Australian accounting firms are losing 18+ hours per staff member every month to invoice follow-up, manual onboarding, deadline reminders, and data entry. We build automation systems that eliminate all of it - connected directly to Xero.
Accounting is a profession built on precision. Yet the most time-consuming work in most firms has nothing to do with accounting - it's email, paperwork, and follow-up that software should be handling.
25% of invoices in Australian professional services firms are paid late. Staff spend hours each week writing polite reminders, escalating unpaid accounts, and reconciling payments in Xero by hand. It's soul-destroying work that a $0.02 automation can do better.
⏱ 6h/week per firm chasing late paymentsEvery BAS, tax return, and SMSF deadline triggers a round of emails written one by one. Staff pull client lists from their practice management software - MYOB AE, Handisoft, or XPM - and draft reminders individually, often weeks before they're needed.
⏱ 3–4 hours per deadline cycleGetting a new client set up involves emailing engagement letters, chasing signed documents, collecting ATO authorisations, setting up their Xero file, and sending a welcome pack. Spread across 7–10 emails, it takes 2–3 hours per new client - and half that time is just following up.
⏱ 2–3 hours per new client onboardedBefore each job starts, staff compile source documents from Xero, client portals, and email - then organise them manually into the right workpaper structure. This pre-job setup work happens for every single client, every single year, and it scales linearly with headcount.
⏱ 45–90 minutes per engagementFive automation systems, built native to your existing tools - Xero, your practice management software, DocuSign, and your email platform. Nothing is ripped and replaced.
Overdue invoices trigger a multi-step, escalating reminder sequence - a friendly nudge at 7 days, a firmer reminder at 14, and a formal notice at 30. All emails are personalised with invoice details pulled live from Xero. Replies are monitored and sequences pause automatically when payment is made.
✓ Debtor days: 41 → 24Your compliance calendar feeds into an automated reminder system. Clients receive personalised emails at 4 weeks, 2 weeks, and 3 days before each lodgement deadline - with a clear list of documents needed and a link to upload them directly. No manual scheduling.
✓ 90% document return rateNew clients complete a Typeform intake form, which triggers: a branded welcome email, an engagement letter via DocuSign, an ATO authority form, and automatic setup of their Xero file. All documents are stored in your practice management system. From inquiry to active client - without a single manual step.
✓ Onboarding time: 3h → 20 minAt the start of each month, clients on your management reporting package receive a branded P&L report pulled directly from their Xero file - formatted, summarised, and emailed automatically. Advisory firms use this to trigger a proactive follow-up call for every client without lifting a finger.
✓ Zero manual reporting timeWhen a prospective client submits a contact form on your website, their details flow automatically into your CRM or practice management system, a conflict check is initiated, and a personalised response is sent within 60 seconds. No manual data entry, no leads falling through the gap.
✓ 100% lead capture rateYour annual compliance calendar is built once and runs automatically - creating tasks in your practice management software (XPM, Handisoft, or MYOB AE), assigning them to the right team member, and sending internal reminders when deadlines are approaching and jobs are overdue.
✓ Zero missed lodgement deadlines"We were spending 6 hours a week chasing overdue invoices by email - one at a time, manually. Polaris automated the entire sequence in Xero. Now we get paid faster, our debtors are down by 40%, and our team focuses on advisory work, not collections. Should have done this years ago."- Practice Manager, Melbourne Accounting Firm (50+ clients)
No long scoping phases. No learning curves for your team. We connect to your existing tools and build - then hand it over fully documented.
We review your current workflow, your Xero setup, and your practice management system. We identify where time is being lost and produce a prioritised list of automation opportunities - whether you proceed with us or not.
Our team builds directly into your existing stack - Xero, XPM, Handisoft, DocuSign, Gmail or Outlook. Your team keeps working normally during the build. We test everything before anything goes live.
We hand over clear documentation and 90-day support. Your staff learn the system in a single 60-minute session. Most firms are fully autonomous within two weeks of go-live.
Book a free 60-minute automation audit. We'll map exactly where your team is losing time and show you what we'd build - connected to your Xero account, no obligation.
Common Questions
Everything Australian businesses ask us before getting started.
Australian accounting firms automate invoice processing, Xero data entry, BAS/IAS reminders, client onboarding, document collection, and monthly reporting. AI can also classify transactions, flag anomalies, and draft client communications automatically.
Yes. Xero has a robust API that connects to n8n, Zapier, and Make. Common automations include auto-creating invoices from forms, syncing bank transactions, triggering payment reminders, and generating monthly P&L reports sent directly to clients.
Automation handles the administrative workflow - it doesn't replace professional judgment on compliance matters. Your registered accountant still reviews and signs off on all filings. Automation simply removes the manual data movement and chasing work around that process.
Firms typically save 10–20 hours per staff member per week on data entry, client chasing, and report generation. At $45–$80/hr for accounting admin time, a $6,000 automation build pays back in under 2 months for a 3-person team.