Automation

Digitalising consultancies and accounting firms: automate your documentation

Published on February 8, 2026 · 6 min read

The problem with manual document management

If you run a consultancy or accounting firm, you know what it’s like to receive dozens of documents every day: invoices, payslips, contracts, certificates, tax returns. Each one must be classified, validated, filed, and processed. And every error in this process can have serious consequences: an incorrect declaration, a missed deadline, a misplaced document.

Your team spends hours each week on tasks that, honestly, are mechanical: verifying a document is complete, checking that data matches, filing it in the right folder, entering data into the management system. It’s necessary work, but it doesn’t add real value. The value lies in advisory, tax strategy, and the client relationship.

What can be automated in a consultancy?

Document reception and classification

When a client sends documentation (by email, WhatsApp, web portal, or even scanned paper), an automated system can:

Identify the document type (invoice, payslip, certificate, contract)
Extract key data (amounts, dates, tax IDs, descriptions)
Classify it automatically into the correct client folder and category
Detect duplicates and already-processed documents

All this happens in seconds, without anyone having to open the document, read it, and decide where it goes. You can see how this flow works in our document automation demo.

Automatic validation

One of the biggest risks in a consultancy is processing incomplete or incorrect documentation. An automatic validation system checks:

That the document contains all mandatory fields
That amounts are consistent (base + VAT = total)
That dates fall within the corresponding tax period
That the client’s tax ID matches their registered data
That required signatures or stamps aren’t missing

If something doesn’t add up, the system alerts the team pointing out exactly what’s wrong. It doesn’t process anything incorrect, but it doesn’t block what’s correct either.

Intelligent routing

Once classified and validated, each document follows a different path: invoices go to accounting, payslips to payroll, contracts to legal. An automated system directs each document to the correct department or person without manual intervention.

Deadline tracking

Consultancies work with dozens of simultaneous deadlines: tax filing dates, contract expirations, meeting dates. An automated system:

Maintains a centralised calendar with all deadlines
Sends alerts with sufficient advance notice
Escalates alerts if a deadline approaches without action
Generates compliance reports

Client portal

Instead of exchanging documents by email (insecure and disorganised), a portal where clients upload their documentation, check the status of their procedures, and communicate with their adviser. All information centralised, accessible, and with full traceability.

Real benefits of digitalisation

Consultancies that automate their document management report:

70-80% less time on document classification and filing
Classification errors virtually eliminated: the machine doesn’t mix up folders
100% deadline compliance: the system doesn’t forget dates
More clients with the same team: by eliminating mechanical work, your team can handle more accounts
Better client experience: faster responses, always-available information

Practical example: customs documentation automation

One of the areas where document automation has the most impact is managing complex documentation with multiple validations. We’ve developed a system that:

Receives documents from different sources (email, upload, scan)
Identifies document type and extracts data
Validates against sector-specific rules
Classifies and files automatically
Alerts on incidents or missing documentation

You can try exactly this flow in our interactive document automation demo. It’s a functional simulation you can use in under 5 minutes.

Generic software vs custom solution

There are generic document management tools (Google Drive, Dropbox, basic OCR tools), but a consultancy has specific needs:

Validation rules by tax document type
Integration with accounting and payroll software
Regulatory compliance (data protection, legal archiving)
Sector-specific workflows

Custom software designed for consultancies covers these specific needs. To understand how much such a solution might cost, it depends on the scope, but an initial document flow automation typically ranges from €5,000 to €12,000.

How to start digitalising

The most common mistake is trying to digitalise everything at once. The strategy that works best is to start with the most critical process and grow from there:

Automatic classification and filing — Quickest to implement with immediate impact. Your team stops wasting time filing and searching for documents.
Automatic validation — Eliminates errors before they reach accounting or payroll. Reduces rework and complaints.
Client portal — Centralises communication and documentation. Eliminates email chaos and improves client experience.
Deadline automation and alerts — Ensures no date is ever missed. Reduces team stress and client risk.

Want to see how automation can transform your consultancy’s management? Try our interactive demo or check out our custom development services. We’re based in Madrid and Murcia, and the first consultation is free.