Docusoft

About us

Docusoft is a UK-based software provider specialising in fully integrated practice management, document management, and client engagement solutions for accountancy and professional service firms.
For over two decades, Docusoft has focused on solving a core problem faced by firms of all sizes: too many disconnected systems creating inefficiency, risk, and unnecessary cost. Rather than offering isolated tools or bolt-on modules, Docusoft designs platforms that bring people, processes, documents, communication, and billing together in one cohesive system.
Our technology is built specifically for how accountancy firms operate in the real world, combining compliance, workflow, client experience, and commercial visibility into a single, scalable platform. Docusoft solutions are used by firms looking to simplify operations, improve control, and future-proof their technology stack without increasing complexity.
________________________________________
Docusoft Practice Manager
Docusoft Practice Manager is our next-generation, all-in-one practice management platform, designed to replace multiple disconnected systems with one fully integrated solution.
Unlike traditional practice managers that rely on third-party add-ons, it includes core functionality as standard, ensuring a consistent user experience, stronger data integrity, and significantly reduced administrative overhead.

Core Solutions Built In
It includes the following solutions within a single platform:
• CRM – Centralised client and contact management
• Practice Management – Workflow, tasks, processes, and automation
• Document Management System (DMS) – Secure document storage and filing
• Client Portal – Secure two-way communication and document exchange
• Proposals & Engagement – Digital proposals, engagement letters, and e-signatures
• Time Recording – Role-based time tracking and billing
• Email – Native Microsoft 365 (Outlook) integration

All modules are fully integrated, removing the need for bolt-ons, duplicate data entry, or unreliable syncing between systems.
________________________________________
Workflow & Accountancy Processes

PM includes out-of-the-box accountancy processes, broken down into clear, manageable stages that reflect how work is delivered in practice.
• Processes can be edited, duplicated, or built entirely from scratch
• Stages are automatically routed internally based on user roles
• Each stage can be configured as:
o An internal task
o A document request
o A client portal request
o An email stage (using templates)
o A form request
o An SMS stage
• Automated reminders and client chasing can be built into any stage
This allows firms to standardise delivery, improve consistency, and reduce manual follow-up, while still remaining flexible.
________________________________________
Time Recording & Billing

PM provides intuitive, role-based time recording designed to reduce missed billable and improve accuracy.
• Record time directly against tasks, activities, or the client record
• Start and stop timers from anywhere in the system, including during client calls
• Different charge rates can be set per internal role
• Users can manually switch roles for individual time entries where required
• Seamless integration with Xero and QuickBooks allows firms to:
o Invoice for time automatically
o Add time to existing invoices
This removes the need for spreadsheets or duplicated effort between systems.
________________________________________
Email Triage (Microsoft 365 Integration)
PM includes native Microsoft 365 Outlook integration, not a mirrored inbox or copied email system.
• View, file, and manage Outlook emails directly within PM
• Convert emails into CRM tasks and assign them to colleagues
• File emails directly into the DMS
• Emails remain fully managed within Microsoft 365, ensuring:
o No double deleting
o No duplicate actions
o No broken synchronisation
This delivers a seamless experience for teams already working in Outlook.
________________________________________
Client Onboarding

PM provides a complete, end-to-end onboarding solution that takes clients from prospect to live engagement efficiently and securely.
• Client risk assessment
• Document collection via the secure portal
• Integration with AML providers to complete AML checks
• Proposal and engagement letter generation
• Invoicing and payment setup
• Automatic conversion of prospects into active clients
All onboarding steps are tracked within a single, auditable process.
________________________________________
Proposals, Engagement & Payments
The proposal and engagement module allows firms to modernise how services are sold and onboarded.
• Create service packages (e.g. Essential, Growth, Premium)
• Offer multiple packages to clients simultaneously
• Include detailed service descriptions and tailored terms and conditions
• Send proposals digitally
• Clients can:
o Select a package
o Sign engagement letters electronically via the portal
o Add payment details using Stripe, GoCardless, or QuickBooks Pay
• Automatically generate invoices in Xero or QuickBooks once accepted
This creates a smooth, professional experience for both firms and clients.
________________________________________
Client Card – Single Source of Truth
Each client in PM has a comprehensive client card, providing a real-time, 360-degree view:
• Fully customisable, user-defined client fields
• Access to all documents and emails stored in the DMS
• Full visibility of outstanding and completed tasks
• Time records and billing history
• Document requests and interactive forms
• Contact management with custom contact-level data
• Companies House integration
• Secure portal messages
• Email, SMS, and WhatsApp communication
• Linked Xero or QuickBooks data
• Invoice, credit, and sales receipt creation
• Integration with Mailchimp or Mailjet for marketing
• Custom client reporting
• Bulk communication based on user-defined filters
________________________________________
Reporting & Automation
PM provides powerful reporting and automation capabilities to support operational and management decision-making.
Reporting includes:
• Process and workflow performance
• CRM and task activity
• Time recording and utilisation
• Client and operational data
Automation includes:
• Automatic process initiation based on key critical dates
• Automated client chasing via the portal
• Automated internal and external reminders
• Reduced reliance on manual follow-up
________________________________________
Integrations
PM integrates with key systems commonly used by accountancy firms, including:
• Microsoft 365
• Xero and QuickBooks
• Stripe, GoCardless, QuickBooks Pay
• HMRC (Agent Authorisation)
• Companies House
• WhatsApp and SMS services
• Docusoft DMS, Portal, and Proposals
• AML providers such as Veriphy
________________________________________
Summary
Docusoft Practice Manager is designed to replace fragmented software stacks with a single, fully integrated platform, helping accountancy firms operate more efficiently, reduce risk, and deliver a better client experience.