Every client message, document and deadline — one calm system.
Everflow Practice OS is practice management built in South Africa for accounting and bookkeeping firms. Run your practice in flow.
Currently in private use at a South African accounting practice.
The work is fine. The admin around it is chaos.
Client messages live everywhere
WhatsApps on one partner's personal phone, emails in three inboxes, a promise made in a group chat nobody else saw. When a client asks "did you get my message?", the honest answer is: which one, where?
Documents disappear into chats
The bank statement arrived as a WhatsApp photo, between a meme and a voice note. Come month-end, someone scrolls for twenty minutes to find it — and hopes it was the final version.
What was agreed lives in heads
The history with a client — what was quoted, what was promised, why the fee changed — sits in one person's memory. When they're on leave, the firm is too.
One place for the whole practice
Nine modules, one system — from the first WhatsApp a client sends to the signed proposal, the filed document and the reminder campaign. All visuals below are stylised illustrations.
Every message, one tickable list
Gmail and WhatsApp — individual and group chats — in one place. Every incoming message is a to-do you tick when it's handled, so nothing slips.
- Private inboxes per team member, so everyone owns their queue
- Firm-wide client history when you need the full picture
- Reply in place — email or WhatsApp, without switching apps
Hand it over, and it's truly off your plate
Assign any message to a colleague and it moves to their queue — with the full thread attached. Talk about the client privately, right beside the conversation.
- Internal comments with @mentions — clients never see them
- Missed-call alerts so a ring on a busy morning isn't lost
- A full audit of who handled what, and when
Client: "Morning — we received a letter, can someone call me today?"
@Pieter (internal): client sounds worried — please call before noon and note what was said. — Thandi
Know who needs you first
Every incoming message is triaged for tone and urgency, so an unhappy client rises to the top of the list instead of waiting politely at the bottom.
- Suggested replies and one-click drafts, ready to edit and send
- "Where do we stand?" — a summary of everything ever said with a client, across every email and WhatsApp
Suggested reply: "Good morning Mr van Wyk — apologies for the delay. Your statements are in final review and you'll have them by Thursday…"
Your firm's knowledge, out of people's heads
A knowledge base that belongs to the practice. Teach it facts, upload price lists and SOPs, and let it learn from daily traffic — then ask it anything in chat and get answers with sources.
- It interviews you until it truly understands a client or a process
- Answers cite their sources, so you can check the workings
You: What did we agree with Mkhize Trust about the bookkeeping fee?
Brain: R4 200/month from March, reviewed annually — agreed by email on 14 Feb and confirmed in the engagement letter. Sources: 2 emails, 1 document.
A pre-flight check before work goes out
Upload financial statements, tax computations or any deliverable before it reaches the client. AI checks the arithmetic, consistency and presentation, and proposes fixes — a pre-flight check, not an audit.
- Printable QC report for the working papers
- Catches the embarrassing stuff — totals that don't cast, prior-year figures that don't match
From chat clutter to a filing system
Everything clients send lands in a review queue — approve the statements, bin the memes. Approved documents file themselves into folders per client, fully searchable.
- Backed up to Google Drive, always current
- Search everything — by client, by type, by what's inside
Quote it, sign it, start it — automatically
Quote in packages, let clients accept and sign online, and the moment they do, onboarding checklists and welcome emails fire on their own.
- Packages and tiers from a reusable library
- Onboarding starts itself from the exact services sold
The right reminder, to exactly the right clients
VAT and payroll reminder campaigns to precisely the right client groups — personalised per recipient, on email and WhatsApp.
- Per-person delivery results — see who received, who read
- Automatic retries when a message doesn't land
"Good morning {first name} — a friendly reminder that your VAT documents are due to us by {date}…"
Registers kept properly, for once
Share registers, share certificates, director changes and beneficial-ownership records kept accurately and in one place — with e-signatures where signatures are needed.
- Certificates with a clean history — issues, transfers, buy-backs
- Beneficial ownership recorded down to natural persons
Your clients' data, treated like it matters
A practice holds half a town's financial lives. Everflow is built for that responsibility.
Your server, in South Africa
Your data lives on your own server in South Africa — not scattered across staff phones and personal accounts.
Per-user permissions
You decide who sees which clients. Staff work in their own lanes; partners see the whole road.
Encrypted credentials
Passwords and sensitive credentials are stored encrypted, with POPIA obligations designed in from the start.
Be first in line
Everflow is currently in private use at a South African accounting practice. Join the early-access list and we'll be in touch when doors open — no obligation, no spam.
You're on the list.
We'll be in touch when doors open. Thank you — it genuinely helps to know which practices are interested.