The Complete Accupe Platform Guide — Every Feature, Explained
A comprehensive, role-by-role walkthrough of every feature Accupe offers for firm owners, staff members, and clients. From the Accupe Dashboard and AI-powered compliance to eSignatures and the Client Portal — everything you need to master Accupe.
Accupe is an all-in-one practice management platform purpose-built for UK and UAE professional service firms — accountants, consultants, solicitors, and advisors. Rather than stitching together half a dozen separate subscriptions for CRM, compliance, document management, messaging, eSignatures, and time tracking, Accupe unifies everything into a single, beautifully designed workspace.
This guide is your definitive reference. It walks through every module in the platform from three perspectives: the Firm Owner (Admin), the Staff Member, and the Client.
In This Guide
Understanding User Roles
The Accupe Dashboard
Smart Board Pipeline
Contacts & CRM
Jobs Pipeline
Tasks & Delegation
Timesheets & Time Tracking
Messages Centre
eSignatures & Agreements
Compliance Radar
KYC Identity Verification
Company Documents
AI Assistant
Client Portal
Team Management
Settings & Configuration
Section 01
Understanding User Roles
Every user belongs to one of three categories. This determines what they can see, do, and access across the entire platform.
🏢
Company (Firm Owner)
The account creator and Super Admin. Has unrestricted access to every module, every client, every metric, and every setting. Can invite team members, manage subscriptions, and configure the entire workspace.
👤
Staff Member
Invited team members who work within the firm. Standard staff see only the clients, jobs, and tasks that have been explicitly assigned or delegated to them. Managers and Admins see firm-wide data.
🤝
Client
External users who access the Client Portal. They view their own documents, messages, tasks, and sign agreements — but they never see your internal firm operations or other clients' data.
Access Level Hierarchy
Within the Staff role, there are three access levels: Standard (sees only assigned items), Management (sees all firm data, can delegate), and Admin (full access including settings and billing). These can be changed at any time from Team Settings.
Section 02
The Accupe Dashboard
Your first point of contact after logging in. A real-time, role-aware snapshot of your firm's health — without clicking into any individual module.
What Firm Owners & Admins See
As a firm owner or admin, the Accupe Dashboard shows you firm-wide key performance indicators aggregated across every client, job, and team member:
📊
Active Jobs
The total number of in-progress engagements across the entire firm — giving you instant visibility into how much work is currently live.
✅
Total Tasks & Completed (7 Days)
The aggregate count of all outstanding tasks firm-wide, plus how many were closed in the last seven days. Great for measuring throughput.
⚠️
Overdue Tasks
Any tasks that have passed their due date and have not been completed. This is your early warning system for slipping deadlines.
💷
Monthly Revenue
A running total of invoiced amounts for the current calendar month. Only visible to admins and managers — staff members never see revenue figures.
📅
Interactive Calendar
A month view with colour-coded dots for jobs (blue), tasks (orange), and meetings. Click any date to see what is scheduled. Navigate between months with arrow buttons.
🤖
AI Firm Health Radar
A one-click AI analysis that evaluates your firm's overall health based on job completion rates, overdue items, and team utilisation. It produces a numerical score, a risk level, and actionable recommendations.
What Standard Staff Members See
Standard staff members see a personalised "Staff Workspace" variant. Instead of firm-wide aggregates, every metric is scoped to just their assignments:
📋
My Pending Tasks
Only tasks assigned to or delegated to them. No other team members' work is visible.
🔴
My Overdue Tasks
Only overdue items in their personal queue — not the firm's entire backlog.
✔️
Completed This Week
Tasks they personally closed in the last 7 days. Great for self-tracking productivity.
⏰
Due Today
Tasks requiring their attention today. Helps prioritise the day's work at a glance.
🕐
Weekly Hours
A readout of their logged timesheet hours for the current week (Mon–Sun).
📝
Delegated Tasks Panel
A dedicated panel showing tasks that have been delegated to them by a manager, with the associated job title for context.
Calendar Privacy
Staff members only see calendar events for jobs assigned to them. They cannot browse dates to discover jobs assigned to other team members.
Section 03
Smart Board — Visual Workflow Management
A Kanban-style pipeline view that gives you a visual way to manage all in-flight work. The operational nervous system of the firm.
How the Board Works
Jobs are represented as cards distributed across four columns: Not Started, In Progress, In Review, and Complete. Each card displays the job title, assigned client, assignee, due date, fee, and a colour-coded category tag.
