The hidden cost of admin work
At an accountancy firm, every quarter starts with the same chase: requesting invoices, receipts and bank statements from dozens of clients, receiving them by email, WhatsApp or in person, renaming them, filing them and checking nothing is missing. At a law firm the equivalent is court filings, notifications and procedural deadlines; at an architecture or engineering practice, drawing revisions, projects and planning paperwork.
None of that work is billable, yet it all takes up the time of qualified people. And when something goes astray, the risk is not just lost time: it is a missed deadline or a document sent to the wrong client.
A client portal built around your firm
A portal of your own replaces the email back-and-forth with an organised space. Clients log in, see which documents they have been asked for, upload them from a computer or phone and check the status of their matters. Your team gets everything in one place, with a record of who uploaded what and when.
- Document requests with automatic reminders to the client
- Status of each matter, tax return or project visible to the client
- Downloads of reports, invoices and signed documents
- Built-in messaging instead of scattered emails
AI automation for repetitive tasks
AI is particularly useful with documents. We can build workflows that receive invoices or filings, identify what type they are, extract the relevant data (issuer, amounts, dates, case number) and file them in the right folder or push them into your accounting or practice management software.
We also build RAG assistants that answer questions about your internal documentation, such as procedures, templates or house style, so nobody needs to interrupt a partner for something already covered in a document. Professional decisions remain yours: the AI prepares, a person reviews.
Professional email and data security
A firm holds highly sensitive information: tax data, contracts, disputes and third parties' personal data. Protecting email and computers is not optional. With NextMails you get email on your own domain, with mailboxes, aliases and guided DNS setup that makes it much harder for someone to impersonate your address.
With NextAnalyzer we monitor the firm's computers: what hardware and software each one has, which vulnerabilities it presents and which alerts need attention. Its reports help you document your security against frameworks such as NIS2, Spain's ENS or ISO 27001 when a client or an audit asks for it.
Integration with the software you already use
Nearly every firm already has accounting, case management or billing software that works reasonably well. We do not replace it for the sake of it: we build what is missing around it and connect everything so data flows without being typed twice. If your invoicing software falls short, we develop modules prepared for the requirements of Spain's Verifactu system and anti-fraud legislation.
