap by offering a structured, secure, and branded platform that:

• Creates a single source of truth for every client engagement with its all-in-one secure, branded client portal
• Reduces compliance risks through audit-ready trails and role-based access and permissions
• Delivers a modern client experience with intuitive, mobile-first access that enhances client satisfaction
• Scales efficiently as firms grow without adding operational overhead

For firms looking to modernize without overhauling their entire tech stack, Moxo provides the bridge between regulatory confidence and client satisfaction.

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Common challenges in accounting workflows

Even well-run firms often face similar obstacles:

• Scattered communication: Files and approvals get buried across email, drives, and messaging apps.
  
• Repetitive tasks: Teams spend hours chasing invoices, tax forms, and missing signatures.
  
• Lack of transparency: It is hard to see progress across multiple client engagements at once.
  
• Compliance gaps: Without a central system, maintaining a complete audit trail becomes nearly impossible.
  

These issues cost time, reduce client trust, and expose firms to risk.

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How Moxo transformed an accounting agency’s client experience

The problem

A mid-sized accounting agency was struggling with:

Lost or scattered client files

Documents lived in email threads, shared drives, and Slack channels, leading to misplaced deliverables, duplicate versions, and unclear access rights.

Slow, confusing feedback & approval cycles

Staff spent days chasing signatures and clarifications; version confusion and missed approvals stretched projects well past their deadlines.

Overwhelming, fragmented communication

Clients juggled updates from calls, spreadsheets, and attachments, leaving everyone, clients and staff alike, feeling swamped and frustrated.

Time wasted on repetitive admin tasks

Manual reminders, status updates, and data re-entry consumed billable hours and sidelined higher-value advisory work.

Compliance risks & audit stress

Missing records and unverifiable trails made every audit a fire drill, exposing the firm to regulatory penalties and reputational damage.

These issues created delays, frustrated clients, and consumed valuable staff time.

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The solution: Moxo’s all-in-one platform

Attempts to manage these workflows with spreadsheets or generic ticket portals only made the situation worse; client requests slipped through cracks, and compliance remained a headache.

The firm adopted Moxo to bring structure, security, and automation into client interactions. Key improvements included:

Automated onboarding & document collection

Clients received templated workflows with step-by-step instructions and automated reminders, cutting down manual follow-ups.

Secure, branded client portal

Collaboration moved to a centralized portal where clients could upload files, sign documents, and communicate securely under the firm’s branding.

Real-time task tracking

Managers gained dashboards showing task status, pending items, and bottlenecks, enabling proactive management.

Compliance-ready audit trails

Every action, from uploads to approvals, is logged, ensuring audit readiness and regulatory confidence.

Seamless integrations with third-party apps

Direct connections with QuickBooks and other accounting systems reduced duplicate data entry and aligned workflows with existing operations.

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The results

Within months, the firm reported measurable gains:

• 40% faster client onboarding, thanks to automation and standardized workflows
• Significant reduction in email volume, improving staff efficiency and client experience
• Increased compliance confidence, with audit-ready records at hand
• Improved client satisfaction, as the branded portal provided a modern, professional experience

Stronger visibility for managers, enabling better resource allocation and workload balancing

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The future of accounting workflows

The industry is undergoing a shift that firms cannot ignore.

• Portals are becoming standard: Clients now expect to log in, upload files, and track progress on demand, with no more chasing status updates or searching through email threads.
  
• Workflow automation is expanding: Templates with conditional logic and reminders are now common in tax and audit preparation.
• AI is moving front and centre: Intelligent document classification, auto-drafted summaries, and predictive nudges are cutting review time and surfacing issues before they snowball, letting staff focus on advisory work.
• Integrated ecosystems are growing: Firms want portals, accounting software, CRMs, and payment tools to talk to each other in real time, ending data silos and duplicate entry.

These trends show why adopting workflow platforms is no longer optional. It is the foundation for modern client service.

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Conclusion

For today’s accounting firms, the real challenge isn’t just keeping up with regulations or delivering reports; it’s delivering a client experience that is both seamless and compliant. Email chains, spreadsheets, and fragmented tools can’t keep pace with rising expectations or regulatory scrutiny.

Moxo’s secure, branded accounting portal centralizes onboarding, automates document collection, and maintains audit-ready trails. The payoff is efficiency, compliance confidence, and stronger client relationships, a foundation for growth in a digital-first era.

As accounting continues to evolve in a digital-first era, firms that embrace platforms like Moxo set the standard for professional service excellence.

Want to dive deeper? Book a demo with Moxo

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FAQs

What is an accounting client portal?

An accounting client portal is a secure, digital workspace where firms and clients can exchange documents, communicate, track tasks, and manage approvals without relying on email or spreadsheets.

What tasks can Moxo automate for accountants?

Common tasks include requesting and tracking documents, sending reminders, managing approvals, and preparing for audits.

Is Moxo secure and compliant?

Yes. Moxo supports encryption, role-based access, and end-to-end audit trails. It is designed to meet standards like SOC 2, GDPR, and other regulatory frameworks critical to accounting firms.

Can Moxo connect with accounting software?

Yes. Moxo integrates with platforms like QuickBooks and Xero, helping firms avoid duplicate work and ensuring smooth data flow.

What are some customer portal examples in accounting?

Examples include client onboarding portals, document collection portals, and approval portals, all supported within Moxo.