You can switch between three tabs at the top of the board:
Jobs — All active jobs across the firm (or just yours if you are standard staff).
Strategy Plans — Filters to show only strategy and operations category work.
Onboarding — Isolates new client onboarding workflows from the rest of the pipeline.
Category Tags
Every job card can be tagged with a category. These are colour-coded for instant visual identification:
🟣
Strategy
Purple accent
🔵
Operations
Blue accent
🟢
Reports
Green accent
🟡
Finance
Amber accent
🔴
Compliance
Red accent
Creating a New Job
Click the "+ New Job" button in the top-right corner to open the creation modal:
1
Set the Job Title
Give the engagement a clear, descriptive name (e.g. "Q4 Tax Return — Henderson Ltd").
2
Select a Client
Choose from your CRM. The dropdown searches as you type.
3
Choose Category & Assignee
Pick a category tag and assign a team member. This controls who can see the job if they are standard staff.
4
Set Due Date & Fee
Optionally set a deadline and engagement fee. The job is placed in the "Not Started" column automatically.
Editing & Deleting Jobs
Click any job card to open its detail modal. From here you can update the title, client, category, assignee, status, due date, and fee. You can also delete a job — a confirmation dialog prevents accidental deletions.
Staff Visibility
Standard staff members only see jobs where they are the assigned team member. This is enforced at the data layer — staff cannot discover other team members' jobs through search, filters, or URL manipulation.
Section 04
Contacts & CRM
Your centralised client relationship management hub. Every client your firm works with lives here.
Three Ways to Add Clients
1
Manual Entry
Click "+ Add Client" and fill in the business name, entity type (Individual, Sole Trader, LTD, LLP, Partnership), email, phone, and optionally a Companies House CRN or Tax Registration Number.
2
Companies House Integration (UK)
Click the Companies House search button. Search by company name or CRN. Accupe pulls in verified details — registered name, company number, registered address, incorporation date, and company status — directly from the official Companies House API. Zero manual data entry.
3
CSV Import
Download our template spreadsheet, fill in your client data (Business Name, Type, CRN, Email, Phone), and upload it. Accupe imports all rows instantly. Perfect for migrating from another system.
The Client Detail Page
Click any client row to open their dedicated detail page. This is a rich, tabbed interface:
📌
Overview Tab
Key client details, assigned partner/staff, compliance status badge, entity type, and any Companies House verified data (CRN, registration date, registered address).
📁
Documents Tab
A full nested folder system. Create folders, upload files (PDF, Word, Excel, images), navigate with breadcrumb trails, and organise hierarchically. Files are stored in encrypted cloud storage.
💼
Jobs Tab
Every job associated with this client, with live status badges and a quick-create button to add a new job without leaving the page.
✅
Tasks Tab
All tasks linked to this client's jobs, with priority indicators and completion status.
💷
Invoices Tab
Complete billing history with the ability to create and send invoices directly. Tracks paid, pending, and overdue invoices.
🛡️
KYC / Compliance Tab
Identity verification status, AML screening results, risk assessment score, and document expiry tracking — all in one view.
🏛️
Companies House Tab (UK)
Live data pulled from Companies House: officers, filing history, company status, registered address, and SIC codes — refreshed on demand.
Client Assignment & Delegation
Every client can be assigned a "Partner" — the team member who is their primary point of contact. This assignment drives visibility across the entire platform: when a standard staff member logs in, they only see clients where they are the assigned partner.
The delegation dropdown dynamically labels itself "Manager Delegation" or "Staff Delegation" based on the team member's role, and populates with the appropriate team members.
Companies House Sync
The "Sync" button on the Contacts page runs a live refresh against the Companies House API for every client that has a Company Registration Number. It updates registered names and company statuses, and flags any discrepancies. You will instantly know if a client company has been dissolved, struck off, or has outstanding filing obligations.
Section 05
Jobs Pipeline
A sortable, filterable table of every engagement your firm is running. Complements the Smart Board with a more data-dense, list-based view.
🔍
Real-Time Status Filters
Toggle between All, Pending, In Progress, Review, and Complete. The counts update live as jobs move through stages.
↕️
Sort by Any Column
Click any column header — Title, Client, Status, Due Date, or Fee — to reorder the table ascending or descending.
🔎
Search
Instantly find jobs by name or client. The search is fuzzy and updates results as you type.
