Project management for accounting and finance professionals
Coordinate your cases and outstanding documents while keeping track of accounting and financial deadlines.
No credit card required
A tool to coordinate your accounting and financial work
Keep a clear overview of your ongoing cases, outstanding documents and upcoming deadlines. In accounting and finance, you need to coordinate several contributors while keeping track of supporting documents and preventing missing information from holding up an entire case. Otilus helps you organise this work, from the initial request through to the completion of each engagement.
Annual accounts are awaiting the latest bank statements, a filing deadline is approaching and a mortgage application requires additional supporting documents. With documents arriving separately, questions sent to clients and checks still to complete, outstanding items soon accumulate. A case may seem ready even though a certificate is still missing or a discrepancy needs to be explained before the work can be finalised.
In Otilus, each card represents a project: an audit, a set of annual accounts or a mortgage application. The columns show its stages. You can immediately see which cases are awaiting documents, which are being processed and which are on hold. Card types distinguish your services, making it easy to find statutory filings or wealth reviews when preparing an update on current engagements.
Kanban: Visualise your cases and their progress, from opening through to closure.
GTD: Organise the tasks, notes and files for each case to stay focused on your priorities.
Gantt: View the stages and deadlines of your cases on a timeline.
Workflow: Automate task creation based on your card types and stages.
Inside each card, you define the actions to complete:
review supporting documents, reconcile figures, request missing information or prepare a financial summary. Task assignments clarify who is involved, while priorities help organise checks according to each case’s requirements. Notes and attachments bring together correspondence, agreed assumptions and relevant documents. You have a shared framework for coordinating accountants, advisers and engagement managers while retaining the specific details of each financial case.
An example board to track your cases
Here is an example of a customisable setup for a team handling accounting, financial and wealth management cases. Each card represents a separate engagement, with its own tasks and documents. The five columns provide an overview of progress, while the six card types distinguish the services provided. You can adapt their names to your organisation, the information needed to begin processing and the way your team coordinates with colleagues and external contacts.
Stages that match the way you work
In this example, the To process, Document collection, Processing and Closed columns make case progress visible. The On hold column separately identifies cases awaiting a supporting document, a response from a bank or a decision needed to proceed.
A few examples of project types: define your own!
- Audit: an engagement to examine accounts, financial practices and identified discrepancies.
- Annual accounts: a yearly engagement to prepare an organisation’s financial statements.
- Statutory filing : a case bringing together the information needed to meet a specific filing obligation.
- Wealth review: an assessment of a client’s assets, liabilities and financial outlook.
- Mortgage: an application for financing a property purchase.
- Insurance application : support with an application for insurance cover.
Scenarios and workflow:
customise your project automation
1️⃣ The trigger
An annual accounts engagement is opened in To process, then supporting documents are gathered in Document collection. Once the required documents are available, the engagement manager moves the card to Processing to begin the planned accounting work.
You can configure a scenario for the Annual accounts type when its card enters the Processing column. This combination of card type and column triggers the creation of the predefined tasks. You choose the actions to prepare and who is responsible for them according to your organisation, without assuming that Otilus automatically checks the documents received or verifies that they are complete.
2️⃣ The actions (workflow)
Otilus automatically creates the tasks defined in the scenario:
- reconcile bank balances
- check accounts receivable and payable
- review adjusting entries
- prepare a summary of outstanding review points before finalisation.
These actions are assigned to the selected team members:
the accountant handles reconciliations, the accounting assistant performs the checks and the engagement manager prepares the summary. You customise this workflow, its tasks, their assignees and their priorities.
3️⃣ The result
The annual accounts engagement moves into processing with tasks already assigned. Each team member can find the actions expected of them, the notes and the supporting documents they need within the card.
The engagement manager reviews the remaining tasks to organise the checks needed before finalising the accounts.
The team performs the accounting checks and resolves any discrepancies identified. Once the annual accounts are complete, the manager manually moves the card to Closed. If a supporting document is missing or an explanation is still outstanding, they place the case On hold to flag the issue to the team members involved.
An approach suited to accounting and finance professionals
This board can also suit an accountancy practice, a finance department, a wealth management firm, a mortgage broker or an insurance broker. These activities all involve managing case files, gathering supporting documents, carrying out analyses and communicating with several contacts. Card types can reflect each team’s specific services, while the stages follow the preparation, processing and closure of engagements. Tasks clarify the actions required and how they are shared among team members.
Organise your cases, supporting documents and checks on a board tailored to your accounting and financial work.
No credit card required