Real problems. Practical solutions.
Every business we work with has a different story. Here's how we've helped professional services firms untangle messy workflows and build systems that actually fit.
From triple data entry to automated integrations
A mid-size accounting firm was manually entering client data across three separate platforms. Staff were losing hours every week, and errors were creeping in.
Disconnected systems to a unified client portal
A boutique law firm had client information scattered across email, spreadsheets, and an outdated practice management system nobody trusted.
Scheduling chaos to streamlined bookings
A multi-practitioner allied health clinic was drowning in scheduling conflicts, no-shows, and manual reminders that fell through the cracks.
Richardson & Partners: Eliminating triple data entry
The problem
Richardson & Partners, a 15-person accounting firm, was entering the same client data into their practice management system, their tax software, and their CRM. Staff spent roughly 12 hours per week on duplicate entry alone, and transcription errors were causing issues during tax season.
What we did
We started with a discovery workshop to map every data touchpoint. It turned out the three systems could talk to each other — they just never had been connected. We built a lightweight integration layer that synced client data automatically across all three platforms, with validation rules to catch discrepancies.
The outcome
- 12+ hours per week reclaimed across the team
- Data entry errors reduced by over 90%
- Tax season prep time cut significantly
- Staff can now focus on advisory work instead of admin
Kavanagh Legal: One portal to replace five tools
The problem
Kavanagh Legal, a boutique firm with 8 staff, had client information scattered everywhere: email threads, shared drives, spreadsheets, and a practice management system that was more hindrance than help. Finding the latest version of anything was a daily frustration.
What we did
Rather than recommending yet another off-the-shelf tool, we built a custom client portal that pulled together the information the team actually needed in one place. Document management, task tracking, and client communication — all connected. We migrated their critical data and trained the team over two weeks.
The outcome
- Single source of truth for all client matters
- No more searching through email chains for documents
- Team onboarding time halved for new staff
- Now on a retainer for ongoing improvements and support
Bayside Allied Health: Taming the scheduling beast
The problem
Bayside Allied Health had 6 practitioners sharing a reception team and a booking system that wasn't designed for multi-practitioner clinics. Double bookings were common, no-show rates were climbing, and the reception team was spending most of their day on the phone instead of helping patients in the clinic.
What we did
We didn't build a whole new booking system. Instead, we integrated their existing platform with automated SMS reminders, an online self-service booking widget, and a smart scheduling layer that prevented conflicts and optimised appointment slots. Simple, effective, and no disruption to their existing workflow.
The outcome
- No-show rate dropped from 18% to under 5%
- Double bookings eliminated completely
- 40% of bookings now happen online, out of hours
- Reception team freed up to focus on patient experience
What our clients say
We'd tried two other consultancies before Encubed. The difference was night and day. Liam actually listened to us before suggesting anything.
The portal changed how we work. Our team actually enjoys using it, which I never thought I'd say about business software.
I expected a big, expensive overhaul. What we got was a clever, targeted fix that cost a fraction of what I'd budgeted. That's rare.