The firm workflows we help automate
Every client runs on its own rhythm, from a once-a-year tax return to bookkeeping every week. Here's where the time goes in each one, and where AI can give some of it back.
- From hello to goodbyeNew clients
- New client onboarding
- Engagement letter renewals
- Offboarding clients
- Once a yearTax season
- Tax returns
- Extensions
- 1099s and W-2s
- Every quarter or monthK-1s and filings
- K-1s
- Payroll and payroll tax filings
- Sales tax filings
- Daily, weekly or monthlyBookkeeping
- Categorizing transactions
- Month-end reconciliation
- Questions about uncategorized items
- All year, for every clientAcross the firm
- IRS and state notices
- Billing and collections
- Deadline tracking
- Status emails
From hello to goodbye
New clients and the client lifecycle
The first weeks with a client set the tone. So do renewals and the way a client leaves. These steps repeat for every client, which makes them a great place to start.
New client onboarding
Today: Chasing documents and signatures, then retyping the same intake details into several systems.
With AI help: Intake details are entered once and carried into your other systems where they connect. Reminders follow up on missing documents and signatures until they're in.
Engagement letter renewals
Today: Tracking whose letter is due and chasing each signature by email.
With AI help: Renewals are drafted from last year's terms for your review, sent for signature, and followed up on schedule.
Offboarding clients
Today: Making sure every last step happens when a client leaves.
With AI help: A standard checklist starts on its own, with the closing emails drafted for your team to check and send.
Once a year
Tax season and the January crunch
Annual work piles into the same few months. Most of the time goes to collecting, following up and waiting, not to the tax work itself.
Tax returns
Today: Collecting documents, following up on missing items, and returns stuck waiting for review.
With AI help: Each client gets reminders listing exactly what's still missing. Status replies are drafted for your team, and you can see which returns are waiting on review.
Extensions
Today: Working out which clients need one, then telling each of them.
With AI help: A running list of returns at risk of missing the deadline, with client notices drafted and ready to send.
1099s and W-2s
January
Today: Gathering vendor and payroll details from clients in a rush every January.
With AI help: Requests for missing details go out before the year ends, so January starts with more of what you need.
Every quarter or month
Recurring filings and K-1s
Smaller deadlines that never stop coming. The hard part is keeping track of who owes what, and by when.
K-1s
Today: Waiting on upstream entities and tracking who has sent what.
With AI help: A tracker of every K-1 you expect, with polite follow-ups to upstream entities and status updates for the clients waiting on them.
Payroll and payroll tax filings
Often monthly or quarterly
Today: Keeping every client's payroll deadlines straight.
With AI help: Deadline reminders by client, plus status emails drafted so clients aren't left wondering.
Sales tax filings
Today: Pulling each client's sales numbers together before every deadline.
With AI help: Sales data gathered and organized ahead of each deadline, so preparing the filing goes faster and your team reviews before anything is filed.
Daily, weekly or monthly
Bookkeeping for small business clients
Bookkeeping clients need you all year. The work is steady, repetitive and full of small questions, which is exactly where AI help adds up.
Categorizing transactions
Today: Sorting transactions one at a time.
With AI help: Suggested categories based on how your team has handled them before, ready for a quick approval.
Month-end reconciliation
Today: Hunting for mismatches when the month closes.
With AI help: Likely mismatches are flagged during the month, so the close is more about review than searching.
Questions about uncategorized items
Today: Back-and-forth emails with clients about one transaction at a time.
With AI help: Clients get one clear list of questions, and their answers come back in one place.
All year, for every client
Everything that runs across the firm
Some work doesn't belong to any one client type. It's where deadline tracking and status emails quietly take over the week.
IRS and state notices
Today: Logging each notice, tracking its response date, and explaining it to the client.
With AI help: Notices are logged with their response deadline, and a plain-English summary is drafted for the client.
Billing and collections
Today: Sending invoices and chasing late payments by hand.
With AI help: Invoice reminders go out on schedule, in your firm's friendly tone.
Deadline tracking
Today: Spreadsheets and memory, across every client and filing.
With AI help: One view of what's due across clients, with reminders before anything gets close.
Status emails
Today: "Where are we on my return?" over and over.
With AI help: Status updates are drafted from where the work actually stands, often before the client has to ask.
Connects to the software your firm already runs on
Your team shouldn't have to learn a new system. We set up AI around the tools you already use, so work moves between them instead of being retyped.
Tax software
Reminders and status updates follow where each return actually stands in your tax prep software.
Practice management
Clients, deadlines and tasks stay in the system your firm already tracks them in.
Bookkeeping and accounting
Categories and client questions start from the books your team already keeps.
Client portals and e-signature
Document requests and signatures go through the portal your clients already know.
Email and calendar
Drafts land in your team's inbox for review, and meetings land on your calendar.
Payroll
Deadline reminders built from the payroll schedules you already run.
Every firm's setup is different, so we confirm exactly what connects during your free audit. If a tool can't connect safely, we'll tell you plainly.
Get your free AI workflow audit
Tell us a little about your firm. We'll reach out to set up a time to talk through your week and where AI could help.
- A relaxed conversation, not a sales pitch
- A plain-language list of where AI can save you time
- Free, with no obligation to work with us