How Naylor Accountancy Services - Chichester simplified client signing by thinking "lazy" with FuseSign

For many accounting firms, digital signing is not the real problem. The real problem is what happens around it, especially when the process relies on people remembering where a document was sent, whether the client has opened it, and where the signed version is meant to end up.

Naylor Accountancy Services - Chichester found itself stuck in that loop, not because the firm was short on tools, but because it had tried too many that did not connect cleanly, and the signing workflow still had far too many manual steps.

A Tech-driven Firm Built Around Efficiency

Naylor Accountancy Services -  Chichester is a 10-person accounting firm working with clients ranging from sole traders to multinational organisations. Being a smaller team means there is no luxury of inefficiency, and Handre Joubert, Practice Manager and Systems Specialist, is focused on making sure systems remove work rather than create it.

What was Slowing Signing Down Before FuseSign

Before switching, the firm had used a mix of tools including IRIS OpenSpace, Adobe Sign, DocuSign and even Xero document signing at one point, with some documents still being physically signed. The biggest issue was not whether a tool could capture a signature, but what that tool forced everyone to do in order to get there.

Clients often had to set up accounts, remember logins, or work out unfamiliar steps, and that regularly created delays. Internally, signing status was not consistently visible, which meant follow-ups relied on individuals checking different systems, searching inboxes, or realising weeks later that something had stalled.

Signed documents could also end up in the wrong place, or not filed at all, meaning the firm might see that accounts were filed, but still lack confidence that the signed approval was stored correctly. That uncertainty created more chasing and more internal friction, with avoidable admin becoming part of the process.

The "This Can't Continue" Moment

The catalyst for change came when the firm’s server was due for renewal. For Handre, this was a chance to step back and challenge the entire workflow rather than simply renewing infrastructure that supported an outdated way of working.

At the same time, he was increasingly frustrated by the amount of time spent tracking down signed documents, resolving internal questions, and managing avoidable mistakes. The decision to move fully to the cloud was not just an IT upgrade, but a shift away from manual handling and inconsistent filing.

Why FuseSign was the Right Fit

After adopting FYI as the firm’s central document management system, FuseSign became the natural signing solution because it fitted into a wider workflow rather than operating as another standalone tool. For Handre, the requirements were clear: ease of use for staff, ease of use for clients, and visibility that meant anyone could quickly understand what was outstanding.

How the Signing Process Works Now

Naylor Accountancy Services -  Chichester now runs a consistent signing flow across core areas such as confirmation statements, accounts production, and tax returns. Documents are created in source systems such as Xero Tax or Inform Direct, uploaded into FYI, and then sent for signing via FuseSign. Once signed, the documents are returned and filed back within FYI, supporting a cleaner chain of custody and reducing the chance of missing approvals.

The workflow stays with the client manager responsible for that client, from sending through to filing, but the firm benefits from shared visibility across signing packs and outstanding items. That visibility matters because it reduces the risk of work becoming dependent on one person’s inbox, memory, or availability.

Follow-ups Without the Inbox Overload

The firm does not rely on automated reminders, and that is deliberate. Instead of adding more emails into already busy inboxes, the team reviews signing packs in FuseSign and follows up manually when needed. This approach supports a more personal style of client relationship management, while still giving the team a clear overview of what is waiting and what needs attention.

That visibility also makes follow-ups more straightforward because it reduces the uncertainty around whether the client received the request or engaged with it.

The Impact: Simpler Signing and a More Confident Workflow

For firms considering a change, the bigger question may not be whether digital signing is worth it, but whether the current signing process still depends on too many manual steps, too much chasing, and too much uncertainty when it really does not have to.

So, if a client manager in your firm went off sick tomorrow, would someone else be able to see what is waiting to be signed, what has stalled, and what needs filing without digging through inboxes and folders?

Want to Simplify Your Signing Process?

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