How Bookkeeping Repair cut ad hoc task delays by 60% using Levvy’s custom workflows
Background
Ashley Klein, CEO and founder of Bookkeeping Repair, runs a firm with complex service offerings. Her team supports everything from standard bookkeeping to Chapter 11 bankruptcy cases, restoration projects, and CFO-level advisory.
As the business grew, so did the pressure. Each client had different needs. Processes were inconsistent. Tasks lived in Ashley’s head, emails piled up, and her staff were often left in the dark.
“I was doing everything inside my brain. And that did not work.”
Without a structured system in place, ad hoc tasks were often missed or delayed. Billing became hard to track. Communication broke down, and Ashley became the bottleneck in her own firm.
Finding the right fit with Levvy
Ashley tried more than 20 software platforms. Most failed to support recurring tasks or required extra tools for time tracking and team collaboration. Many felt overwhelming or too generic for a bookkeeping firm.
She discovered Levvy through her offshore accounting partner. After an initial look, she immediately saw what other platforms were missing: a focused, client-specific system designed for firms like hers.
“It was really organized from the start. I could see everything I needed to in one shot.”
Levvy gave her a visual layout that matched how her team worked. Task cards were color coded, assigned by client, and easy to update. Everything was finally in one place.
Solving the ad hoc problem
Ad hoc tasks were Ashley’s biggest pain point. Clients sent one-off requests by email, which sat in her inbox with no clear way to assign or schedule them. The team had no visibility, and Ashley was constantly interrupted or chasing updates.
Levvy helped her fix it. She created a recurring ad hoc workflow that gave every client a scheduled task on Thursdays and Fridays. Incoming requests are dropped into those task cards and assigned to the right team member. Time is blocked in advance, and everyone knows how ad hoc work will be handled.
“That one change cut our ad hoc task delays by at least 60 percent.”
The results were immediate. Turnaround times improved, tasks stopped falling through the cracks, and client expectations became easier to manage.
Standardizing the rest
Ashley also used Levvy to simplify recurring workflows. Instead of creating complex, multi-step sequences, she built seven core recurring tasks for each client, depending on their services. These tasks repeat on specific days and are color coded by type.
For example, cash flow tasks are scheduled on Mondays, sales tax on the fifteenth, and payroll on its due date. This structure helps the team stay focused and reduces the mental load that comes with constant context switching.
“Everything’s in one place now. I don’t have to hold it all in my head.”
The team works from a shared dashboard where they can see what is due, what is in progress, and who is responsible. Planning and handoffs are smoother across the board.
What Changed?
The shift to Levvy gave Bookkeeping Repair structure, clarity and control. Here’s what that looked like:
✔Cut ad hoc task delays by 60 percent
Client requests are now scheduled, assigned and completed on time. No more missed emails or forgotten tasks.
✔ Replaced seven tools with a single system
Levvy combines task management, time tracking, scheduling, documentation and delegation in one place. Fewer logins, fewer tabs, and far less confusion.
✔ Gained visibility into tasks and team workload
The entire team can now see what’s due, who’s doing what, and what’s coming next. Tasks are no longer bottlenecked at the top.
✔ Identified unprofitable clients through time tracking
Levvy’s built-in time tracking exposed where the team was spending more time than they were billing. That insight led to better pricing, smarter client selection and stronger margins.
✔ Reduced operational stress and handovers
With clear workflows and client info stored in Levvy, team members can work more independently. Fewer handovers. Less confusion. Better use of everyone’s time.
“I was the funnel. Levvy helped me stop being the funnel.”
A system that supports growth
Levvy is now the backbone of Bookkeeping Repair’s operations. It brings structure, visibility, and accountability to every part of the workflow. From task management and time tracking to client communication, everything is centralized.
With better insight into time spent and capacity, Ashley can plan ahead, price more accurately, and scale with confidence.
Ready to get your time back?
Ashley did not just adopt a new tool. She changed how her firm operates.
If your team is constantly chasing tasks, buried in email, or relying on scattered tools to stay on top of work, imagine what could change with everything in one place.
What could your firm achieve if you were no longer the bottleneck?