➕
Quick Create
Create a new job directly from the Jobs page. Select the client, set a due date, assign a team member, and go.
🏷️
Inline Status Updates
Click a status badge to cycle through stages without opening the full job detail.
Standard staff only see jobs where they are the named assignee. Managers and admins see the full firm pipeline. This filtering is enforced at the database query level.
Section 06
Tasks & Delegation
Tasks are the atomic unit of work in Accupe. Every job can contain multiple tasks, and tasks can also exist independently.
Creating Tasks
Click "+ New Task" to create a task. Assign it to a team member, set a due date, choose a priority level (Low, Medium, High), and optionally link it to an existing job. If linked to a job, the task inherits the client context automatically.
The Power of Delegation
A manager can assign a task to one team member but delegate it to another. The delegated team member sees it in their "Delegated Tasks" panel on the dashboard, creating a clear chain of accountability without losing the original assignment.
Filtering & Views
📋
Status Filters
Toggle between All, Pending, In Progress, and Completed to focus on what matters.
🔴
Priority Badges
Visual indicators: High (red), Medium (amber), Low (green). Instantly see what is urgent.
📦
Job Grouping
Tasks grouped by their parent job so you see them in context of the engagement.
👥
Team View Toggle
Managers and admins can switch between viewing all firm tasks or just their own assignments.
Section 07
Timesheets & Time Tracking
A fully integrated time tracking system with live timers, manual entry, weekly grids, and AI-assisted logging.
Live Timer
At the top of the Timesheets page, there is a live session timer. Select a client from the dropdown, press "Start Timer", and Accupe tracks your time in real-time with a large, monospaced clock display (HH:MM:SS). When you press "Stop", the session is automatically logged as a timesheet entry with the correct duration. You can also pause and resume if you are interrupted mid-task.
Two View Modes
📃
List View
A traditional table showing every timesheet entry: date, client, task description, hours, and who logged it.
Click "Log Time" for manual entry
Sort and filter by date, client, or team member
Edit or delete any entry inline
📊
Weekly Grid View
A spreadsheet-style grid showing Monday through Sunday. Each row is a client/task combo.
Type hours directly into cells
Auto-calculates daily and weekly totals
Navigate between weeks with arrow buttons
Company View for Managers
Admins and managers can toggle between "Personal" and "Company" view. Company view shows timesheets across all staff — perfect for utilisation analysis and payroll. Standard staff see only the Personal view and cannot access the Company toggle.
AI Time Assist
The AI Assist button uses intelligent suggestions to auto-generate draft timesheet entries based on your recent activity patterns. These are marked with a sparkle icon and can be approved, edited, or discarded with one click.
Section 08
Messages Centre
Secure, real-time client communication that replaces email for sensitive discussions and creates a permanent, searchable audit trail.
How It Works
The left panel displays a list of all clients with their most recent message preview and timestamp. Clients with unread messages are highlighted with a badge. Click a client to open their conversation thread in the main panel.
Type your message in the composer at the bottom and press Send. Messages appear instantly for both parties — no page refresh needed. When a client reads your message, it is automatically marked as read in the system.
🔒
Staff Restrictions
Standard staff only see message threads for clients assigned to them. Managers and admins see all client conversations, enabling them to monitor communication quality.
⚡
Real-Time Delivery
Messages use live subscriptions — incoming client messages trigger instant notifications and appear in the thread immediately, no polling required.
Section 09
eSignatures & Agreements
Send engagement letters, contracts, and agreements for electronic signature — without needing an external subscription like DocuSign or Adobe Sign.
Sending a Document for Signature
Click "Send for Signature" to open the two-step signature workflow:
1
Step 1: Details
Select a client from your CRM, upload a PDF or Word document (or use the built-in letter of engagement template), enter the signer's name and email, and optionally add a personal message that will be included in the email.
2
Step 2: Document Builder
A full-screen canvas opens with a live preview of your document. From the left toolbar, add interactive fields: Signature boxes, Text input fields, and Date Signed fields. Drag and drop to position them exactly where you want the client to fill them in.
The Client Signing Experience
The client receives an email with a secure, unique link. They click to view the document in their browser, fill in the required fields, draw their signature with their mouse or finger, and submit. No account required — it works for anyone with an email address and a browser.
Once signed, the document status updates to "Signed" in real time and a complete audit trail is recorded with timestamps, IP addresses, and browser information for legal compliance.
