Case studyBookkeeping & accounting

FBD Bookkeeping & Accounting

An operations and growth system for a Davao City bookkeeping firm — client portal, staff CRM, role-based access, compliance workflows, QA and the marketing around it.

Client portal
CRM logic
Role-based access
QA & regression
Meta Ads & AI creative

Client: FBD Bookkeeping and Accounting ServicesBookkeeping & accounting firm
Industry: Bookkeeping & accounting
Location: Davao City, Philippines
Engagement: Ongoing — system build, QA and marketing support
Status: Live · ongoing
Live at: fbdbookkeeping.base44.app (opens in a new tab)
Platforms: Base44 · OTP email sign-in · Bank QR invoicing · Meta Ads

01Context

FBD is a bookkeeping and accounting firm in Davao City. I build and iterate its operations hub on Base44 — the portal clients use to submit requirements and follow their filings, the workspace staff use to run compliance work, and the admin layer for billing and reporting — and I support the firm's marketing for its registration, permit and BIR services.

From bookkeeping service operations to a structured client portal, CRM, role system, QA process and marketing ecosystem.

02How it works

How it works

How the FBD portal works

Clients hand over requirements and follow their filings online; staff review, file and bill from the same system — each role, and each client, seeing only its own records.

Key step
Control point
In testing
Not yet live

01Onboard
- Client
  Registers and fills in the intake — business and tax details, then the services needed; a draft can be saved and finished later.
  In testing
- The portal
  Role-based access — every client sees only their own records.
- Staff & admin
  Create the client record and portal login, and assign a staff member.
  In testing
02Request a service
- Client
  Picks a service — DTI, SEC or BIR registration, a business permit, BIR tax filing or bookkeeping — and submits a request.
- The portal
  Shows the request on a progress rail: Received → In progress → Filed with agency → Completed.
- Staff & admin
  Work the request through its internal statuses.
03Hand over documents
- Client
  Uploads each requirement against a checklist.
- The portal
  Flags "Waiting on you" when something is missing or rejected.
- Staff & admin
  Review every upload — accept it, reject it, or ask for a replacement.
04Stay compliant
- Client
  Sees BIR deadlines on their own calendar.
- The portal
  Builds each client's deadline calendar from their tax profile.
  Warns client and staff before permits and registrations expire.
  Not yet live
- Staff & admin
  Track filings on the compliance calendar.
05Bill & get paid
- Client
  Pays by bank QR and uploads proof of payment.
- The portal
  Sends due-invoice reminders.
  In testing
- Staff & admin
  Issue invoices carrying up to six bank QR codes, and verify each payment.
  Retainer billing and bulk invoices.
  Not yet live
06Run the firm
- The portal
  Keeps an audit log of key actions.
  Not yet live
- Staff & admin
  Pipeline, staff workload and reports.
  Not yet live

Drawn from the FBD build on Base44 — its pages, data model and scheduled jobs — and kept in line with the Live today / In testing / In progress lists below. No client data is shown.Illustration drawn for this portfolio — not a screenshot.

03Problem

Bookkeeping work runs on requirements, documents, deadlines and billing that clients, staff and admins all touch. The firm needed one system to hold client records, service requests, uploads, compliance checklists, retainers, invoices and reminders — with each role, and each client, seeing only what it should. It also needed marketing that explains registration and compliance services clearly to local businesses.

