Finance & Admin

Recurring work that runs itself.

Invoicing, filings, and admin workflows on a schedule, with nothing chased by hand.

Book a Demo → See Pricing
Nothing slips One flat price No IT team needed
Every deadline in one place

Every recurring task, on a schedule.

Invoices, filings, and renewals creep up and someone always forgets. HotKup rebuilds recurring work every cycle, with an owner and a due date, so nothing slips and no one reconstructs the month from memory.

Scheduled
cycle set
Prepared
drafted
Review
sign-off
Approved
cleared
Filed
on record
HotKup nudges you before a deadline goes quiet.
Acme (Pty) Ltd: VAT201
Prepared, awaiting manager review.
Due in 5 days
  • Set the cycle once. Recurring work rebuilds itself every period, automatically.
  • Assigned, not assumed. Every task has an owner, so nothing sits in a gap between staff.
  • Nothing slips. Reminders fire ahead of the date, not after the penalty.
Where the hours disappear

The three things that slow admin down, and how HotKup ends each.

01 / Documents

Stop hunting through inboxes for last year's paperwork.

Statements, signed letters, and prior records scatter across email and shared drives. In HotKup they live on the client record, where the whole team can find them in seconds, with a full timeline of every email and file.

  • Every email and document logged against the client.
  • One timeline of calls, notes, and files.
  • A staff member leaves and the history stays.
Letters, statements, records: all on the client.
02 / Recurring work

Build a process once. Run it every cycle.

VAT, invoicing, renewals. The steps are the same every period, so why rebuild them by hand each time? Map the workflow once and HotKup runs it for every client, every cycle, with owners and due dates attached.

  • Stages with owners and timing: prepare, review, submit, archive.
  • Client request emails fire on their own at the right stage.
  • When one cycle is filed, the next period's work starts itself.
Prepare → review → submit, the same every period.
03 / Intake

Collect what you need up front, without the chase.

New clients and requests arrive with missing information. Send one HotKup form and the details, records, and documents you need come back attached to the client from day one, with no back-and-forth.

  • Collect details, records, and documents up front.
  • Responses land straight on the client record, ready to work.
  • Track who has completed intake and who needs a nudge.
One form collects everything you need to hand over.
The view from the top

Know the state of the whole function at a glance.

What is outstanding, who is overloaded, and which items are at risk. HotKup answers it on a live dashboard, without a single manual report, so you rebalance before something is overdue.

  • Outstanding work per client and per task type, always current.
  • Workload by team member, so you can rebalance.
  • Overdue items surface on their own, while still fixable.
See what is at risk this cycle, not after the deadline.
Built around your reality

Made for how finance and admin teams actually run.

Recurring on autopilot

Filings, invoices, and renewals rebuild themselves every cycle, with owners and due dates attached.

One source of truth

Every document and email on the client record, so no one hunts through inboxes at deadline time.

A clean audit trail

Every approval and submission logged, so you can always show exactly what happened, and when.

Put your recurring work on autopilot.

Book a demo and see HotKup run your filings, invoicing, and admin workflows on a schedule.

Book a Demo → See Pricing