About Ladell CFO Services
Ladell CFO Services found themselves in need of a powerful accounting task management software to streamline recurring client work. As a firm providing bookkeeping, payroll, and CFO consulting to over 100 small businesses, the manual coordination of tasks was eating into their time and growth. Founded by Tammy Sequeira, the firm brings 20+ years of financial expertise and QuickBooks mastery to every client—but they needed a scalable solution to keep up.
The Problem: When Manual Work Overwhelms Without Accounting Task Management Software
“We needed a streamlined accounting task management software to efficiently track and manage recurring monthly client tasks,” explains Tammy Sequeira, CEO and Founder of Ladell CFO Services.
With over 100 clients requiring monthly financial reconciliation and statements, their manual process was overwhelming:
- Download bank statements from various sources
- Reconcile each client’s records
- Create financial statements
- Track everything in spreadsheets
- Coordinate tasks across team members
“As we added more clients, tracking became very hard,” Tammy recalls. “Tasks were split across various team members, and we used spreadsheets to track progress. It was overwhelming.”
The breaking point came when the team spent more time managing tasks than completing them. Deadlines were missed, files got lost, and stress was affecting everyone.
The Solution: Trovve’s Accounting Task Management Software + Smart Automation
We implemented Trovve accounting task management software paired with Power Automate to transform their manual operations into an intelligent, automated workflow.
Step 1: Contact Management
- Imported all 100+ client contacts into Trovve
- Trovve automatically created folders for each customer
- Set up Power Automate to create subfolders for statements and taxes
- Added year and month folders automatically at the beginning of each month
Step 2: Project Templates
Created a standardized template with three main tasks:
- Download Statements – with checklists for each statement type
- Reconciling – triggered automatically when download task completed
- Statement Creation – triggered immediately after reconciliation finished
“The template linked to their client folder so users can easily access these folders from Trovve from any task,” making file management seamless.
Step 3: Monthly Automation
Built a Power Automate flow that runs monthly to:
- Create new projects from the template for each client
- Link projects to client folders automatically
- Assign tasks to team members
- Send notifications when work is ready
Her entire process was automated, transforming months of manual work into minutes of setup.
The Results: How Accounting Task Management Software Transformed Operations
Time Savings
- 10+ hours weekly saved on project coordination
- 95% faster project setup (2 hours down to 6 minutes per client)
- 75% less time spent on manual tracking
Better Organization
- Zero missed deadlines with automated reminders
- Consistent processes across all 100+ clients
- Easy file access from any task in Trovve
Team Productivity
- Real-time visibility into all client work
- Automated task handoffs between team members
- Reduced stress from manual coordination
Business Growth
- 25% more clients served without adding staff
- $50,000+ annual savings in operational costs
- 400% ROI within the first six months
Why Trovve’s Accounting Task Software Worked for a Busy CFO Firm
Template-Based Approach: “We created project templates in Trovve that include all the tasks with dependencies that are triggered when one is done, organized by client,” explains Tammy. This standardized their entire workflow.
Smart Dependencies: Tasks automatically become available when prerequisites finish, eliminating manual coordination.
Integrated File Management: “The template is also linked to their client folder, so users can easily access these folders from Trovve from any task,” keeping everything organized.
Complete Automation: “We created Power Automate flow that used the template each month to create new projects,” removing the final manual step.
Best Use Cases for Accounting Task Management Software in Professional Services
This solution works especially well for:
- Accounting firms with recurring monthly clients
- Bookkeeping services managing multiple customers
- CFO consultants handling repetitive processes
- Any professional service with standardized workflows
The Bottom Line
“The goal is to have a template by the first of March to begin testing,” was Tammy’s original timeline. Not only did we meet that goal, but the results exceeded expectations.
Trovve transformed Ladell CFO Services from a team drowning in manual processes to an efficient operation ready for growth. The combination of project templates, automated workflows, and integrated file management created a system that works seamlessly.
Ready to transform your firm like Ladell CFO Services? See how Trovve can automate your recurring client work and save your team 10+ hours weekly. Book a meeting here.
