Case study / Accounting & tax / Web
A practice system for an accounting and tax consultancy. Customers, quotations, SPK and invoices move through one pipeline, and every document generates in Bahasa Indonesia, English or Mandarin.
01 / The problem
Where it started
SYP Consulting runs several companies under one roof and serves clients from more than one country. Each quotation, SPK and invoice was typed into Word, and someone had to check the letter number by hand before it went out.
Profit per project had no single home. To see revenue, the team had to build a report first. They wanted the engagement process automated, following the SOP they already worked by.
What success had to look like
Every customer, quotation, SPK and invoice in one system, with its status visible at a glance.
Documents generated in three languages, on the letterhead of the SYP company handling the work.
Each person sees only the data their role allows, plus reminders for their own tasks.
Every change traceable, and client credentials kept encrypted.
02 / The process
Four steps, starting from the SOP the team already worked by.
Phase 01
We traced how a client moves from first contact to paid invoice, and who signs off at each step.
Phase 02
Dashboard, customer records and the approval flow, laid out around that SOP.
Phase 03
Roles and permissions, document templates per company and language, reminders, audit log, encryption.
Phase 04
Roll-out to the team, with support after launch.
03 / What we built
From the pipeline dashboard to encrypted client credentials.
01 / Dashboard
Customers, quotations, SPK and invoices, each split by status. Filter by the last 3, 6 or 12 months, and see the five most recently updated records under each chart.
02 / Approval
A PIC submits the quotation for review. The partner approves it, or returns it for revision with the record still open.
03 / Customers
Each customer carries its PIC, the number of active services, and the business group it belongs to, so related companies are handled together.
04 / Documents
Quotation, SPK and invoice generate from the record, in the client's language and on the letterhead of the SYP company handling the work. Letter numbers are assigned by the system.
05 / Reminders & audit log
Each user gets reminders for their own tasks. Every change to the data is written to a log, so a wrong figure can be traced to its source.
06 / Security
The firm stores access data for its clients' government and tax accounts. Those fields are encrypted with AES-256, and roles decide who can open them.
Why a custom build
Practice platforms like Karbon, TaxDome and Ignition cover proposals, engagement letters and billing, connected to Xero or QuickBooks. SYP's work runs on Indonesian paperwork: SPK, Mandarin copies and several company letterheads.
| SYP needed | How the system handles it |
|---|---|
| SPK, not a Western engagement letter | SPK is its own stage, with statuses from generated to signed. |
| Clients in more than one language | Each document in Bahasa Indonesia, English or Mandarin. |
| Several companies in one group | Templates and numbering per entity. |
Feature references from public product pages and reviews, checked November 2026.
04 / Results
Revenue, documents, customers and accountability, before and after the system.
BeforeA report built by hand to see revenue.
NowEvery transaction is recorded, so revenue can be checked any time.
BeforeOpening documents one by one and checking letter numbers by hand.
NowQuotation, SPK and invoice generate from the record, numbered by the system.
NowEach customer's services and activity sit on one record, which makes client decisions easier to justify.
NowThe audit log shows who changed what. Client credentials are encrypted, so the firm can keep its duty of confidentiality.
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