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Bespoke CRM and client portals for UK professional services.

Professional services run on casework, not on a sales pipeline. We build bespoke CRMs, client portals and workflow automation for UK professional services firms: accountants, consultancies, recruiters, agencies and advisory practices whose real work starts after the client signs.

Talk to us about your practice How it works

Client work, documents and approvals in one system, with less chasing and fewer email chains.

You’ll recognise this

  • Client documents arrive by email attachment and get saved in three places.
  • Partners ask for a status update and someone has to go and find out.
  • Your practice software handles the core work but not onboarding or follow-up.
  • You are unsure where client data sits and who can see it.

Built and run in-house

  • Prosvano · LinkedIn automation

    Pipeline, a shared reply inbox and approval before anything is sent: the building blocks of a bespoke CRM.

A Prosvano sequence across LinkedIn and email, paused when the lead replied (sample data).

The business problem

The work after the sale is where the margin goes.

Off-the-shelf CRMs are built to win deals. UK professional services firms usually win their work through referrals and relationships; what costs them is everything after: onboarding, collecting documents, chasing approvals, keeping clients updated and making sure nothing slips at a deadline.

That work tends to run on email, shared drives and the memory of a few senior people. It scales badly, it is hard to delegate and it leaves client data spread across inboxes, which makes questions about access and retention uncomfortable to answer.

A bespoke CRM and client portal turns that casework into a visible process: each client and engagement in one record, documents requested and received in one place, approvals logged, and data handled the way you decided it should be.

  1. Lever 01

    Faster onboarding

    Engagement letters, ID and documents collected through a portal, so work and billing start sooner.

    Moves: Time to first invoice

  2. Lever 02

    Partner time protected

    Status, chasing and admin handled by the system, so senior time goes on advice clients pay for.

    Moves: Revenue per fee earner

  3. Lever 03

    Retention by design

    Clients see progress without asking, and recurring work is scheduled before they have to remind you.

    Moves: Client retention

How UK firms work

What we design for in the UK.

The patterns behind UK professional services builds. Your own practice decides the detail.

  • 01

    Casework, not deals

    Records are built around clients, engagements, deadlines and documents, so the system matches how fee earners actually work.

  • 02

    Data handling agreed up front

    Where data is hosted, who can access what and how long records are kept are design decisions we settle with you, with UK GDPR in mind and your advisers making the legal calls.

  • 03

    Practice software stays

    Accounting, practice management and e-signature tools usually stay in place; we connect to them rather than replace them.

  • 04

    Clients who expect a portal

    Clients increasingly expect to upload, approve and check progress themselves, on a secure login rather than by email.

What we build

Bespoke systems for client work.

  • Bespoke CRM

    Clients, contacts, engagements and deadlines in one record, with views for partners, managers and administrators.

  • Client portal

    A secure login where clients upload documents, sign, approve and see progress, branded as your firm.

  • Onboarding automation

    Engagement letters, checks and document requests sent, chased and filed automatically as each client is taken on.

  • Deadline and recurring work

    Recurring obligations scheduled per client, with reminders to the team and to the client before anything is late.

  • Roles and audit trail

    Permissions by role and client, with a log of who viewed, changed or approved what.

  • Practice reporting

    Work in progress, capacity, overdue items and revenue per client, without building a spreadsheet each month.

How it works

From engagement letter to delivered work.

  1. 01

    Client onboarded

    Engagement letter signed and checks completed through the portal, with the record created automatically.

  2. 02

    Documents collected

    Requests sent with a checklist; clients upload securely and reminders go out until it is complete.

  3. 03

    Work tracked

    Tasks, deadlines and approvals moving through stages your team defined, visible to partners at a glance.

  4. 04

    Delivered and scheduled

    The client approves, the work is filed and the next recurring engagement is already in the diary.

Build, buy or connect

Off-the-shelf, configured, or bespoke.

The honest comparison for a UK professional services firm.

  • An off-the-shelf CRM

    Best when: you mostly need a sales pipeline

    HubSpot, Salesforce or Zoho handle leads and deals well, priced per seat, with casework left to other tools.

