Outproduce
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For partners and practice managers running compliance and advisory work across a client book.

Why does every deadline feel like a scramble? Because the records sit in the practice system and the status sits in somebody head, so chasing becomes the job.

Client records, source documents and the job status live in different places. Outproduce installs the path from the client request for records, through the document checklist, into the prepared job file, with the query list raised and the filing held for the reviewer. Every submission and every client email waits for a named approval.

Book a callSee the workflows
  • Practice management
  • Accounting software
  • Inbox
  • Document store
  • Client portal

By hand today

What your team does by hand, and what we build.

You do this by hand

A junior emails the client for records, then checks the inbox repeatedly to see what came back.

We build this

A records request and chase path that tracks each item on the checklist and marks what is still outstanding.

What changes

The outstanding list is a record, not a memory, and the chase stops being manual.

You do this by hand

Bank statements, invoices and receipts are opened individually and keyed into the ledger.

We build this

A document intake path that reads each file, proposes the posting, and holds low confidence items for review.

What changes

Preparation starts from a populated file rather than an empty one.

You do this by hand

Queries are collected in a note, then written out as an email to the client late in the job.

We build this

A query list that builds as the job is prepared and assembles the client message for the manager to release.

What changes

Queries reach the client while there is still time to answer them.

You do this by hand

Review notes are left in a document and chased verbally until the file is clear.

We build this

A review state on the job itself, with each point open, answered or accepted by a named reviewer.

What changes

A partner can see what is blocking sign off without asking anyone.

You do this by hand

Deadline tracking happens in a spreadsheet that someone maintains by hand.

We build this

A deadline and obligation view built from the client records, with jobs flagged by what they are waiting on.

What changes

The firm sees risk by cause, not just by date.

The compliance work is standardised, but the path between the client, the documents and the ledger is not. The firm carries that path in habits, and the habits belong to the senior staff who are already the bottleneck.

Digital records mean the inputs now arrive faster than the practice can process them. The constraint has moved from data entry to the handover between request, preparation, query and review.

Lifecycle

Where the system runs and where a person decides.

Typical lifecycle in this sector
  1. 1Job becomes dueFrom the obligation record.
  2. 2Records request issued and tracked against a checklistAutomated
  3. 3Documents read and postings proposedAutomated
  4. 4Low confidence items held for the preparerHuman approval
  5. 5Query list assembled from the prepared fileAutomated
  6. 6Manager releases the client query messageHuman approval
  7. 7Review points tracked to clearedHuman approval
  8. 8Filing or submission held for partner approvalHuman approvalNothing is submitted without a named sign off.

Workflows

The workflows we install first.

Each one names the manual version, the installed version, and the approval point that stays with a person. Figures show sample records, never client data.

01

Records request to complete checklist

The request goes out against a checklist tied to the job, and every return is matched to its line. What is still missing is visible on the job.

Expected impactExpected impact: less chasing by hand, and jobs start with a known record set.
Illustrative chase ladder for outstanding recordsIllustrative
  1. Request issuedChecklist attached to the job and shared with the client contact.
    Automated
  2. Partial returnMatched items close, remaining items stay named and open.
    Automated
  3. Still outstandingA follow up is prepared for the client manager to release.
    Human approval
  4. Deadline riskThe job is raised to the partner with the missing items listed.
    Escalated
02

Source document to proposed posting

Each document is read, the posting is proposed against the ledger, and anything uncertain is held rather than booked.

Expected impactExpected impact: preparation time moves from keying to judgement.
Illustrative handling by document type · Illustrative
DocumentWhat is readWhere it stops
Purchase invoiceSupplier, net, tax, date, referencePosted when the supplier and tax treatment are clear
Bank statement lineCounterparty, amount, narrativeHeld when no matching invoice is found
Expense receiptMerchant, amount, category hintHeld when the category is ambiguous
Credit noteOriginal reference and valueHeld for the preparer to link to the original
03

Query list to client message

Queries are captured on the job as they arise during preparation, then assembled into a client message. The manager releases it.

Expected impactExpected impact: fewer rounds of partial questions, and faster client answers.
Illustrative trace of a query cycleIllustrative
  1. 01
    Query raised during preparation

    Captured against the ledger line it came from.

    Automated
  2. 02
    Queries grouped

    Related points are combined so the client reads them together.

    Automated
  3. 03
    Manager reviews and releases

    Named approval before the message leaves the firm.

    Human approval
  4. 04
    Answers matched back

    Each reply closes its own query line on the job.

    Automated
  5. 05
    Unanswered query

    Stays open and visible against the deadline.

    Escalated
04

Review and submission control

Review points live on the job with an owner and a state. Filing waits for the partner, and the approval is recorded with the file.

Expected impactExpected impact: sign off blockers are visible without a status meeting.
Illustrative comparison of review handling
SituationBy hand todayInside the installed path
Review point raisedNoted in a document and chased verballyOpen item on the job with a named owner
Point answeredReplied in an email threadMarked answered against the original point
Ready to filePartner asked in personHeld for partner approval with the clearance state shown

Go live

How it reaches production in your firm.

  1. 01

    Fit Review with the job owner

    We follow a live job from request to filing and record where the path actually breaks.

    Free
  2. 02

    Operating Map

    The map sets out the records, the checklists, the review states and the points that require partner approval.

    Paid, yours to keep
  3. 03

    Production Install on a scoped job type

    A recurring compliance job type goes live first, tested on real client files.

    Human approves
  4. 04

    Managed operation or handover

    We run the exception queue alongside the practice, or hand over the documented system to a named owner.

    Monitored

What we measure

Baseline first, then the delta.

We record each of these before anything switches on, so the result is measured against your numbers, not a benchmark.

first builds: records request and checklist tracking · source document to proposed posting · query list to released client message

Related

Questions from accounting firms.

Does this post to the ledger without review?

Only where the firm has agreed a clear rule. Everything else is proposed and waits for the preparer.

Will it work across our client software mix?

The path is built around the practice system as the spine, and connects to the ledgers in scope. Clients outside that scope stay on the manual route until they are added.

Other sectors

Start here

Show us the workflow.

Tell us what starts it, who owns the result, which tools carry it, and where it stalls. We will tell you whether it is ready to map.

Book a 20-minute callOr send it in writing
Strong fit

The workflow repeats

One person owns the result

The records exist

Several tools carry the work