Industry
Documents collected, data posted, clients updated, before tax season.
We build into the practice management and accounting tools your firm already runs, so client documents get chased until the file is complete, data gets extracted and posted with exceptions surfaced, and clients hear where their return stands without calling.
The problem
It is February and a third of the files are waiting on one missing document. Preparers are keying W-2s by hand. The phone rings with clients asking whether their return is done, and nobody has time to answer because they are preparing returns.
What we install here
Four modules, mapped to how firms run.
Each module has an owner team, an outcome, and hard limits. They connect to each other on one layer, so the second one installs faster than the first.
- 01Inbound ResponseFor your front desk and sales teamNew client inquiries answered in seconds, the engagement letter sent, the organizer and portal link out the same day, and the client set up in your practice management tool.See the module
- 03Follow-upFor your revenue teamEvery client chased for missing documents against a per-client checklist, return status sent at each milestone, and unpaid invoices worked on schedule.See the module
- 04Operations and VisibilityFor leadershipOne screen for document readiness by client, returns by stage, work waiting on a preparer, and receivables, read-only on the money.See the module
Also on the layer
Installs on the same connections once the first system is live.
Built into the tools you already run
- Karbon
- Canopy
- TaxDome
- QuickBooks
- Xero
- UltraTax
- Lacerte
- SmartVault
- DocuSign
- Outlook
- Gmail
How it goes live
Six steps, the same on every install.
We start with how your company runs, not with software. Nothing gets ripped out, and nothing gets migrated.
- 01Map the operationWe sit with the people doing the work and follow leads, quotes, money, and messages through the tools that carry them today.
- 02Set the scope and the priceYou get the outcome, the boundaries, and one set price in writing before anything is built. It moves only if the scope does.
- 03Connect your stackWe build into the CRM, inbox, phone line, and payment tools you already run. The first working build is in your hands within two weeks.
- 04Run in review modeThe system reads real events and prepares real work. Your team approves every result before it goes out, and we make a round of changes every week.
- 05Grant narrow authorityProven, routine actions start running on their own, inside limits, with escalation rules and a full record.
- 06Launch and run itWe take it live, watch it in production, and stay on to run and improve it every month.
Questions
What firms ask first.
Is client tax data safe?
Taxpayer data stays in your environment, segregated per client, encrypted in transit and at rest, and accessed on a minimum-necessary basis. Nothing is used to train a shared model. We build to your written information security plan and document every connection.
Will the system prepare returns?
No. It collects documents, extracts and posts data, surfaces exceptions, and keeps clients updated. A credentialed preparer reviews and signs. We install the part of the work that is data movement and chasing, and leave the judgment where it belongs.
Does it work with our tax software?
We build into the practice management and accounting tools you already run and read and write both ways. For tax software, we connect where a connection exists and use structured export and import where it does not. Every connection is verified before anything depends on it.
How long before tax season?
The first working build is in your hands within two weeks, and launch lands between day 30 and day 90 depending on scope. Firms that map in the fall have document collection running before January. Your dates come in writing with the price.
Your first department
Bring the process you still run by hand.
One mapping call. You leave with the system design, the price in writing, and the date it goes live. The first build lands in two weeks.
Case studies
Three installations, and what changed inside them.
Names withheld, every number from a system running in production.
Read the case studies