Many bookkeeping and advisory firms are working harder than ever yet still feel like they are falling behind. Work gets done, deadlines are met, but there is a constant sense of reacting rather than leading. This usually is not a people problem. It is a visibility problem.
Disconnected systems, unclear task expectations, and limited oversight make it difficult to see what is really happening across the business. For remote and part time teams, this lack of visibility creates risk, inefficiency, and missed opportunities to deliver value.
Managing capacity is simple when everyone works in the same place, full time, with clear routines. It becomes far more complex when teams are remote and part time.
Without clear time budgets and a central view of workloads, leaders are left guessing. They cannot easily see who has too much work, who has capacity, or where bottlenecks are forming. Even high performing teams can end up stretched or underutilised.
EJS Business Services experienced this challenge directly. As a fully remote bookkeeping and advisory firm with a mostly part time team, understanding workload balance was critical but difficult to achieve.
“Because our team is mostly part-time, it is really important to see who’s got too much or not enough.” - Emily
Without that visibility, capacity decisions become reactive instead of strategic.
One of the most common breakdowns in growing firms is not a lack of tasks, but a lack of clarity around those tasks. Teams know what needs to be done, but they do not always know what good looks like, how long something should take, or how it fits into the bigger picture. This leads to inefficiencies, rework, and unnecessary back and forth between team members.
“The team knew they had this task to do, but there wasn’t really any visibility over what that should look like.”
For remote teams especially, unclear expectations slow work down and erode confidence. Visibility is what turns activity into progress.
Automation and AI are often positioned as the answer to efficiency problems, but not all AI is built for real world complexity. Agricultural businesses rarely fit neatly into standard categories. Suppliers can span livestock, cropping, and multiple business activities at once. When AI tools do not understand this complexity, errors and anomalies are missed. This forces firms back into manual review and undermines trust in the system.
“AI wasn’t fitting the agri businesses very well… once I had a look at XBert, it filled the AI gap we were keen for.”
For EJS Business Services, accuracy was non negotiable. Any system needed to reflect how agricultural clients actually operate.
Everything shifted once EJS centralised workflows, time tracking, and client data into a single system. Instead of logging into multiple tools, the team could see what needed to be done, how long it should take, and where work sat across the business.
“The visual layout of it… that was my first ‘oh wow’ moment. I was like, wow, this is so clear and just what I need.”
That clarity reduced friction, simplified collaboration, and gave leadership confidence that nothing was slipping through the cracks.
“We don’t have to log into so many different places… there’s just more information in one spot.”
With better visibility and real time alerts, EJS moved away from relying on constant client input or late stage reviews. Issues could be identified earlier, and unexpected advisory opportunities surfaced naturally.
“It’s definitely helped reduce the reliance on client input and we know nothing is being missed.”
From payroll reviews to identifying errors faster, the team was able to deliver more proactive, personalised support without adding more manual work.
Before XBert, EJS Business Services was working hard but flying blind. No clear time budgets. No capacity oversight. No easy way to catch issues early.
“The team didn’t have visibility… it just wasn’t really very streamlined.”
Now, task visibility, team collaboration, and automation all live in one place. The team knows exactly what needs to be done, by who, and when. Leadership has confidence that systems are running, even when they are not actively watching.
Capacity is no longer just a number. For EJS Business Services, it is a competitive advantage.
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