Client document portal
Uploads by month and by account, from phone or desktop, sorted before you even open them.
Bookkeeper software: client portals, receipts & BAS
Bookkeepers: receipts arrive without the chasing. Checklists do the nagging.
Receipts turn up by email, text and the odd shoebox. Bank statements get requested every single month and clients have no idea what's still missing when BAS is due. We build client portals, checklists and reminders for bookkeepers that do the chasing for you. Then we host them and look after them.
Looking for bookkeeping client portal software that actually stops the chasing?
Most bookkeepers don't lose time doing the books. They lose it waiting for the stuff they need to do the books. The same 'can you send last month's statement?' email goes out to forty clients. Receipts arrive as blurry photos in a text thread. Questions about a mystery $480 transaction sit unanswered for three weeks while the BAS deadline creeps closer.
Wollopit builds custom bookkeeping systems around how your practice actually runs. Each client gets a portal with their own monthly checklist. They snap receipts on their phone, upload statements and answer your queries in one place. Reminders go out on their own and you can see at a glance who's ready and who's holding you up. We connect to Xero, MYOB and the tools you already rely on, then host and maintain the lot on our own servers.
01The problems
What we hear from bookkeepers
Does your bookkeeping business have these problems? Here's how we'd fix them.
Most bookkeepers we talk to are brilliant with numbers and drowning in inboxes. The work is fine. The chasing is what wrecks the week.
- The problemReceipts everywhereReceipts arrive by email, SMS, WhatsApp and a shoebox dropped at the office. Half of them are blurry and none are labelled.How we fix itOne portal per client. They snap a receipt on their phone and it lands in the right month, ready to match in Xero or MYOB.
- The problemThe same emails every monthYou send forty near-identical emails asking for statements, then forty follow-ups a week later.How we fix itAutomatic reminders tied to each client's checklist. They stop the moment the client uploads what's needed.
- The problemClients don't know what's missing'I sent you everything' is never quite true. Nobody remembers which accounts or loan statements you need.How we fix itA checklist per client showing exactly what's outstanding for the month. Ticked off as each file arrives.
- The problemQueries lost in the inboxYou ask about six unknown transactions. The client answers two of them in a reply to a different email.How we fix itQuery threads in the portal, one per transaction, with the amount and date attached. Clients answer from their phone.
- The problemBAS done in a panicDeadlines are in your head or a spreadsheet and the last week of the quarter turns into a scramble.How we fix itA deadline board for BAS, IAS, payroll and super with clients ranked by how ready they are.
- The problemWho's actually ready?You can't tell which clients are good to go without opening every inbox, folder and file.How we fix itA practice dashboard showing every client's month as ready, waiting or overdue in one view.
- The problemMessy onboardingNew clients get a Word document, an engagement letter by email and a list of logins to send back.How we fix itOnline onboarding forms with engagement letters signed digitally and access requests tracked.
- The problemPasswords by emailClients send bank logins and TFNs in plain email because there's nowhere else to put them.How we fix itSecure upload and a sensitive details form so private information never sits in an inbox.
- The problemUnbilled extra workCleaning up a messy month takes three extra hours and none of it makes it onto the invoice.How we fix itTime and scope tracking against each client's package, with extras flagged before you invoice.
- The problemPayroll changes by textNew starters, pay rises and leave requests turn up in random texts on a Tuesday night.How we fix itA payroll change form in the portal that feeds straight into your pay run checklist.
02What we build
Solutions
What we build for bookkeepers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Receipt snap
Clients photograph receipts on their phone and add a quick note. No app to install.
Monthly checklists
Each client's own list of statements and documents, built from a template you set once.
Automatic reminders
Friendly email and SMS nudges that escalate politely and stop once the job's done.
Query threads
Questions about transactions answered in the portal with the amount, date and notes attached.
Deadline board
BAS, IAS, payroll, super and STP dates for every client, ranked by readiness.
Practice dashboard
Every client's month at a glance: ready, waiting or overdue.
Client onboarding
Online forms, ID checks, access requests and engagement letters signed digitally.
Payroll change forms
New starters, pay changes and leave sent in properly instead of by text.
Scope & time tracking
See which clients are blowing out their package and bill the extras.
Xero & MYOB connections
Documents and query answers pushed to the right place in your ledger.
A website that books clients
Quick on mobile, clear about your packages and built to rank for 'bookkeeper near me'.
03The systems
The big ones
Your whole practice, without the chasing.
These are the systems bookkeepers ask us about most. Each one works on its own. Join them up and month-end mostly runs itself.
Client document portal
One place for every receipt and statement.
