Admin & Back-Office Services

Practice Operations &
Voice Services

End-to-end practice management, inbox handling, ATO portal monitoring, virtual reception and outbound client communications — all under your brand.

XPM, Karbon, Ignition & FYI Docs certified
Virtual reception in your firm's name
ATO portal & document management
Outbound reminder & chaser calls
20+
Partner hours/week recovered
0%
Missed calls
4.8★
Google review uplift
22%
New client conversion lift

"Our accountants finally feel like accountants again. OrtusPro takes care of everything else." — Managing Partner, Sydney

Admin, Back-Office & Voice — Full Scope

Every operational service your practice needs — delivered professionally and invisibly under your brand.

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Practice Admin & Back-Office

We handle the operational engine of your practice — freeing your accountants to focus entirely on clients and billable work.

  • Email & inbox management (Outlook, Gmail, shared inboxes)
  • Appointment scheduling & calendar management
  • ATO portal monitoring & correspondence
  • Document scanning, naming, filing & e-signatures (DocuSign)
  • Billing, invoice preparation & AR debtor follow-up
  • XPM / Karbon / Ignition WIP tracking & job updates
📞
Inbound Voice & Reception

Your dedicated virtual receptionist — trained on your firm, answering in your name, managing your calls exactly as an in-house receptionist would.

  • Call answering in your firm's name — 8am to 7pm Mon–Fri
  • New client intake, qualification & appointment booking
  • Urgent query triage & escalation protocols
  • After-hours voicemail management & next-day callback
  • IVR & call flow design support
  • Call recording & QA monitoring
📣
Outbound Client Services

Proactive outreach keeps your clients informed, deadlines met and relationships strong — without consuming your team's time.

  • Lodgement deadline reminder calls
  • Outstanding document chaser calls
  • Fee approval & engagement letter follow-ups
  • Client satisfaction check-in calls
  • Annual review & EOFY appointment campaigns
  • ATO payment plan reminder outreach
💬
Digital Communication Support

Omnichannel client communication support — email, SMS, live chat and portal assistance managed professionally under your brand.

  • Client email drafting & response management
  • SMS/text reminder campaigns (BAS, tax, EOFY)
  • Live chat support for your firm's website
  • Client portal onboarding & support
  • Newsletter & communication scheduling
  • Social media message monitoring
Professional & Privacy-Compliant Operations

Every service delivered to ISO-aligned security standards and in full compliance with the Privacy Act 1988 (Cth) — your clients' data, always protected.

ISO-aligned
Security infrastructure & protocols
Privacy Act
All 13 APPs complied with
NDA
Individual NDAs for all delivery staff
AES-256
Encrypted data in transit & at rest

Technology We Work In

We operate inside your existing tech stack — no disruption to your workflow from day one.

XPM (Xero Practice Mgr)
Practice Management
Karbon
Workflow & Collaboration
Ignition
Proposals & Billing
FYI Docs
Document Management
3CX / Dialpad / Ring
VoIP Platforms
Outlook & Gmail
Shared Inbox Management

Real Results

Sydney, NSW · 8-partner suburban practice · ~450 clients · No dedicated admin staff
Suburban Sydney Firm Recovers 20+ Hours/Week & Boosts Client Satisfaction

Accountants spending 3–4 hours daily on phones, emails and admin tasks. Client calls going to voicemail. New enquiries being lost. Staff morale falling.

Get a Similar Outcome →
20+
Partner hours/week recovered from admin
0%
Missed calls (was 35% to voicemail)
4.8★
Google review (up from 3.9)
22%
New client conversion lift

Ready to Give Your Team Back Their Time?

Let OrtusPro handle phones, emails and admin. Your team focuses on clients — and your firm delivers a better experience all round.

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Australia
Registered entity
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India
Delivery hub
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United Kingdom
International market