Replacing manual workflows with an automated ecosystem.

McMillans Accountants needed more than a new tool bolted on. Maytech delivered a Microsoft-native client portal that automated document workflows and cut manual admin, without disrupting how the firm already operated.

At a glance.

Client

McMillans Accountants

Industry

Accounting & Advisory

Services

Client Portal Development, Workflow Automation,
Systems Integration

Technology

Microsoft SharePoint, Azure Blob Storage, Power Automate, Azure B2C, Enterprise WordPress

80%

Reduction in manual folder setup time

100%

Client documents centralised in one secure portal

15+ hrs

per week saved on onboarding and rollover

90%

Of existing infrastructure reused

The business problem: Growth exposed cracks in manual, ad hoc operations.

As McMillans grew its client base, onboarding, document management, and service delivery workflows became increasingly manual and difficult to standardise. Every new client meant rebuilding folder structures and chasing documents by email, with no visibility into what was missing or when.

Manual onboarding and setup

New clients required significant manual configuration, repeated from scratch every time.

Inefficient document management

Folder structures were rebuilt by hand for every client, service, and year, with annual rollover repeating the entire process.

Unstructured client communication

Documents arrived by email in inconsistent formats, with no visibility into submission status or completeness.

Our approach: Building on what the firm already had, not replacing it.

Rather than introducing new standalone software, Maytech began with a discovery phase focused on staff technical readiness, adoption risk, and McMillans’ existing Microsoft investment.

The key insight: McMillans was already Microsoft-centric, so the right move was to extend that ecosystem, not fragment it.

Microsoft ecosystem alignment

Built on existing tools to minimise disruption and reduce training overhead.

Structured client portal

A centralised, secure two-way platform replacing scattered email exchanges.

Automated document structures

Folders generated automatically by client, service, and year, eliminating manual yearly setup.

End-to-end lifecycle mapping

Mapped the full client journey to pinpoint exactly where document collection and distribution broke down.

The solution: A unified, Microsoft-native architecture built for scale.

Maytech built a custom WordPress client portal backed by SharePoint, Azure Blob Storage, and Power Automate, giving McMillans a secure, automated system for document flow, identity management, and access control.

Client portal development

A custom WordPress portal built for secure, structured client interaction.

Workflow automation

Power Automate handles document and folder creation automatically, removing manual setup entirely.

Security and access control

Role-based permissions and Microsoft SSO protect sensitive financial data.

Systems integration

Azure B2C manages identity and data flow between SharePoint, Azure, and the client portal.

The impact: From manual coordination to a self-sustaining system.

The new architecture removed the administrative burden that scaled linearly with McMillans’ growth, replacing it with automated workflows built on infrastructure the firm already trusted.

Quantitative outcomes

80%

Reduction in manual folder setup time

100%

Client documents centralised in one secure portal

15hrs

per week saved on onboarding and rollover

90%

Of existing infrastructure reused

Qualitative outcomes

Reduced administrative overhead

Automation removed repetitive manual work from onboarding and document structuring.

Improved data accuracy

Controlled client interaction reduced missing or incomplete submissions.

Enhanced security and governance

Structured, role-based access control across sensitive financial data.

Scalable without proportional effort

Operations can grow without a matching increase in manual admin work.

Explore how we can help

Every organisation runs on workflows that grew organically, not by design. We work with businesses to identify where those workflows break down, then build systems that fit how they already operate, not the other way around.

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