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As a firm that specializes in accounting and advisory services, Francis Tan Accounting often sees financial shifts before they become mainstream news. With the firm expanding rapidly, the leadership team faced the question: how could they continue supporting clients effectively while scaling operations efficiently? The answer came with adopting BookWell, a powerful bookkeeping AI software designed to automate pre accounting processes, reduce manual work, and create a single source of truth for expense management. By doing so, the firm saved both time and money, while freeing staff to focus on growth and client value.
Serving a diverse portfolio of clients across industries – from financial services and recruitment to professional practices – Francis Tan Accounting has become a trusted partner for businesses needing accurate and timely bookkeeping. We sat down with Jing, Partner at the firm, to explore how BookWell transformed their accounting operations and day-to-day bookkeeping processes.
About the Firm
Francis Tan Accounting is a Sydney-based accounting and advisory practice, helping businesses streamline financial management while remaining compliant with local tax obligations. Originally founded to serve small businesses, the firm has expanded its reach across Australia. Today, with a growing workforce of over 10 staff members, the firm plans to double its team in the next 12 months to keep up with demand.
To support this growth, the team began using BookWell more than a year ago to handle expense processing and bookkeeping in a faster, more efficient manner.
The Challenge
As Francis Tan Accounting grew, managing its expanding base of clients became increasingly complex. What once started as a boutique practice dealing with a small volume of invoices and receipts quickly evolved into a multi-office operation managing thousands of financial documents. Traditional spreadsheets and manual entry were no longer practical or scalable.
The firm also needed a way to replace outdated tools and consolidate processes. That’s when they turned to BookWell’s bookkeeper software as a one-stop solution for pre-accounting automation.
“We quickly outgrew spreadsheets and looked for a solution that would work seamlessly with Xero. Implementing BookWell allowed us to automate document capture and processing – and that has been a game-changer for us,” Jing shares.
The Solution
BookWell provided the team with a robust, user-friendly platform to capture, categorize, and process expenses instantly. Staff could simply snap a picture of a receipt, and BookWell’s bookkeeping AI software would automatically extract the data, categorize it, and sync it directly into Xero.
“It was incredibly easy to use,” Jing explains. “Once we introduced BookWell to the team, adoption was seamless. It just became part of our daily workflow, making expense management faster and more accurate.”
This automation ensured consistency in reporting while reducing errors, saving the accounting team from tedious manual entry and reconciliation.
The Impact
The time savings have been substantial. According to Jing, BookWell has cut down hours of data entry and eliminated the monthly backlog of receipts and invoices. Staff can now process reimbursements in real time, ensuring that every expense is tracked and approved without delay.
“It’s one of those tools that just runs in the background,” Jing says. “Like electricity or Wi-Fi – you don’t notice it until you need it, and it always works.”
For a busy, client-focused firm like Francis Tan Accounting, this means more time spent on meaningful advisory work instead of chasing receipts.
“In fact, we’re saving at least two to three hours per employee every month on manual entry alone,” Jing highlights. “That doesn’t even include the time saved from following up with staff or fixing errors.”
Moving Forward
Looking ahead, Francis Tan Accounting plans to continue expanding its services and workforce. “Our vision is to keep growing our client base and scaling operations across the country,” Jing explains. “We’ll need the right infrastructure to support a larger team, and BookWell’s bookkeeping AI software is a key part of that strategy.”
The firm is preparing to bring in additional finance staff, while ensuring every team member continues to benefit from a standardized bookkeeper software stack. As the firm scales, BookWell’s flexibility and automation will remain central to keeping processes consistent, reliable, and efficient.
“With BookWell, we know our systems can grow with us. It gives us the confidence to focus on what matters most – building relationships with clients and delivering the highest level of service,” Jing concludes.
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