For the enquiry that lands mid-close, when month-end can't wait
Total Ops reads every WhatsApp message, email and chatbot enquiry that reaches your practice, then actions the work behind it — fee proposals built from your own schedule, missing records chased by WhatsApp and email, filing-deadline questions answered accurately, and partner calls booked straight into the right diary.
Pick an enquiry type in the diagram to see exactly what a practice enquiry triggers, which practice data it pulls, and what your client receives back — all while your team stays focused on the close.
With Total Ops on your inbox, client questions get resolved without breaking the close.
Case study — IONOS Accountancy
How Total Ops helped IONOS Accountancy clear month-end enquiries without pausing the close
Month-end at IONOS looks different now. The team gets uninterrupted stretches to work through the close, and the partners spend their days on advisory conversations rather than status updates. There's time for the work that never used to fit: planning meetings with the clients who need them, reviewing juniors' files properly, and building out the advisory side of the practice. Clients feel more looked after, the team finishes on time in peak weeks, and the practice has taken on more work without adding admin headcount.
11 hrs
of accountant time returned every week
+27%
more advisory conversations moved from ad-hoc to planned
3x
faster document turnaround, with junior files reviewed properly
Advisory
service line built out without adding admin headcount
“Records get chased and the routine questions get answered, so month-end is actually about the close now.”
James Whitfield
Practice Director, IONOS Accountancy
What it actions
Completed work, inside the tools you already use.
Chases missing records by WhatsApp and email, then escalates only when a client stalls
Missing bookkeeping records are the single biggest cause of late filings. The actioner knows exactly which client owes what, chases on WhatsApp first and email second, spaces the reminders sensibly and only puts it in front of a partner when a client genuinely goes quiet.
Answers fee questions from your own price list, with the right service tier attached
Fee enquiries get a straight answer the same hour, priced from your own published bands for self-assessment, year-end, payroll or VAT work, with the right service tier and any add-ons set out so the prospect can decide instead of shopping around.
Sends onboarding packs, engagement letters and ID request links automatically
New clients receive their onboarding pack, engagement letter and ID request link automatically, in the right order, so anti-money-laundering checks start immediately rather than sitting in someone's to-do list for a week.
Books discovery and year-end calls straight into the right partner's diary
Discovery calls and year-end reviews are booked straight into the diary of the partner or manager who actually owns that client, respecting your capacity around filing peaks so January doesn't get overloaded.
Tracks filing deadlines per client and warns you before they become a problem
Every client has their own deadline picture — accounts, corporation tax, VAT quarters, payroll RTI. The actioner tracks all of it and flags anything drifting well before it turns into a penalty conversation.
Logs every message and action against the client record, exportable at any time
Every message, quote, chase and booking is written back against the client record with a timestamp, so your file is audit-ready and any partner can pick up the history in seconds.
SECTOR BY SECTOR
Other Industries That Trust Us
Whatever you do, we learn how enquiries work in your world — then handle them exactly the way your customers expect.
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
44% more discovery calls
Estate Agents
Ask about a listing on WhatsApp, chatbot or email, and get matched to the right property with a viewing booked in — before another agent even replies.
40% faster viewing bookings
Dental Clinics
No more phone tag. Patients get matched to the next available slot the moment they message, and it's confirmed instantly — whichever way they got in touch.
Zero missed bookings
Beauty Salons & Spas
Pricing, availability, and the booking itself — handled in one reply, whether the client messaged on WhatsApp, your chatbot, or email.
3x more bookings converted
Law Firms & Conveyancers
Case updates and document requests are actioned the moment they land — so nothing sits waiting for a paralegal to get to it.
50% faster case turnaround
Marketing Agencies
New business enquiries get qualified, briefed and booked with a strategist automatically — and quiet proposals get chased without anyone leaving client work.
For businesses getting a wider mix of enquiry types that need real back-and-forth, with information pulled from your systems before a reply can be actioned.
Scope at this tier
✓Bespoke build on one channel (WhatsApp, email or chatbot)
✓Integrated with your existing systems to pull live data
✓Several distinct enquiry types, each handled end to end
✓More back-and-forth before the action is complete
Add your team's monthly wage bill and the hours they lose to enquiries each week.
Per week
£665
Per month
£2,880
Per year
£34,560
That's roughly 83 working days a year on enquiry admin, at an effective £55/hour. Most of it is work we can action for you.
How we work
1Book a meeting20 minutes, no prep needed
2DiscussionWhere enquiries land and stall
3Audit of systemsInbox, CRM, diary, rate card
4DevelopmentYour actions built and tested
5Roll outLive, monitored, tuned weekly
✓ Every channel running itself
Our Partnerships
Ensuring full business coverage.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive
Not on the list? Integration still available.
Practice FAQs
What accountancy practices ask us first
Will it answer fee questions with our own prices?
Yes. Total Ops answers from your fee schedule and service tiers — not a generic price guess — and attaches the matching proposal or engagement letter. Anything outside your published pricing is held for a partner to approve.
Is client data safe, and does it respect confidentiality?
Client information is only used to action that client's enquiry, access is scoped per practice, and every action is written to an exportable audit trail. Nothing is sent externally beyond the tools you connect.
Does it just reply, like a chatbot?
No. It completes the work: builds and sends the priced proposal, chases the specific missing records, opens the client record, books the call in the right partner's diary. The reply is the confirmation that the work is already done.
Can it chase records without annoying clients?
Chases are staged, personalised and stop the moment the document lands. You set the cadence, the tone and the point at which a stalled client is escalated to a manager instead of chased again.
Does it know our filing deadlines?
It tracks deadlines per client — VAT quarters, self assessment, payroll cut-offs, confirmation statements — answers status questions accurately, and warns the team before a deadline becomes a problem.
Does it work with our practice software?
It connects to the tools you already run, including Xero, QuickBooks, Sage, Microsoft 365 or Google Workspace, your portal and your diary, so actions land where your team already looks.
What happens with something judgement-based, like tax advice?
Advisory questions are never answered on your behalf. They're summarised with the client context attached and routed to the right partner, so you keep the professional judgement and lose only the admin.
Xero
QuickBooks
Sage
HubSpot
Salesforce
Slack
Microsoft 365
Google Workspace
Stripe
Shopify
Zapier
Calendly
Pipedrive