Public Accounting Firm System
Accounting firms serving dozens of clients across Zakat, tax, financial statements, and payroll.
Organized monthly close cycles for every client, from receiving data to filing, with tax deadline alerts and client fee tracking.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Work in the firm runs in recurring monthly cycles: each client has a cycle card that starts in “Data Collection”, where assistants gather journal entries, invoices, payroll reports, and supporting documents and attach them in full to the card. It then moves to “Preparation” for posting the entries and building the return or the financial statements, then to “Partner Review”, where the partner checks the figures and the Zakat and tax treatments — sending the card back to “Preparation” with specific notes if anything is off. Once approved, it moves to “Filing” for submission on the government platforms, then to “Cycle Close” after payment is confirmed and documents are archived.
The Forum is the firm's professional reference: unclear accounting treatments and internal rulings are raised there — how we treated a particular item for a client and why — so the firm's professional judgment stays unified and preserved across cycles and new hires. Chat is for quick coordination only: requesting a missing document from a client, a question about an entry, or scheduling a field visit.
Announcements carries tax deadline alerts for clients: an approaching tax or Zakat filing deadline, and any new requirements from the Zakat, Tax and Customs Authority (ZATCA) and their impact on their obligations. Dues records monthly client fees and billings as each cycle closes, so the partner knows who has paid and who is late for every cycle without separate ledgers — and no cycle is closed in “Cycle Close” before its dues are settled.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Reviewing Partner
Approves returns and financial statements in “Partner Review” before filing, resolves disputed accounting treatments, and documents them in the Forum.
Accountants
Prepare entries, returns, and statements in the “Preparation” column, address review notes, and get the cards ready for filing.
Document Collection Assistants
Follow up with clients to receive data and documents at the start of each cycle, and complete any gaps before the card enters “Preparation”.
Filing Coordinator
Files returns on the government platforms in “Filing”, notifies clients of the confirmations and invoices, and updates “Cycle Close” cards with their final attachments.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Accounting Rulings & TreatmentsThe Zakat and tax treatments adopted inside the firm with their rationale — a unified professional position that is not rebuilt every cycle.
- Regulatory UpdatesNew issuances from ZATCA and the Ministry of Commerce and their practical impact on our clients' files.
- Recurring Review NotesErrors that recur in preparation and how to avoid them — a training reference for new accountants.
- Working Papers & ToolsClose checklists and the firm's approved return and statement templates in their latest versions.
«Working Rules for This System» — Pinned in the forum
1) Every client gets a monthly cycle card, opened in the first week and never postponed. 2) No file enters “Partner Review” before its supporting documents are complete on the card. 3) Professional treatments are documented in the “Accounting Rulings & Treatments” section — Chat is for quick coordination only. 4) Tax deadline alerts are published in Announcements well ahead of their deadlines. 5) No cycle is closed before its fees are settled in Dues.
Welcome announcement: «Welcome to the Firm's Cycle System»
From today, every client has a monthly cycle card that moves from data collection to cycle close, and every professional treatment is documented in the Forum so it remains the firm's unified position. First step: register your current clients as this month's cycle cards, and update Announcements with the upcoming tax deadline alerts for our clients.
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