Each client gets their own portal. Receipts, bank statements, loan summaries and invoices land in the right month and the right folder, so you stop digging through inboxes to find them.
- A private portal per client
- Snap receipts on any phone
- Uploads sorted by month and account
- Drag and drop for big statement files
- Notes on each upload
- Secure storage on Australian servers
- Multiple logins per client business
- Download a month's files in one go
- Files linked through to Xero or MYOB
Checklists & reminders
The nagging, done for you.
Set each client's monthly checklist once. The portal asks for what's needed on the right day and keeps nudging politely until it arrives. Then it goes quiet.
- Checklist templates by client type
- Monthly, quarterly and annual items
- Email and SMS reminders
- Reminders stop once uploaded
- Gentle escalation for repeat offenders
- Your wording and your branding
- Pause reminders for clients on holiday
- History of every reminder sent
Query threads
Questions answered, not buried.
Every mystery transaction gets its own thread with the amount, date and payee attached. Clients answer from their phone in seconds and you see the answer right where you need it.
- One thread per transaction
- Amount, date and payee attached
- Clients reply from their phone
- Attach a receipt to an answer
- Bulk-send a month of queries
- Reminders for unanswered queries
- Answers saved for next time
- Full history per client
Deadlines & practice dashboard
BAS week without the panic.
Every client's BAS, IAS, payroll and super deadlines on one board, ranked by how ready they are. You see who's holding you up weeks before it matters.
- BAS, IAS, STP and super dates
- Monthly and quarterly lodgers
- Clients ranked by readiness
- Ready, waiting and overdue views
- Deadline reminders to clients
- Work assigned across your team
- Lodgement status tracking
- Scope and time per client
Client onboarding
New clients set up in one go.
A proper onboarding form replaces the Word document and the back-and-forth emails. Business details, access requests and the engagement letter all get done in one sitting.
- Online onboarding forms
- Engagement letters signed digitally
- Xero or MYOB access requests tracked
- Bank feed set-up checklist
- Secure form for sensitive details
- Package and pricing confirmed
- First month's checklist created automatically
- Welcome emails in your branding
04How it changes
Before and after
Month-end, wolloped.
Here's how a typical month-end could change. Every practice is different, so we map yours first.
Before
- Email forty clients asking for statements
- Chase them again a week later
- Hunt for receipts across email and texts
- Send transaction questions in long email chains
- Work out who's ready the night before BAS
- Lodge in a rush
After
- Checklists go out on their own
- Reminders nudge until the uploads arrive
- Receipts are already filed by month
- Queries answered in the portal from the client's phone
- The dashboard shows who's ready weeks ahead
- BAS lodged on time
05Services
Everything under one roof
Software, websites and systems for bookkeepers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for bookkeepers
Built around how your bookkeeping business actually runs: client document portal, receipt snap and the admin in between, in one system you own.
Websites for bookkeepers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Bookkeeping business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for bookkeepers
Monthly checklists and automatic reminders: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and QuickBooks Online so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your bookkeeping business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your practice relies on, work alongside platforms you're happy with or replace the ones holding you back.
- Xero
- MYOB
- QuickBooks Online
- Xero Practice Manager
- Dext
- Hubdoc
- Karbon
- Ignition
- FuseSign
- DocuSign
- Employment Hero
- Microsoft 365
- Google Workspace
- Calendly
- Stripe
- HubSpot
- Mailchimp
- Zoom
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your bookkeeping business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with you through a month-end and work out where the chasing, waiting and rework are really eating your time.
- 02
Archi-tech
We plan it before writing code: your clients, checklists, deadlines, ledger connections, security, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the portal and reminders first, so you feel the difference before next BAS.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things bookkeepers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients snap receipts on their phone?
Yes. Clients photograph receipts straight into the portal from their phone and add a quick note. There's no app to install.
Do we have to stop using Xero, MYOB, Dext or Hubdoc?
No. We build around what works. The portal sits alongside your ledger and receipt tools and pushes documents to where they belong. If something is holding you back we'll show you what replacing it would involve first.
Is it secure enough for bank statements and TFNs?
Yes. Files are encrypted and stored on Australian servers we manage. Each client only sees their own portal and sensitive details go through a secure form instead of email.
Will clients actually use it?
That's why we keep it simple. Clients see a short checklist and an upload button on their phone. Reminders stop the second they've done their bit, so they've got a reason to get it done.
Can my team share the work?
Yes. Clients can be assigned to different team members and everyone sees the same deadlines, queries and progress.
How much does a bookkeeping portal cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
We plan it in stages so the first win comes early. A portal with checklists and reminders can be running well before you'd wait for the whole system.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most bookkeepers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a bookkeeping business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.