Arithma
From three hours to twenty-five minutes per new fund.
A four-partner SMSF-focused practice in Sydney with an accounting arm. Around 320 funds on the book, 11 staff, and a principal who was tired of spending Saturdays on onboarding paperwork. We ran the Audit, shipped two sprints in eight weeks, and moved them onto a monthly retainer.
The challenge
Arithma\u2019s growth was bottlenecked by two of its most repeatable workflows. Opening a new SMSF took three hours of admin time. Month-end broker reconciliation burned 15 hours across two staff every single week.
The principal had already watched a Big-4-adjacent consultancy pitch him a six-month, A$80k "AI strategy" engagement. He passed. He wanted a working tool, not a deck.
Our approach
Started with a two-week Audit: shadowed five staff, ranked opportunities, priced them. Two clear wins jumped out \u2014 both with ROI under a year.
Shipped them as fixed-scope sprints. Integrated with the tools they already run (Class Super, Xero, SuiteFiles). No rip-and-replace, no SaaS upsell, no retainer pressure until the first sprint was live and accepted.
Intro call to live retainer in nine weeks
Intro call
The family-friend introduction. One 40-minute Zoom. We agreed on the Audit scope and pricing on the call.
Opportunity Audit
Half-day onsite in their office. Five staff shadow sessions. Stack review across Class Super, Xero, Outlook, SuiteFiles. Written report ranked 5 opportunities by ROI, effort, and risk.
Sprint 1 — SMSF Onboarding Assistant
Built an intake tool that extracts member, trustee, and contribution data from messy new-fund packs (PDF + scanned paper) into Class-ready structured data. 94% field accuracy on first pass; 100% after staff review.
Sprint 2 — Broker Statement Reconciliation
AI pre-codes broker statement transactions against the chart of accounts. Flags exceptions for human review. Cut weekly reconciliation cycle from two full days to about six hours.
Ongoing retainer
Monthly tuning, evals, and two new workflows in the backlog (audit pack prep, contribution-cap correspondence). Standing office-hours slot every second Tuesday.
Two sprints. Two measurable wins.
SMSF Onboarding Assistant
Opening a new fund took ~3 hours: reading a trust deed, re-keying member/trustee details, chasing signatures, creating the Class file.
Tool ingests the new-fund pack (PDF, scanned, mixed), extracts structured data for Class, and drafts the missing-information checklist email automatically. Staff reviews, corrects, approves.
- Onboarding time: 3 hrs → 25 min per fund
- Typos/re-keys down ≈ 95%
- Staff can onboard while on a call, not after hours
Broker Statement Reconciliation
Two admins spent 15 hours a week pre-coding broker statements line-by-line against the chart of accounts before month-end.
Tool parses broker CSVs and PDFs, matches to the chart using the firm’s own historical coding, flags anything under 90% confidence for human review. Posts back to Xero.
- Cycle time: 15 hrs → 6 hrs / week
- Exception rate stable at ~7%
- Month-end pressure noticeably reduced
“I had an "AI strategy" deck from a bigger firm quoting A$80k and six months. Westringia ran the Audit in two weeks and had a real tool running in our office eight weeks later. My staff stopped dreading Mondays.”
Want the same nine-week arc for your practice?
Start with an Audit. You\u2019ll get a ranked list of the two or three things worth doing, whether or not we end up building them.
Book an Audit \u2014 A$4,500