The Challenge
A mid-size Greek accounting firm managing over 200 clients was struggling with an increasingly unsustainable deadline management process. With 9 distinct obligation types — ΦΠΑ (VAT), ΑΠΔ ΕΦΚΑ, ΑΠΔ ΤΕΚΑ, ΣΕΠΕ, ΦΜΥ (payroll tax), ΑΔΕΙΕΣ (permits), ΕΝΔΟΚ, MyData, and ΦΕ (income tax) — the firm relied on spreadsheets and manual calendar entries to track thousands of recurring deadlines across its client portfolio.
Staff were spending hours each week cross-referencing obligation schedules, and despite their best efforts, deadlines were occasionally missed. Each missed deadline carried real consequences: penalties from tax authorities, potential liability for the firm, and damaged client relationships.
The Approach
We conducted a comprehensive analysis of the firm's obligation landscape and designed a purpose-built tracking system:
- Deadline Mapping: Catalogued all 9 obligation types with their specific periodicities, filing windows, and dependencies
- Client Portfolio Analysis: Mapped each client's applicable obligations based on legal entity type, branch structure, and regulatory requirements
- Auto-Completion Logic: Built rules engine that automatically marks obligations as complete when filing evidence is recorded, reducing manual status updates
- Permission Model: Designed per-obligation staff permissions so junior accountants handle routine filings while senior staff oversee complex obligations
- Branch Sub-Rows: Implemented hierarchical tracking for clients with multiple branches, each with independent obligation schedules
The Solution
A self-hosted obligation tracking platform purpose-built for Greek accounting firms, replacing spreadsheets with a centralised dashboard that provides real-time visibility across the entire client portfolio.
Architecture
Dashboard Layer
Unified view of all clients, obligations, and deadlines with colour-coded status indicators
Obligation Engine
Rule-based deadline calculation with auto-completion logic and dependency tracking
Permission Layer
Per-obligation staff assignments with role-based access control
Audit Trail
Full history of every status change, filing, and staff action with timestamps
Results
- Zero missed deadlines in the first 6 months of operation
- Staff time on deadline tracking reduced by approximately 70%
- Client onboarding for obligation setup reduced from hours to minutes
- Full audit trail satisfying regulatory inspection requirements
- Branch-level tracking eliminated duplicate manual entries
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