How does my accounting office stop missing a client's register or licence renewal?

2026-11-10 | Intagya ERP

A client calls the office on Sunday morning: the bank refused to renew their credit line because the commercial register expired two weeks ago. The accountant opens the Excel file with the deadlines and finds the date already written there. Nobody opened that file that week.

Keeping the date was never the problem. Being reminded was.

Why do offices miss their clients' deadlines even when they are written down?

Because they are written somewhere that reminds nobody. An office with 40 clients, each with five or six authorities (commercial register, tax card, social insurance, chamber of commerce, shop licence), carries more than two hundred dates a year, spread across spreadsheets, phone notes and the memory of whoever follows each client.

The day that person is off, or leaves, half the dates leave too. My view: a spreadsheet is fine for keeping dates and poor at following them.

What does an accounting office need to follow every client's licences?

Three things in one place: a clear file per client, a countdown on every deadline that everyone can see, and a reminder that goes out by itself without waiting for someone to remember.

• The client file: its authorities with each registration number and date, its licences and its tax return schedule
• A deadline list sorted by the nearest date, coloured by the days left
• A reminder to the client, who prepares the documents, and to the employee, who does the work

How does the deadline countdown work in Intagya ERP?

Each deadline has three stages before its end date, and the office picks their days. The suggested values: a first notice 30 days before in blue, a second notice 15 days before in orange, then Urgent 7 days before in red. The colour follows the days left and is refreshed every day, so in the morning you open the list and see what needs work today.

The calendar shows the same deadlines on the days of the month in the same colours, so you see a busy week before it arrives.

Does the client get the WhatsApp reminder automatically?

Yes. At every move to a new stage the system sends a reminder to the client and to the responsible employee. When the office WhatsApp number is connected to the system, the message goes from the office number. When it is not, the Reminder button opens the chat in WhatsApp with a ready message carrying the client, the authority and the date, and the employee sends it with one tap.

Each reminder is recorded on the deadline under Last reminder. If a client says a month later that nobody told them, you know when the message went and to whom.

Write exactly what you need from the client and by when: send a copy of the tax card three days before the deadline. A general message gets read and forgotten.

What happens after the office completes the renewal?

Press Renew and the system suggests the new period with the length of the previous one; change it if it differs. The old deadline moves to the archive as Renewed and the new one starts its own countdown with the same stages. You never type the deadline again, and next year is already covered.

The work itself has a procedure board: each procedure is a card moving through New, In progress, Waiting for the authority and Done. A card past its due date shows in red, so the office manager sees where work is stuck without asking each employee.

Is the app free, and do I need a separate accounting system?

The app is free; you switch it on from the apps screen in Intagya ERP. It runs inside the same system as the accounts: you pick each client's services and monthly fee, the invoice can be made every month by itself, and the client's statement opens from the client file. The client's name never has to travel between two programs.

Start with one step: add the authorities your office deals with, then your clients' ten nearest deadlines. Tomorrow morning you will know what needs following without opening a single spreadsheet.

Read the accounting firm app guide, step by step