Management Features
📊
Dashboard Metrics
Real-time counts of Awaiting, Expiring Soon, and Signed (Last 30 Days) documents at the top of the page.
🔔
Resend Reminders
One-click to re-dispatch the signing email to clients who have not yet signed.
🔗
Copy Document Link
Share the unique signing URL directly via WhatsApp, SMS, or any other channel.
📄
Download Audit PDF
Generate an audit-stamped PDF of any signed agreement with tracking ID and completion details.
🕵️
View Audit Trail
A timestamped timeline of every event — sent, opened, signed — with IP and browser details for compliance evidence.
🚫
Void Requests
Cancel a pending signature request with one click. The signing link is permanently invalidated and clients can no longer access it.
Section 10
Compliance Radar
A firm-wide compliance dashboard with traffic-light monitoring across every client's AML, KYC, and regulatory status.
Traffic Light System
Every client is assigned a status colour based on their compliance health:
🟢
Green — Compliant
All AML checks up to date, identity documents valid, risk assessment current. No action required.
🟡
Amber — Review Due
Documents approaching expiry, periodic review due, or a minor compliance item needs attention. Not urgent but needs scheduling.
🔴
Red — Action Needed
Critical failure: expired ID, missing AML screening, overdue risk assessment, or a flagged sanction. Requires immediate action.
Detailed Client Breakdown
Click on any client row in the Compliance Radar to expand a detailed breakdown. You will see each individual compliance check — ID document validity, AML screening completion, risk assessment currency, PEP screening, and sanctions list matching — with its specific status and the expected next review date.
Search & Filter
Use the search bar to find specific clients by name, or use the filter buttons (All, Red, Amber, Green) to focus on clients that need attention. The "Refresh" button re-runs all compliance checks against the latest data.
Section 11
KYC Identity Verification
Built-in Know Your Customer verification for regulatory compliance — no third-party service required.
How KYC Works
1
Create a Verification Session
From the Compliance > KYC page, select a client and create a new verification session. Accupe generates a unique, secure verification link.
2
Client Completes Verification
The client receives the link via email. They upload a photo of their government-issued ID document (passport, driving licence, or national ID card) and take a selfie for biometric matching.
3
Automated Validation
The system validates document authenticity, checks the biometric selfie match, and records the result. The verification status is stored against the client record with full audit logging.
4
Ongoing Monitoring
ID document expiry dates are tracked automatically. When a document is approaching expiry, the Compliance Radar flags the client as Amber. When it expires, the status turns Red.
Clients can also initiate KYC from their own Client Portal under the "Identity Verification" card. The status badge updates in real time on both the firm and client side.
Section 12
Company Documents
Your firm's internal file library — templates, policies, procedures, and shared resources not tied to any individual client.
📤
Upload & Organise
Upload via drag-and-drop or the file picker. Supports PDF, Word, Excel, images, and more. All files are stored in encrypted cloud storage with automatic backup.
👁️
Staff Visibility Controls
Firm owners and managers can hide sensitive files from specific staff members using the visibility toggle. Standard staff will never see documents where their ID has been added to the hidden list.
Hidden Files Are Truly Hidden
The staff visibility filter is enforced at the database query level. If a standard staff member's ID is in the hidden_staff_ids array, the document is stripped from the query results entirely — it does not show as "locked" or "restricted", it simply does not exist from their perspective.
Section 13
AI Assistant
More than a chatbot — a document-intelligence engine designed specifically for professional service firms.
Two Modes of Operation
💬
Chat Mode
Open-ended AI conversation that understands accounting, tax, legal, and business contexts.
Ask questions and get instant advice
Generate templates, letters, and policies
Brainstorm strategies and approaches
Sessions are saved for future reference
📄
Docs-Only Mode
Upload a document and the AI answers exclusively from its content — zero hallucination.
Every answer includes page/section citations
Cross-reference clauses across documents
Extract dates, figures, and obligations
Critical for regulated compliance analysis
Use Cases for Firms
Summarise a 50-page contract in 30 seconds. Cross-reference engagement letter clauses. Extract key dates and financial figures from legal documents. Ask compliance questions against your AML policy. Generate draft client responses based on previous correspondence.
Section 14
Client Portal — The Client Workspace
A branded, secure workspace your clients log into. Completely separate from your internal firm dashboard — clients never see your operations, team, or other clients.
