87% time saved on outstanding invoices

Project Overview

Who is ACS Accountants?

ACS Accountants is a Belgian accounting firm that guides SMEs and self-employed people through their bookkeeping and taxes. The firm works with Exact Online every day and was looking for ways to cut down on repetitive manual work. Following up on outstanding invoices was one of the biggest time sinks.

The challenge

Every client manager spent around 15 minutes per client manually tracking down outstanding invoices, exporting a PDF from Exact Online, and writing an email. With a large client base, that added up to dozens of hours per quarter.

"How can we automate requesting and following up on outstanding invoices, so our client managers have more time left for work that actually adds value?"

Project Delivery

The approach

We started with an A.I. Opportunity Mapping. It quickly became clear that chasing outstanding invoices ate up the most time and was the most error-prone step. Based on that, we built an automation solution on top of Exact Online.

What we built

A platform for outstanding invoices

A web app connected directly to the Exact Online API. The client manager looks up a client and immediately sees all outstanding invoices. The app automatically drafts a clear email (no more technical PDF) that gets sent with one click.

Smart filtering and prioritization

The platform automatically filters by amount and age. Small amounts under a threshold are skipped; files with large amounts get priority.

History and follow-up per client file

Every action is logged. Notes per client file, visibility into the last contact, and an admin view so management can monitor follow-up.

Results

Time per client file dropped from 15 minutes to under 2 minutes — a time saving of 87%. For a firm with five client managers and 35 clients each, that's roughly 38 hours saved per quarter. Those hours now go into advisory conversations instead of manual email work.

Clients receive clear emails instead of technical PDF lists, and get timely reminders about outstanding invoices before their VAT filing. Flowkify keeps supporting ACS as its A.I. partner, with a focus on automatic reminders and a client portal.

Curious what automation could mean for your accounting firm? Get in touch with Flowkify.