Cancelled clients removed from every system automatically

Project Overview

Who is ACS Accountants?

ACS Accountants is an accounting firm based in Ravels, in the province of Antwerp, with 170 to 180 employees across ten offices.

A firm that size runs a lot of software per client — AdminPulse, Exact Online, Silverfin and Clearfacts, to name the main ones. Every active client runs up license fees across multiple systems.

And that's where the problem sits. Because a client who leaves doesn't leave those systems.

The challenge

When a client left, cancelling everything was a manual, quarterly process. The client manager would pass on that a client was leaving, the office assistant would fill in the end date in AdminPulse, and IT would cancel the licenses and archive the data.

Any step in that chain could get missed. The estimate was that it happened in about half of all cancellations.

"So we stop losing money and time on clients who've already left. We want focus, clarity and efficiency instead of manual chaos."

While mapping out the existing process, the team wrote down the pain points as single words: time, manual, tedious, communication, easy to forget.

Project Delivery

The approach

This agent came about after we'd already built ACS a first solution around outstanding invoices. The business case for the offboarding agent sat in that same Business Value track. So the numbers were already on the table before we started building, and everyone knew where the payoff was.

Two figures from that analysis made the choice easy: there are roughly 600 cancellations a year, and in about half of them the license was cancelled too late.

What we built

The agent works in four steps. That split is deliberate: spotting, checking, cancelling and archiving are four separate decisions, with different people involved.

1 · Spotting

The agent looks for cancelled clients on its own.

• It reads the end date from AdminPulse.
• It checks the Belgian company register (KBO) for bankruptcy and closure.
• It looks for client files where no time has been logged for a while.

The advantage: nobody has to report anymore that a client has left. The agent notices it itself.

2 · Flagging and checking

An agent that cancels licenses on its own, with nobody looking, is a risk. So there's a human in the loop.

• The agent puts every likely-cancelled file into an overview in Power BI.
• It sends an email notification to the right employee.
• That employee confirms it, excludes the file, or dismisses it with a reason.

The advantage: you keep the decision in your own hands, but you no longer have to go looking for it. And because every exception gets a reason attached, it stays clear afterwards why a file wasn't cancelled.

3 · Cancelling licenses

Once confirmed, the agent sets the work in motion.

• It triggers the cancellation in Exact Online, Silverfin, Accounton and Leexi.
• It revokes access.
• It automatically opens an IT ticket.

The advantage: the license stops the moment the client stops, not a quarter later.

4 · Archiving

• The agent sets the status in SharePoint to cancelled.
• It downloads the archives from Leexi, Exact Online and Silverfin.
• It files them in the right folder.

The advantage: the client file stays complete and easy to find, even years later. The archiving is set up to hold up under an audit.

Three roles, three different wins

What makes this solution stand out is that the payoff is different for everyone involved. That was by design.

Role	What they get out of it
Office assistant	One overview of every likely-cancelled file. No more missed cancellations.
IT	An automatic signal to end licenses, and archiving that holds up under an audit.
Client manager	A notification when a client leaves, and the certainty that no further follow-up is needed.

An app that explains itself

One design choice deserves a mention on its own. The statuses, the reasons, the integrations, the filters and a short FAQ all live inside the app itself.

The reason is practical, and it's written into the design: faster onboarding and handover, without external manuals someone has to maintain. A new employee learns the tool inside the tool.

The tech

The solution runs on Microsoft Azure, with a dashboard, language models, and a platform that orchestrates the agents and the connections.

The connections to AdminPulse, Silverfin, Clearfacts and Exact Online run through Peliqan. Peliqan Sync also feeds the activity stream and the audit log live, so you can see at any moment what the agent has done.

Power BI handles the overview and the notifications. The agent also pulls data from the KBO, and works with Accounton, Leexi and SharePoint.

Results

The agent has been delivered and validated. This is how the process now runs: cancelled clients are spotted instead of reported, license cancellation kicks off as soon as a file is confirmed, and the archive lands in SharePoint with an audit log attached.

The business case we calculated before building came out to a payback period of under six months. That value is spread across three departments at the firm — post-accounting, accounting and pre-accounting — with most of it in post-accounting.

Worth knowing: that's an estimate from before the build, not a measurement afterward. What is certain is that the MVP has been delivered and that the solution is now covered under the support contract ACS has with us.

Still paying license fees for clients who are already gone? That's usually a bigger line item than you'd think. Get in touch with Flowkify and we'll work it out together.