The Challenge
When Jason and Arielle, owners of Fix My Books, reached out to J9 Systems, their bookkeeping and tax firm was growing fast - but their admin workload was growing faster.
Each new client required hours of manual setup. They were custom-creating quotes and letters of engagement one by one, entering data into spreadsheets, sending documents manually, and chasing signatures. Every client required custom pricing and documentation.
Jason put it bluntly:
“We were turning away clients - not because we didn’t have the demand, but because we didn’t have the time.”
Beyond onboarding, their internal systems for client management weren’t built for scale. Expense reimbursements and vacation requests were handled through clunky, outdated tools. Website leads were manually entered into their CRM, making follow-up slow and inconsistent.
They were ready to grow - but their systems weren’t.
The Solution
We built a fully automated client intake and management system that turned Fix My Books’ most time-consuming workflows into seamless digital processes.
Our goal was simple: let them focus on client work, not paperwork.
Here’s what we implemented:
CRM Integration: All website leads now flow directly into their CRM with automated follow-up sequences. No manual entry.
Smart Intake Forms: A set of intuitive onboarding forms automatically capture client details and generate personalized Letters of Engagement with dynamic pricing built-in.
Automated PDF Generation: Upon submission, the system automatically produces a polished, branded PDF letter - complete with the calculated pricing for each service.
Digital Signature Workflow: Clients receive their engagement letters instantly and can digitally sign them. Once signed, the client is onboarded into the system automatically.
Automated Reminders: Follow-up reminders go out automatically if a client hasn’t signed or completed onboarding steps.
Expense & Vacation Dashboards: Custom client dashboards now manage expense reimbursements and vacation requests. Each submission generates a PDF automatically uploaded to the client’s Google Drive folder and shared with the relevant team members.
Centralized Operations: All data - from leads to client documents to internal workflows - is now unified in one system.
The Results
With their new operating system in place, Jason and Arielle reclaimed the time and capacity they needed to grow.
Doubled top-line revenue
80% reduction in onboarding time per client
Zero manual data entry from website leads
Instant, automated document generation and delivery
Improved accuracy and professionalism in every client interaction
Streamlined internal operations for expense and HR workflows
Jason summarized it best:
“We used to spend hours setting up each new client. Now it takes minutes - and it looks more professional than ever.”
The Takeaway
Fix My Books’ story shows how the right systems can unlock growth in even the most process-heavy industries.
Automation didn’t just save time - it gave Jason and Arielle the freedom to scale confidently and focus on what they do best: helping clients manage their finances.
Ready to automate your client onboarding and reclaim your time like Fix My Books did?