  • Practice software, extended

    Best when: your practice platform fits most of the work

    Keep it, and add the onboarding, portal or reporting it lacks around it.

  • A bespoke CRM and portal

    Best when: casework, documents and approvals are the business

    Clients, matters, deadlines and a branded portal in one system your firm owns, connected to Xero, Sage and the rest.

Who it is for

For UK firms whose clients deserve better than email.

A good fit when

  • You collect documents and approvals from clients on every engagement.
  • Your team relies on email and shared drives to know where work stands.
  • You want clear answers on where client data is and who can see it.
  • Your practice software is fine at its job but leaves gaps around it.

Probably not when

  • You need a certified or accredited supplier for regulatory reasons.
  • Your practice management software already covers onboarding and portals well.
  • You need an on-site team in the UK.

  • Agencies & consultancies

    Founders and operations leads at agencies and consultancies running many clients at once.

    Measured on: Margin per client, utilisation and retention

    What changes: More billable hours per head and clients who can see the work without asking for it.

  • Ops, sales & growth leaders

    Heads of operations, sales or marketing inside mid-size companies, with a mandate and no spare engineering team.

    Measured on: Cost to serve, cycle time and cost per acquisition

    What changes: The system your team needs, delivered alongside IT rather than queued behind it, with security and ownership handled properly.

Project process

Discovery, build, launch, then better.

Phases, not promises. Each step is decided on what the previous one showed.

Our approach
  1. 01

    Weeks 1–2

    Practice workflow and data

    Map an engagement end to end and agree what data is held, where and by whom.

  2. 02

    Weeks 3–8

    CRM core and onboarding

    Client records and onboarding automation live for new clients first.

  3. 03

    Weeks 8–14

    Client portal

    Uploads, approvals and progress opened to clients, starting with a small group.

  4. 04

    Ongoing

    Recurring work and reports

    Deadlines, reminders and practice reporting added as the core settles.

Works with

  • Xero
  • QuickBooks
  • Microsoft 365
  • SharePoint
  • Google Workspace
  • DocuSign
  • Dropbox Sign
  • GoCardless
  • Stripe
  • Slack

Cost and engagement

What decides the cost.

Every engagement starts with a short, fixed scoping sprint that ends in a written scope, so you know what the first build takes before you commit to it.

  • The number of service lines and the engagement stages each one needs.
  • Whether a client portal is in scope, and what clients can do in it.
  • Connections to practice, accounting and e-signature tools.
  • Roles, permissions and the audit trail you need.
  • Migrating client records from spreadsheets or a previous system.
  1. 01

    Scoping sprint

    A short, fixed piece of work to map one workflow and decide what is worth building.

  2. 02

    Build

    The first workflow designed, built and released, then extended in small, scoped steps.

  3. 03

    Run & improve

    An ongoing engagement to keep the system running, measured and getting better.

Questions

Questions from UK firms.

Do you build for UK firms?
Yes. We work remotely with UK professional services firms, with a daily overlap with UK working hours for calls and reviews.
What about UK GDPR?
Compliance depends on how your firm processes data, which is your decision with your advisers. What we do is build to the data handling you agree: where data is hosted, access by role, retention and deletion, an audit trail, and a data processing agreement between us.
Where will our data be hosted?
Where you choose. We agree the hosting region during scoping, and many UK firms choose UK or EU hosting.
Can the portal carry our branding?
Yes. The portal runs on your domain with your branding, so clients see your firm, not ours.
Do we need to replace our practice management software?
Usually not. We connect to it and build what it doesn’t do, typically onboarding, the client portal and reporting.
Is a bespoke CRM worth it compared with HubSpot or Salesforce?
When your work is casework rather than a sales pipeline, often yes: you get a system built around clients, matters and deadlines, with no per-seat licences as you grow. If your process fits a standard CRM, we will say so.
What drives the cost of a bespoke CRM?
The number of service lines and stages, whether a client portal is in scope, integrations with your practice and accounting tools, roles and audit needs, and data migration. A short scoping sprint turns those into a written scope.

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Talk to us about your practice.

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Give your clients a portal and your partners their time back.

A short scoping sprint, a written scope, and a plain answer on whether building is worth it.

Talk to us about your practice All markets

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