Manual tasks in advisory services: 5 time-consuming processes and how to automate them

Why do manual tasks in advisory services consume so many hours?

The manual tasks advisory firms take a few minutes each, but are repeated for each client. In an office that manages 60 companies, the sum of follow-ups, document classification, invoice entry, payroll sending, and accounting transfers can exceed 40 hours per month.

According to the Advisory firm 2026 Barometer, 84 % percent of firms believe that technology frees up time by reducing monotonous and repetitive tasks. Moreover, 51 % percent anticipate focusing their activities increasingly on advice and less on administrative tasks.

1. Request documentation and follow-up

When documents arrive by mail, WhatsApp, or different channels, the team must check what is missing and contact each client again.

If a person advisory firm performs two monthly follow-ups for 60 clients and spends three minutes on each one, this task adds up to approximately 6 hours per month.

Centralizing the delivery of documents and communications helps to know what information is available and what remains pending.

2. Download, rename and sort files

Receiving a document does not mean that you are ready to work. In many offices, you still need to download it, identify the client, rename the file, and save it in the correct folder.

Managing 400 documents per month, dedicating one and a half minutes to each, represents about 10 hours per month.

A centralized document structure allows for maintaining information organized by client, company, employee, or document type.

3. Manually enter the invoice data

Date, supplier, invoice number, taxable base, VAT and total amount are some of the data that are still entered manually in numerous invoices.

Registering 250 invoices and dedicating three minutes to each one takes about 12 hours and 30 minutes per month.

Digitization and the automatic reading of invoices reduce typing and prepare the information for accounting management.

4. Send payrolls one by one

Although payrolls are prepared digitally, their distribution continues to be carried out many times by email.

Sending 300 payrolls and taking a minute to prepare each shipment adds approximately 5 hours per month, not counting the subsequent requests from employees who cannot locate the documentation.

With an Employee Portal, the advisor can publish the payrolls once and make it easy for each user to access their documents when they need them.

5. Transmitting information to the accounting program

When documentation and accounting software are not connected, the team must export, import, verify, or re-enter information.

Dedicating ten minutes per month to transferring and reviewing the data of 60 customers involves another 10 hours of work.

Integrations allow you to maintain the usual accounting program and reduce the steps required to transfer invoices, entries, and other processed information.

How much time does this five tasks add up to?

In an advisory with the previous volumes, the monthly calculation would be:

• Documentation follow-up: 6 hours.
• File classification: 10 hours.
• Invoice introduction: 12 hours and 30 minutes.
• Payroll submission: 5 hours.
• Accounting transfers: 10 hours.

In total, there are 43 hours and 30 minutes per month: more than a week of work dedicated to repetitive processes.

The volume will be different in each department, but measuring these small tasks allows you to identify where time is being wasted and which processes are worth automating first.

How Bilky reduces manual tasks in advisory firms

Bilky connects advisors, companies and employees through a single portal to keep documentation organized and reduce administrative processes.

Centralized documentation

Customers share their files from a single environment, avoiding scattered documents across emails, messages, and folders.

Digitization of invoices

The invoice scanner digitizes the documents and extracts the accounting information, reducing the manual data entry.

Automated payroll distribution

The advisory publishes the payrolls once. Each company has them available and employees access them from their own portal.

Accounting integrations

Bilky connects with multiple accounting programs to facilitate the transfer of information without changing the firm's usual toolset.

Organized communication

Queries, documents and notices remain connected, facilitating follow-up and avoiding conversations spread across different channels.

More time to advise

Automating does not mean replacing the advisor’s work, but reducing the tasks that do not require their professional judgment.

When documentation, invoices, payrolls and accounting information are organized, the team can spend more time analyzing data, anticipating incidents and supporting their clients.

Conclusion

Manual tasks advisory firms can consume more than a week of work per month when they are repeated among dozens of clients.

With Con Bilky, you can centralize documentation, digitize invoices, automate payroll distribution, improve communication, and integrate information with your accounting program from a single portal.

 

If you want to discover how to better organize your work advisory firm and work with all the connected information in a single environment, request your demo and see how it works Bilky.