Five-person accounting firm implements CRM, DMS, and Archive in 8 weeks
The firm was managing 80+ client files across email folders, physical archives, and individual computers. An EU digitalization programme funded the transition to a structured system.
Challenge
The firm managed 80+ active clients whose files were spread across email folders, physical archives, and individual staff computers. Finding a specific document took an average of 20 minutes. GDPR requirements for personal data management were difficult to fulfill without a centralized system.
Solution
We implemented CRM for structured client files with communication history, DMS for centralized document storage with access rights and an audit trail, and Digital Archive with statutory retention policies. All with defined GDPR rights and documented data processing.
Delivery process
- 1
Discovery (1 week)
Review of client files, document types, and GDPR compliance requirements.
- 2
Migration (2 weeks)
Structuring and import of client data and key documents from email folders and physical archives.
- 3
Configuration (3 weeks)
CRM client profiles, DMS folder structure with access rights, Archive with retention policies.
- 4
Training and go-live (2 weeks)
Training for accountants and management. Full transition to the new system.
Outcomes
- Centralized client files with full communication history
- Document retrieval time reduced from 20 minutes to under 1 minute
- GDPR-compliant processing with documented access rights
- Automated retention policies aligned with statutory requirements
- Successful EU documentation presentation during verification
I want a similar project →“We didn't need a big system — we needed the right one. Now we find any file in under a minute and are comfortable with GDPR inspections.”