Practice Client Lifecycle CRM
Clients, services, quality controls and engagement follow-up
Client onboarding
Record the legal client, principal contact and opportunity in one controlled intake. Primary Sector and Branch Location are mandatory to support regional and sector reporting.
Saved client records
This first module stores records in this browser only. Link the same field model to your secured CRM database and document repository before operational use.
Lead-to-Engagement gatekeeper
Capture the enquiry separately, then advance it only when the required KYC, conflict, approval and signed Engagement Letter controls are present. An active engagement is created only at activation.
Lead and engagement Kanban
Advance only when the next stage’s gate is satisfiedThis browser prototype records document references, not document files. In production, link references to a secured repository and enforce each gate using authenticated server-side permissions.
ICPAK-aligned audit workspace
Create a controlled annual audit file after statutory-audit activation. The audit file now follows a general-audit sequence: source population control, TB / GL reconciliation, provisional-to-final sample clearance, evidence testing, exception disposition and completion review. This workspace prepares a governed hand-off to ICPAK; it does not claim a direct ICPAK system connection.
7. Fieldwork control and evidence gates
Control the source population before final samples or substantive testingFieldwork finalisation gates
Final sampling is enabled only after controlled source and reconciliation clearance| Audit file / area | Source population | Reconciliation | Samples | Exceptions / adjustments | Gate |
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Trial balance mapping
Map each account to an audit area before financial-reporting/export use| Audit file / account | Description | Debit | Credit | Audit area mapping | Action |
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Audit file register and closure status
| Client / period | File and TB | Planning / workpapers | Completion / attachments | Closure status |
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This prototype records references and workflow evidence locally. Production must enforce authenticated role checks, immutable audit trails, file locks and data retention on the server, then generate the ICPAK package through approved export procedures.
Centralized communication hub
One controlled history of communications across leads, engagements, primary client contacts, tax invoices and QR activity. Follow-ups create a position-routed reminder; attachments are recorded as private vault references.
Find communications
Search across all linked recordsOpen items with a past follow-up date are highlighted. The production scheduler must deliver reminders through authenticated activities or approved channels.
All communications
QR values remain opaque; client details are shown only from the CRM link.| Date / channel | Subject and details | Linked lead, client and service | Staff / follow-up | Status | Action |
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Timesheets and WIP
Record daily work against active engagement tasks, approve it once, then track actual cost, budget variance, billing and profitability. Approved entries are locked; corrections use a separate reversal entry.
Tax invoice register and communication
The QR stores only an opaque invoice token. Lead and contact data remain in the controlled CRM record.| Invoice / tax period | Lead and contact | Total / received | Due / status | QR and communication |
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Current WIP and profitability
| Engagement | Agreed Fee | Hours | Actual Cost | Total Billed | Unbilled WIP | Cost / Fee | Budget Variance | Action |
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Staff rate history
Rates are selected by staff ID and time-entry date, never hardcoded| Staff ID | Position | Cost Rate | Billable Rate | Effective | End |
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HR and staffing
Maintain professional credentials, CPD, leave, assignment capacity, structured reviews and intern induction without building payroll. Busy-season leave and roster conflicts are escalated before they affect engagement delivery.
Staffing roster and leave approvals
Busy-season requests need Engagement Partner approval| Staff ID | Engagement / leave | Dates | Allocation / days | Status | Action |
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Credential compliance and CPD
Expiring credentials generate the HR compliance alert| Staff ID | Credential | Status | CPD Hours | Expiry |
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Performance reviews
Utilization follow-up is linked to approved timesheets| Engagement | Reviewee | Technical | Punctuality | Working Papers | Average |
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Staff attendance and fieldwork
Track work location, daily attendance, site visits, attendance exceptions and the gap between time present and time booked to client work. Leave approval automatically reserves the affected days.
Attendance exceptions
Managers or Supervisors approve supported corrections| Staff / date | Exception | Variance | Reason | Status | Action |
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Timesheet-gap queue
Compare attendance time with client work logged that week| Staff | Week | Attendance | Client work | Gap |
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Attendance register
On-leave entries are created from approved leave and cannot be clocked over| Staff | Date | Location | Clock in / out | Hours | Status | Review |
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Client site visits
Verify fieldwork presence through the assigned Supervisor| Staff | Client / engagement | Check in / out | GPS | Supervisor sign-off |
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Client document vault
Register document metadata, source location, version and access trail separately from the physical file. A production document repository must use private object storage and short-lived download links.
Document register
View/download actions are logged| Document | Category | Version | Uploaded | Lock | Actions |
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Vault access audit trail
Blocked locked-document actions remain in the log| Timestamp | Document | Action | Actor ID |
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Help desk and support
Handle client queries, staff system support and engagement blockers through a tracked ticket, position-based routing, SLA control, comments and knowledge-base articles.
Knowledge base
Self-service guidance| Article | Category | Audience | Views |
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Support queue
SLA deadlines and internal comments are tracked per ticketExecutive reporting and analytics
Partner-facing metrics combine WIP, approved time, billing, quality controls, overdue work, document protection and ICPAK hand-off. In production these aggregates run from the secured database.
Realization by sector
Cost as a percentage of agreed fee| Sector | Agreed Fee | Actual Cost | Cost / Fee | Flag |
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Revenue by branch
Paid invoice value| Branch | Paid revenue |
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Compliance and operations queue
Drill down by editing the engagement or opening its WIP record| Control | Engagement / document | Detail | Status |
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System alerts
The production scheduler must deduplicate and deliver mandatory alerts through the approved channels| Alert | Related record | Recipient position | Status |
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Master service catalogue
These controlled terms are the only selectable service tags. They keep pipeline, service delivery and cross-selling reports consistent across the firm.
Sector tagging
Sector recommendations use the controlled names above. Where a sector brief uses a descriptive phrase such as “grant reporting”, “payroll support” or “regulatory compliance”, the related controlled service tag is selected and the detail is captured in Client Notes.
Operational workflow rules
Automations created when a client is saved are visible against that client record. These rules are ready for conversion to server-side CRM jobs and task assignments.
Lead-to-Engagement acceptance gate
A lead cannot become an active engagement until the signed Engagement Letter reference is present, KYC documents are recorded and Manager-verified, the conflict check is cleared and all required approvals are complete. Statutory Audit also requires an ICPAK reference.
PIE / ISA 220 quality control
For a PIE, Financial Services or Public Sector client, create an open task for the Engagement Partner: “Assign Independent Engagement Quality Reviewer.” An audit report cannot be signed until the assignment is complete.
Cross-selling follow-up
When Statutory Audit is selected and the audit is signed, create a day-30 Account Manager task to offer Tax Diagnostic Reviews or Cash-flow Forecasting & Financial Modeling.
Tax compliance work packs
Tax Compliance now creates only the selected VAT and eTIMS, payroll and statutory, WHT, tax-credit, income-tax, PPE, stock, instalment-tax and client-report tasks. Credits or tax prepayments remain blocked from the tax position until iTax verification and reviewer approval are recorded.
Branch routing
New leads are routed to the Branch Manager role for Nairobi, Bungoma or Kisii. “Other” is routed to the Practice Administration queue for allocation.
Quarterly data clean-up
Review potential duplicates, incomplete profiles, client notes and engagement-letter references before each quarterly pipeline and quality-control review.
Access control
Permissions are assigned to positions and profiles, never embedded against a named individual. Actual users inherit access from their assigned position and reporting line.
The current browser-local module displays the approved access model. Production deployment must enforce the same model in authenticated server-side permissions, not only in the browser interface.