04My role

What I owned

System scoping, information architecture and CRM logic
Admin, staff and client portal workflows — onboarding, login and role-based access
Base44 build and iteration: service requests, VAT / Non-VAT workflows, uploads, invoices and payment flows, progress visibility
QA and regression testing — cross-client isolation, responsive checks, bug reproduction and launch-readiness reviews
Marketing strategy, Meta Ads analysis and AI-assisted ad creative for Davao City bookkeeping, permit and BIR services

In collaboration

Business rules, compliance requirements and approvals come from the firm's team

Platforms

Base44 · OTP email sign-in · Bank QR invoicing · Meta Ads

05Approach

01Map the operationLaid out how work actually moves — onboarding, service requests, DTI / BIR / permit workflows, retainers and billing — and who needs to see what.
02Structure data and rolesClient records with VAT / Non-VAT classification, service requests, compliance checklists, and role restrictions for Admin, Staff and Client logins.
03Build the portal and workspaceOTP email sign-in and onboarding, uploads, service requests, calendars and deadline reminders, official BIR PDF autofill where applicable, and an upload-only path for BIR 2303.
04Structure billingInvoices that carry up to six bank QR codes and payment-proof uploads, with retainers, bulk invoicing, due-invoice reminders and reports designed into the same model — some still in progress (see deliverables).
05Test like every roleRegression and cross-client isolation checks, designed to confirm one client can't see another's records — plus live issues reproduced across roles and screen sizes: sign-in emails, client records, invoices, dashboard totals, uploads and tablet layouts.
06Support growthMeta Ads analysis and AI-assisted ad creative for the firm — SEC-assistance ads, CPA- and lawyer-guided registration messaging, high-resolution posters and a team-building tarpaulin.

Meta AdsFor paid-media reviewers

How this reads as a campaign.

Business problem: Local business owners need SEC or DTI registration, permits and BIR compliance handled, but rarely understand what a bookkeeping firm can take off their plate — so the service has to be explained before it can be sold.
Audience: Owners of small businesses in Davao City who need registration, permits and BIR compliance done, including businesses registering for the first time.
Offer: Registration and compliance handled through a CPA- and lawyer-guided process — messaging that leads with who does the work and what the client hands over.
Creative reasoning: SEC-assistance ads and registration messaging built on authority and clarity: who is doing the work, what the client provides, what happens next. Static creatives produced with AI-assisted tooling; posters and a team-building tarpaulin for print.
Campaign / funnel structure: Ad creative and messaging feed the firm's inquiries; once a client signs on, the portal in this case study handles requirements, uploads and billing — marketing and operations as one path.
My exact role: Marketing strategy, Meta Ads analysis and AI-assisted creative production. Campaign approval and the business rules sit with the firm.
What can actually be shown: Ad creatives and poster work can be shared on request (exports are on the private checklist). No performance figures are published until the firm shares them with a source.

06System & deliverables

Live today

Admin, Staff and Client logins with role-based access
Client records, service requests and document uploads
Compliance checklists — VAT / Non-VAT, DTI, BIR and permit workflows
Invoices with up to six bank QR codes and payment-proof uploads
Calendars, deadline reminders and progress visibility
Marketing creative: SEC-assistance ads, registration messaging, posters and event print

In testing — issues reproduced and being fixed

OTP email delivery and onboarding
Add-client flow and portal / record consistency
Invoice visibility and dashboard totals
Due-invoice reminders
Uploads, dropdowns and tablet layouts

In progress — not yet confirmed live

In progressOfficial BIR PDF autofill and the upload-only BIR 2303 path
In progressBulk invoicing, retainers and reports

07Evidence

Screenshots from the project and scope diagrams drawn for this portfolio. Select one to open it larger.

08Results & impact

Built role-based workflows for admins, staff and clients on one platform, with client-isolation checks built into testing.
Structured compliance work — VAT / Non-VAT, DTI, BIR and permits — into trackable checklists and service requests.
Tested live workflows across roles, clients and screen sizes, reproducing issues so they could be fixed and retested — several are still open and are listed as such above.
Prepared the firm's marketing for its registration and compliance services — ad analysis, creative and print.

No performance numbers are shown until they can be verified and shared — this section describes what was built, structured and tested.

09Lessons

Operations software is judged on edge cases — OTP emails that arrive, totals that match, uploads that work on a tablet.
Role restrictions and client isolation are designed first, not bolted on later. They shape every screen.