How Exacte Advisors now run payroll, BAS, and IAS workflows by tag and day, and save client emails directly to the DMS in AccountKit

When Lauren Baillie, Administrator and Bookkeeper at Exacte Advisors, started using AccountKit, her goal was simple: reduce admin, simplify recurring work, and stop jumping between tools just to complete routine tasks.

Like many small firms, Exacte had been using one platform for emails, another for jobs, and a third for workpapers. But as AccountKit evolved, it started offering everything they needed in one place.

But it didn’t take long for Lauren to realise AccountKit had quietly rolled out everything her team needed.

Automating job repeats by tag, client type, and weekday

Payroll, BAS and IAS tasks all run on different schedules. Some are weekly. Others fortnightly or monthly. Previously, Lauren and the team were creating these jobs manually and trying to keep track of it all.

AccountKit’s filtered job repeats made that easier. Now the team can:

• Tag clients by service type and frequency
• Filter jobs by client structure, such as company or trust
• Set repeats by day, such as every second Tuesday
• Assign work automatically to the right person

“I’ve got payroll for a bunch of different clients. Some land on a Tuesday, some on a Wednesday, some are fortnightly, some are weekly... so you want to split it all up,” Lauren explained.

“Now we’ve got that control. It just makes life easier.”

By using tags and repeat filters together, the team has built a more predictable, scalable workflow.

Switching back to AccountKit for email management

Exacte had trialled a third-party tool for managing email, but it fell short. The main issue was that it saved only attachments to the document management system, not the email content itself. That made it difficult to track conversations and maintain a complete client record.

With AccountKit, the team can now:

• Save full email threads directly to the DMS
• Link emails to a job or task
• Assign messages using @mentions
• Maintain a full communication history

“That was our big thing to be back,” “We wanted to be able to save the whole email into the DMS, and now it does exactly that.”  Lauren said.

This has allowed the team to keep all client communication centralised and easy to reference, without needing a separate platform.

Managing comments and approvals in one place

For internal collaboration, Exacte needed a clearer way to leave notes, track approvals and review work without relying on emails or chat threads. That functionality now exists directly inside AccountKit jobs.

Comments can be:

• Left on any task or job
• Assigned with a status such as active, resolved, or awaiting input
• Used to flag reviews or request action from a teammate

“It’s really handy being able to leave comments in the job itself. You know someone’s seen it, and you don’t have to chase it up with an email later.” Lauren said

With collaboration built into jobs, reviews and approvals are easier to manage and harder to miss.

Introducing the Account Reconciler

AccountKit also previewed a new feature that Lauren’s team jumped on instantly: the Account Reconciler.

This tool replaces spreadsheets and external workpaper templates with an integrated, Xero-connected reconciliation process.

Inside AccountKit, the team can:

• Reconcile accounts monthly, quarterly or annually
• Attach notes and supporting files
• Track balances directly from Xero
• Keep everything together in one view

“You can see the balance, add a note, attach a doc, and it’s all there. No more hunting through folders or digging through Excel.”

For the team, this has simplified compliance work and made reconciliation faster and more transparent.

A return to simpler, smarter systems

After trialling other platforms, Lauren and her team decided to return to AccountKit. The reason was clear: meaningful product improvements and fast, responsive support.

“Like seriously, I can’t give you enough positive feedback,” she said. “The product’s really wonderful… but the way that you respond and interact and communicate, it’s absolutely fantastic.”

“You’ve made things so much easier. We’re not wasting time switching between platforms or making do anymore.”

With powerful filters, live collaboration, and reconciliation tools all in one place, Exacte Advisors now runs their firm with fewer clicks, fewer systems, and a lot less guesswork.

Could your firm simplify jobs, emails and reconciliations by bringing everything into one platform?