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Case Study / ForBis Accountancy Service
ForBis Accountancy Service Builds WhatsApp-Based Corporate Accounting with Knoon
ForBis Accountancy Service uses Knoon to unify corporate secretarial and accounting into a single WhatsApp workflow for KYC, document prep, progress tracking, and human escalation.
Before automation, every request depended on manual back-and-forth. Staff had to chase missing KYC details, inspect each attachment, speak with the client, prepare paperwork, send documents for signing, and then keep track of what had or had not moved forward.
Knoon introduced a structured operating layer over WhatsApp. The agent identifies the service needed, collects the right information, detects missing attachments such as the front and back of an ID card, prepares documents with Google Docs and Drive, and tickets every response so the team can monitor progress from one place.
Key Results
x4
Responsive for 24/7 ticketed response
$5000
Potential estimated cost saved
Problem
Accounting & corporate secretarial work was highly manual
ForBis needed a better way to communicate with clients, collect the required information and KYC documents, and prepare the right paperwork without relying on repeated follow-up, manual checking, and fragmented handoffs.
The team needed manpower to communicate with clients and collect the required information, including KYC documents.
When submissions were incomplete, staff had to go back and forth with clients repeatedly to request missing details or files.
Each submitted document still had to be checked manually before it could be used.
Staff often had to speak directly with clients to fill in missing information.
Documents had to be prepared manually based on the information provided by each client.
Once prepared, the documents still had to be sent to clients for signature.
It was difficult to keep track of the progress of every client request from start to finish.
Solution
A WhatsApp-first intake and document workflow with ticketing and human review
Knoon acts as the front door for accounting and secretary requests. It identifies the service type, collects required details, validates whether the right files were uploaded, prepares draft documents, exports them to PDF, and routes only exception cases for human attention.
Today
I need help with annual return filing and an officer change.
2:33 PM
Knoon Agent: I can help with both. Please upload your ID card front and back, confirm the company name, and share the new officer details.
2:34 PM
My company name is Success Enterprise Pte Ltd. My officer is Tommy Kane
2:35 PM
Knoon Agent: Missing attachment detected: ID card back image. Your request stays pending until the upload is complete.
2:36 PM
Here is the back of my ID card.
2:37 PM
Ops Agent: Submission complete. Draft documents are being prepared in Google Docs and will be exported to PDF for signing.
2:38 PM
Type a message
Supported Services
One entry point for recurring corporate secretary requests
- Filing of annual return (AR)
- AGM Management
- Officer Changes Agent
- Share Transfer
- Share Issuance
- Change in Registered Address
- SSIC Code Change
- Change FYE
- Update Particular
- RORC Updates
- Financials (XBRL)
- Update Company Name
- Change in Auditor Agent
- Extension of Time (EOT)
- Dividend
- Alternation of Constitution
- Register of Nominee
- Striking Off Company
- Registration of Charges
- Bank Opening
- Company Extract
Service detection and guided intake
The agent uses the Knoon knowledge base to identify which company secretary service the client needs, then asks only for the information required for that specific request.
KYC and attachment handling in WhatsApp
The workflow can detect required attachments, including cases where both the front and back of an ID card are needed, and prompt the client to complete missing uploads before the case moves forward.
Document preparation with Google Docs and Drive
Once the submission is complete, Knoon prepares the required documents using Google Docs, stores the working files in Google Drive, and exports the final package to PDF for signing and filing.
1. Identify the request
The client starts in WhatsApp. Knoon maps the request to the right service type using the ForBis knowledge base.
2. Collect details and KYC
The agent gathers structured information, requests the required supporting files, and checks whether attachments are complete.
2. Collect details and KYC
The agent gathers structured information, requests the required supporting files, and checks whether attachments are complete.
3. Flag gaps immediately
If a submission is incomplete, the client is asked for the missing document or missing page before staff needs to step in.
4. Prepare the paperwork
Submitted information is used to prepare the required company secretary documents through Google Docs and Google Drive workflows.
4. Prepare the paperwork
Submitted information is used to prepare the required company secretary documents through Google Docs and Google Drive workflows.
5. Send for signing
Prepared documents are exported to PDF and sent to the client for review and signature.
6. Track with tickets
Every response is ticketed so the team can monitor status, hand off work cleanly, and identify cases that need human attention.
6. Track with tickets
Every response is ticketed so the team can monitor status, hand off work cleanly, and identify cases that need human attention.
Human in the loop
If a case needs human intervention, the team can step in directly through the ticketed workflow, reply to the client, clarify missing details, and move the request forward without losing the full context of the conversation or document status.
Reply to ticketed case
Workflow
From WhatsApp intake to document preparation and tracked completion
The workflow keeps data collection, KYC handling, document generation, and ticket-based progress tracking inside a single operational loop, which makes it easier for the team to manage more client requests without losing visibility.
Agents
- Corporate Secretarial Agent
Tools
- Google Drive
- Google Docs
Knowledge
- Annual Compliance & Filings
- Officer & Auditor Changes
- Shareholding & Capital Changes
- Company Profile Updates
- Constitution & Governance Actions
- Closure, Charges & Regulatory Actions
- Banking & Company Documents
Workbox
- Draft Resolution
Chats
Skills
- Corporate Secretarial service
ForBis gets a more controlled company secretary workflow: clients submit through WhatsApp, attachments are checked earlier, document preparation is standardized, every response is ticketed, and staff can step in only when a case genuinely needs human judgment.