Accounting Workflow Automation — Invoices & Financial Reporting

Accounting firms and financial services face growing administrative burdens: tracking unpaid invoices, client follow-ups, document collection, tax deadline reminders. These tasks, while necessary, consume precious time that should be devoted to value-added work — advisory and analysis.

The most common problems:

• Unpaid invoices after 30, 60, 90 days without systematic follow-up
• Clients who haven't submitted their documents in time for filings
• Tax deadline reminders (T1, T2, GST/HST) managed manually
• Inbound calls that constantly interrupt focused work
• Bilingual client communication difficult to maintain consistently

The billing cycle is one of the easiest processes to automate in an accounting firm. Nelvox can automate:

• Invoice sending — Automatic generation and delivery upon mandate completion
• Progressive reminders — Automatic SMS and email at 7 days, 14 days, and 30 days past due
• Intelligent escalation — After 30 days, notification to your team for manual intervention
• Payment confirmation — Automatic thank-you message upon payment receipt

Invoice workflow automation reduces average payment delays and improves your firm's cash flow.

Tax deadlines are non-negotiable, but clients often forget to submit their documents on time. An automatic reminder system eliminates this problem:

• Seasonal reminders for T1 returns (individuals — April 30 deadline)
• Reminders for T2 returns (corporations — 6 months after fiscal year end)
• GST/HST filing reminders (monthly, quarterly, or annual depending on the client)
• Missing document reminders with a personalized checklist per client
• Automatic confirmation upon document receipt

Nova AI answers your firm's inbound calls, 24/7, in French and English. For calls outside business hours, Nova collects information and creates a task in your dashboard for the next morning.

Nova effectively handles:

• Questions about the status of a current file
• Appointment requests (initial consultation, annual review)
• Questions about deadlines and required documents
• Transfer to the accountant responsible for the file for complex questions

One of the most common friction points in accounting is document collection. Clients are slow to submit their T4 slips, bank statements, and receipts. Our system automates follow-ups:

• Personalized checklist sent by SMS to each client at the start of the season
• Automatic reminders for missing documents identified in your system
• Automatic confirmation upon receipt of each document
• Centralized view of collection status by client in your dashboard

In addition to communication automation, Nelvox can help you automate the generation of recurring reports for your clients:

• Monthly cash flow reports sent automatically at month-end
• Automatic alerts for financial indicators outside defined thresholds
• Client dashboards updated in real time

These automations strengthen the perceived value of your firm and retain clients without extra effort from your team.