Customer story · Accounting, tax and payroll firm
A firm handling accounting, tax, BPO and payroll for SMEs cleans its CRM and traces every service from proposal to invoice. It also stops retyping payroll data that already exists somewhere else.
· 2 min read
- Industry
- Tax & accountancy, administrative BPO and employment/payroll services
- Location
- Barcelona, Catalonia (Spain)
- Period
- December 2025 – July 2026
- Scope
- CRM clean-up and service catalogueViews and permissions by roleTime tracking and profitabilityProposal-to-invoice traceabilityPayroll data automation and migrationHR portal and data sync
- Benefits
- The CRM has one naming standard, one service catalogue with prices, and a view for each role
- Every service can be followed from proposal to contract, work, delivery, invoice and collection
- Consultants log hours from the pipeline, and management sees real profitability per client
- Payroll data reaches the payroll software through scripts instead of being typed in
Monthly benefits data entry into payroll
Employees and 6 months of payroll history migrated in one batch
Steps traced in the CRM, from proposal to collection
HR portal for clocking in, payslips, holidays and expenses
Context
The firm's tax and law practice offers accounting, tax compliance, administrative outsourcing and payroll to SMEs on recurring contracts. Every client combines several services, each with its own rate, and each month brings payslips, filings and extras to bill.
The team works across several tools: a CRM (Bitrix24), a client document platform (Biloop), payroll and accounting software (A3nom and A3ges), and an HR platform (Kairos).
The challenge
The CRM had grown without a plan: obsolete fields, years of dead deals and campaigns, inconsistent naming and no shared catalogue of services. Client data was duplicated between the document platform and the CRM.
Billing depended on emails, a rates Excel and manual changes in the accounting software. So the link between what was sold and what was billed was easy to lose. Hours were logged unevenly, so nobody could say which clients were profitable.
On the payroll side, benefits data arrived in a provider's Excel and was retyped every month. Onboarding a client from another advisory firm meant rebuilding months of payroll history by hand.
The solution
- A clean CRM
- We reviewed obsolete fields, deals and campaigns with the sales team and removed them. We set a naming standard, updated the permissions matrix by role and sent everyone a short guide to what changed. Every product and service was mapped by department, with prices and variable fees. Views were rebuilt for each role on top of the existing automatic tagging, and automatic emails tell owners about cross-selling opportunities and signed proposals.
- From proposal to invoice
- We mapped the full flow for each service: proposal, contract, work, delivery, invoice and collection, with clear milestones. For one-off projects, closing the project in the CRM now triggers the billing form. For recurring payroll billing, the rate catalogue per client is moving into the CRM, so quantity times unit price becomes the amount to invoice.
- Hours and profitability
- The CRM's time-tracking module was audited and enabled. Everyone logs hours from the pipeline, and a weekly reminder keeps it going. A three-minute video and a short guide explain how. A report compares logged hours with invoiced hours, and only management sees profitability.
- Payroll without retyping
- A script turns the benefits provider's monthly Excel into a file the payroll software imports directly. For a new client with around 58 employees, Python scripts generated the payroll software's import files. They covered employee records, contracts, bank details with IBAN validation, pay concepts and six months of payslips and income tax withholdings. Joiners and leavers are detected automatically, and the history is loaded as data, so totals reconcile from the first payroll onwards.
- HR and data
- The HR portal now holds the full org chart, approval chains, holidays and expense claims, fed from the payroll software. A one-way sync from the document platform to the CRM removes duplicate client records. A software licence inventory shows what the firm pays for and who uses it.
Results
The firm works from one ordered CRM. Administration knows what has been sold, to whom and at what price. Management can finally see where the team's hours go. Payroll staff no longer retype data that already exists somewhere else. Onboarding a client from another firm is an import rather than weeks of data entry.
Next step
Is your team retyping data that already exists somewhere else? Let's talk about automating it.