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.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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
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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
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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.
Products & services
Proposals
Proposals Docusoft Proposals lets your practice build proposals around individual services, then combines them automatically into a single, professional engagement letter. Each service can have its own description and terms and conditions, so as services are added to a proposal, their content pulls straight into the engagement letter using merge fields, with no manual copying or reformatting required. Practices can also build a master letter of engagement template that brings together standard, practice wide terms and conditions with the specific terms for each service selected, giving clients one coherent document rather than a stack of separate agreements. Proposals can be built from reusable templates, tailored to each prospective or existing client, and sent out for review without printing, scanning or posting a single page. Once ready, the completed engagement letter is pushed to the client's secure portal for review, approval and e-signature, with the whole process tracked so you always know where a proposal stands. Built in payment options through Stripe and GoCardless mean you can take a deposit or first payment at the point of sign off, helping new engagements start on the right footing. Because Proposals sits within the wider Docusoft platform, signed engagement letters and client details flow straight into onboarding and practice management, so there's no need to re-key information once a proposal is accepted. Contact us today to book your demo.
DocuExtract
DocuExtract DocuExtract takes the manual work out of data entry by automatically capturing key information from documents and turning it into ready to use data in seconds. It uses intelligent document processing to classify and index incoming documents, then extracts key data from PDFs, scans and digital forms, including invoices, bank statements and identification documents. DocuExtract is well suited to accounts payable and invoice processing, ID validation for KYC and AML checks, bank statement extraction and employee onboarding, replacing hours of manual keying with automated, rule based workflows. Built in validation and exception handling flag anything that needs a human eye, so your team stays in control of accuracy while still saving significant time. Fully integrated with Docusoft's document management solution, DocuExtract automates every stage of document handling, from capture through to filing, without adding extra systems for your team to learn. It's easy to deploy and simple to use, delivering instant results that reduce manual work, improve accuracy and give your team complete control over document driven processes. Contact us today to book your demo.
Practice Manager
Practice Manager Docusoft Practice Manager brings your practice's administration and operations into a single system, connecting time recording, billing, client management and compliance in one place. Staff can record time against tasks and clients as work is completed, with time automatically available for invoicing through built in integration with Xero, QuickBooks and FreeAgent. Built in accountancy process templates let you create, manage and track workflows across the practice, while Microsoft 365 email triage allows staff to view, file and action emails directly against CRM tasks, so nothing gets lost in a crowded inbox. The client onboarding tools guide new clients through risk assessment and document collection, linking directly into AML/KYC checks, and the proposals module lets you create and send engagement letters for approval and e-signature. Every client's documents, emails, tasks, time and billing history sit together on a single client card, giving your team a complete view without switching between systems. Reporting and automation tools help you track performance and reduce repetitive admin, and Practice Manager integrates with the accounting, payroll and AML tools you already rely on. Contact us today to book your demo.
CloudFiler
CloudFiler – Document Management Docusoft CloudFiler is a secure, cloud based document management system built for accountancy, legal and insolvency practices that need to manage business documents and client data in one place. From any device, users can scan, upload and file documents directly from local storage or the application they're working in, with a customisable filing structure and user level access permissions. Powerful search tools and OCR make it fast to locate documents, while a dedicated Outlook and Microsoft Office add-in lets staff file and archive emails without leaving their inbox. CloudFiler also includes a PDF form filler, file versioning, document linking and a full audit trail, so practices always know who accessed or changed a file and when. Clients benefit from a secure portal for sharing and e-signing documents, and teams can automate document workflows, review and approvals, cutting down on manual filing and chasing paperwork. With a mobile app for on the go access and integration with the wider Docusoft suite, CloudFiler gives practices one solution to store, manage and protect their documents and client data. Contact us today to book your demo.
DocuEngager
DocuEngager Docusoft Engager is an intuitive client onboarding platform designed for modern service businesses that want to onboard new clients quickly, transparently and professionally. Instead of chasing documents by email, Engager gives each client a branded, secure portal where they can upload files, respond to document requests and work through onboarding checklists at their own pace. Proposals, engagement letters and other documents can be sent for review and e-signature within the same portal, and built in notifications and reminders keep clients on track without extra chasing from your team. Files can be securely sent and exchanged in both directions, and approvals can be processed digitally, removing the need for printed paperwork or manual sign off chains. Unlike generic file sharing tools, Docusoft Engager combines structured, customisable workflows with a rich client experience, so practices get the best of both control and simplicity. The result is a faster, more professional onboarding process that reflects well on your firm from day one. Contact us today for a personalised demo and see how you can deliver client value from the very first interaction.
Practice App
Practice App The Docusoft Practice App is a tailored, branded mobile app that gives your clients secure access to their own data, from their phone or tablet. Available on both iOS and Android, it lets clients view and share documents, upload files and stay up to date with their practice, without needing to log into a web portal or send information by email. Access can be personalised for each client, and documents can be edited and reviewed directly within the app, keeping everyone working from the same up to date information. Built in notifications keep clients informed about deadlines and important updates as soon as they happen, and integration with your existing accounting, bookkeeping and payroll software means clients can see relevant information without you needing to re-key anything. The Practice App is fully customisable, so it can carry your practice's own branding rather than a generic, off the shelf feel. It gives your clients a modern, convenient way to interact with your firm and gives your practice an edge when it comes to client service, as an optional extension to your Docusoft solution. Contact us today to book your demo.