Stop chasing clients for documents.
I set up automatic document collection and client onboarding inside the tools your firm already uses. Clients get a clear list and polite reminders until everything is in. You get one board that shows who is still missing what. Fixed price, live in about a week.
A one-person practice: you work directly with me, Evans. The demos below use sample data.
The work around the work
You send the document list in January, then spend February re-sending it, one client at a time.
Every new client means the same folders, the same welcome email and the same setup tasks, done by hand.
Nobody can say at a glance which clients are still missing what, so it lives in someone's head or inbox.
Two systems that take the chasing off your plate
Each one is built for your firm, in your accounts, with your wording. These are plain, reliable workflows, not an AI chatbot guessing at things.
Document collection on autopilot
- You choose what you need from a client: W-2s, 1099s, bank statements, last year's return.
- They get one email with the list and a simple upload link. No portal login to forget.
- Reminders go out on a schedule you set. Each one lists only what's still missing, and they stop the moment everything is in.
- One board shows every client's progress, and you get a heads-up when someone goes quiet.
New-client onboarding
- Your new client fills in one intake form.
- Their folders are created with your standard structure.
- A welcome email goes out with next steps, in your voice.
- Your onboarding checklist appears as tasks for your team, and the document request starts automatically.
I build around what you already use: Google Workspace or Microsoft 365, QuickBooks Online or Xero, your practice-management tool if it has an API or Zapier connection, or even a shared spreadsheet. Built in n8n, Zapier or Make. On the call I'll tell you plainly whether your setup can do it.
See it working
Screenshots from both demos, running on a made-up sample firm with made-up clients. They're demos, not client work. Short walkthrough videos are on the way. Click any image to see it full size.
Document collection with reminders
Request list, then upload link, then reminders that only mention what's missing, then a status board that updates itself.
New-client onboarding
Intake form, then folders, then a welcome email, then tasks chosen by business type on a practice-management-style board.
Fixed prices, in US dollars
You know the price before I start. Scope is agreed in writing.
Pilot
- For example: document reminders for one service line
- Live in about 7 days
- $150 to start, $150 when it's working
- 30 days of fixes included
Full build
- Onboarding plus document collection plus status board
- Connected to your email, storage and task tools
- Short handover video and a one-page "what runs where" doc
- 30 days of fixes included
Care plan
- I watch your automations and fix them if a tool changes
- Small changes and additions each month
- One person who knows your setup
From call to running in about a week
Call
15 minutes. You show me the step that eats your time.
Scope
A one-page written scope and a fixed price within 24 hours.
Build
In your accounts, with the minimum access needed.
Handover
A short video and a one-page doc of what runs where.
Support
30 days of fixes, then an optional care plan.
Built in your accounts, not mine
Tax and accounting firms handle sensitive financial information. That is how I work with it.
- Everything runs in accounts your firm owns and controls. I don't keep copies of your clients' files on my own servers.
- I ask for the least access the job needs, and you can remove it the day we finish.
- You get a one-page document listing what each automation reads, writes and sends.
- If AI would help with a step, I'll tell you up front and ask first. Your clients' data never goes into a public AI tool.
- Happy to sign your confidentiality agreement before we start.
Hi, I'm Evans.
By day I build automations full-time for a US company. Luciola is my own, separate practice: I build back-office systems for small accounting and bookkeeping firms, on my own time and my own accounts.
The name is Latin for "little light", the firefly. That's the idea: small, steady automations that keep working in the background so your team doesn't have to.
I'm based in Lebanon and moving to Tbilisi, Georgia in 2027. I work in English, and you deal with me directly, with no hand-offs.
To be straight with you: the practice is new, so the demos on this page use sample data rather than client work. That's why the first project is a small fixed-price pilot: half to start, half once it's working.
Straight answers
Where are you, and when can we talk?
I'm in Lebanon (7 hours ahead of New York). Calls are short slots during your business day, which you can pick from the booking link. For email, if you write by the end of your day, my answer will be waiting when you start the next morning.
How do I pay?
I send a simple invoice in US dollars. The cheapest way to pay is a Wise transfer, which costs you about $10 and gets the full amount to me. A regular international wire works too. For the pilot, you pay half to start and half on handover.
Do I have to switch software?
No. The point is to make the tools you already pay for do more. If your setup can't support what you want, I'll tell you on the call.
Do you use AI?
The document-collection and onboarding systems don't need it. They're dependable step-by-step workflows. If a step would genuinely benefit from AI, for example sorting uploaded files by type, I'll explain it and ask first.
What happens if something breaks?
Every build includes 30 days of fixes. After that, the care plan covers monitoring and repairs. Without it, you can still hire me for a fix whenever you need one.
Do you do marketing, ads or lead generation?
No. I work only on back-office operations: documents, onboarding, reminders, internal tasks and reporting.
Show me the step that eats your week.
Fifteen minutes. If automation won't help, you'll hear that from me too.
Book a 15-minute callOr email [email protected]