Moved an accounting office's client work and monthly billing into one system.
Book a 30-minute callProof at a glance
- Differences in the first billing check
- 0
- Clients with a card in Uku
- 100%
- First monthly invoices from Uku
- Oct 2026
On 26 September 2026, before the first real invoices were made in October, every draft invoice Uku had calculated was checked against the contract prices and the month-close numbers entered so far: no differences. We don't publish the office's client numbers or billing totals.
The Context
Kidnes is an Estonian accounting office where each accountant looks after their own clients. Packages, contracts, extra work and client documents were tracked in tables, paper notes and several messengers. We moved the client work and the monthly billing into Uku, a work-management system for accounting offices that the office now runs itself.
Where the month-end got stuck
Extra work was added up by hand.
Documents, employees and bank accounts above each package were counted every month from paper notes before anyone could invoice.
Client details lived in different places.
Packages, contracts, contacts and document folders sat in separate tables and inboxes, so seeing where a client stood meant asking the team.
Documents arrived through every channel.
Clients sent papers by email, WhatsApp, Telegram or shared folders, and there was no common reminder at month end.
Prices had drifted from the work.
Some clients had grown well past their package, and one-off jobs such as annual reports had no set price.
One system for client work and billing
We set Uku up so the month runs from the client card: the accountant closes the month with a few numbers, extra work prices itself onto the invoice, and the owner checks the invoices before they go out.
What we built
Before the move we went through every client with the owner: their package, volumes and current price against the new price list. For each client the owner then decided whether to keep the current price, take the new price on the same package or on one that fits their volume better, or agree an individual price.
Monthly extras, such as additional bank accounts, payment systems and payment orders, got set rates in the contracts, unless an individual price already includes them.
Client cards hold the package, contract, contacts, the client's document folder and the responsible accountant.
When an accountant closes the month and enters the volumes, charges above the package are calculated automatically; paid one-off work is priced on the task and appears on the next invoice, in Estonian or English as set for the client.
Invoices are created in Uku, checked by the owner and exported to Merit, and document reminders are set to go out on the 1st of each month from the client's own accountant, with a link to the client's folder.
How it works
Client-by-client price review
Client cards and contracts
Month-close tasks that price extra work
Monthly invoicing and document reminders
The Impact
Extra work is billed from the team's own numbers.
The paper notes are replaced by numbers on the month-close task. In the check before the first invoices, every charge Uku had calculated matched the contract prices and the numbers the team had entered, and the first monthly invoices came out of Uku in October 2026.
The owner sees every client in one place.
Each client has one card and one responsible accountant, and the team works from a guide built on real Uku screens.
Every client's price has been checked.
The new prices apply from the first monthly invoices in October 2026. Before those invoices were made, a separate recalculation outside Uku, from the owner's client table and the published price list, matched every standard-package draft invoice to the cent.
The service behind this project
Automation & AI WorkflowsThe Workflow Architecture
- Client CardPackage + accountant
- ContractLimits + prices
- Month CloseVolumes entered
- UkuBilling rules
- InvoicesChecked → Merit
- Reminders1st of the month
- Team TasksVAT + payroll returns
*Simplified visualization of the actual solution delivered.
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