Portal Dashboard
When clients log in, they see a premium welcome screen with their name and your firm's branding. Three primary action cards guide them:
🛡️
Identity Verification
Shows their current KYC status (Verified, Pending, Not Started) with a call-to-action button to begin or manage their verification.
📁
Document Vault
A secure file repository where they view and download documents your team has shared, and upload documents you have requested.
💬
Direct Messaging
A real-time chat interface to communicate directly with their assigned firm contact. Complete message history is preserved.
Portal Sub-Pages
📁
Portal Documents
Clients browse files shared with them using a clean folder interface. They can download reports, tax filings, and working papers. Document request uploads (e.g. bank statements for AML) automatically appear against their client record on your side.
💬
Portal Messages
A dedicated chat view with their complete message history. Messages are delivered in real-time with read receipts.
✍️
Portal Signatures
Pending signature requests appear here. Clients can review, sign, and see previously completed agreements without leaving their portal.
✅
Portal Tasks
If you create tasks that require client action (e.g. "Provide bank statements"), they surface here so clients see what is expected of them and track their own progress.
Mobile App Coming Soon
The portal includes a "Dashboard in your pocket" section announcing the upcoming Accupe iOS and Android apps — enabling clients to sign documents, scan receipts, and chat with their team on the go.
Section 15
Team Management
Invite, organise, and control your entire workforce from a single interface.
Inviting Team Members
1
Send an Invitation
Click "Invite" and enter the new team member's name, email, and role (Staff or Manager). Accupe generates a unique invitation code and dispatches an email automatically.
2
Invitee Creates Account
The invitee clicks the link in the email and creates an account using the invitation code. Their profile is automatically linked to your firm — no manual configuration needed.
3
Manage from Team Directory
Pending invitations appear with an "Invited" badge. Once the invitee completes signup, their status changes to "Active". You can update access levels, remove members, or resend invitations at any time.
Access Level Reference
👤
Standard
Default level. Staff see only their assigned clients, jobs, tasks, and messages. Cannot access firm settings, billing, or security.
👔
Management
See all firm data. Can delegate tasks, toggle Company View on timesheets, monitor all message threads, and manage team workflows.
⚙️
Admin
Full access to everything — including firm settings, billing/subscription management, security configuration, and team access controls.
Section 16
Settings & Configuration
Complete control over your Accupe workspace — from branding to billing.
🏢
Firm Settings
Update your firm's display name, logo, region (UK or UAE), and contact details. The region setting affects currency formatting, compliance requirements, and entity types available when adding clients.
👥
Team Settings
View your full team directory with active members, roles, and access levels. Update access levels, remove team members, or resend invitation emails for pending invites.
🔐
Security
Manage password policies, session timeouts, and review login activity for your account. Configure two-factor authentication requirements.
⚡
Automations
Create workflow rules that fire automatically. Triggers include "Job moved to Review", "KYC document expires in 7 days", and "New client onboarded". Actions include emails, status updates, task assignments, and reminders.
🔌
Integrations
Connect Accupe with Stripe for payment processing, email services for automated communications, and the Companies House API for real-time company data verification.
Subscription Plans
Accupe uses per-firm pricing — you pay one flat rate regardless of how many team members you add:
🚀
Starter — Free
Basic CRM and contacts
Job and task tracking
Document management
Up to 3 clients
💼
Professional — £65/mo
Everything in Starter
Compliance tools (AML/KYC)
eSignatures
AI Assistant
Client Portal
Unlimited clients
👑
Elite — £185/mo
Everything in Professional
Unlimited users
White-label client portal
Priority support
Advanced analytics
Workflow automations
Security & Data Privacy
Accupe is built with security as a foundation, not an afterthought:
All data is encrypted at rest and in transit using AES-256 encryption.
Row-Level Security (RLS) ensures users can only access data belonging to their company.
Session tokens are short-lived and automatically refresh.
File uploads are stored in isolated, encrypted cloud storage buckets.
Fully UK GDPR compliant with data processing agreements available on request.
Staff data isolation is enforced at the database level — standard staff physically cannot query data not assigned to them.
Getting Started
Accupe replaces your CRM, compliance tool, eSignature subscription, document management system, time tracker, messaging platform, and client portal — with a single, elegant, lightning-fast workspace.
Sign up for a free 14-day trial at accupe.com. No credit card required. Import your clients, invite your team, and experience the difference an all-in-one platform makes.
Ready to transform your firm?
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