Eleven systems that take the repetitive work off your team.
Nine run your client work. Two get your firm paid for it. Each system is built around the software you already run, cloud or desktop, and the review steps your firm already uses. Automation prepares the work. Your people review and sign off.
Document intake and classification
Today, client documents arrive by email, portal and upload, and someone opens, renames and files each one.
Built around: SmartVault, ShareFile, Box, Google Drive, TaxDome, client portals, email
- Documents are read and classified as they arrive.
- Each file is named to your convention and filed to the right client and engagement.
- Anything unclear goes to a person instead of being guessed.
| Time | Document | Client | Filed to |
|---|---|---|---|
| 9:02 | Bank statement, Aug 2026 | Harbor Dental Group | Books / 2026 / Bank |
| 9:04 | Form 1099-NEC | S. Alvarez | Tax / 2026 / Source |
| 9:05 | Vendor invoice, Delta Supply | Pinecrest Builders LLC | AP / September |
| 9:07 | Unreadable scan, 2 pages | Unknown | Sent to staff |
Illustrative interface. Client names are fictional.
Bank statement processing
Today, staff import or key transactions and categorize them line by line.
Built around: QuickBooks Online and Desktop, Xero, Sage Intacct
- Transactions are imported and categorized using your rules and each client's history.
- Reconciliation matches are proposed for a reviewer to approve.
- Unusual items are flagged instead of buried.
Month-end close
Today, the close checklist lives in a spreadsheet and someone chases every open task.
Built around: Karbon, Canopy, TaxDome, Financial Cents, Jetpack Workflow
- Close tasks are created on schedule and assigned to the right person.
- Status updates itself as work is completed.
- Exceptions alert the reviewer, and the partner gets a completion report.
- Bank reconciliationsAuto-matched
- Credit card reconciliationsDone
- Payroll accrual · M. ChenDue Oct 6
- Fixed asset roll-forwardWaiting on client
- Partner review · J. OrtizQueued
Illustrative interface. Client names are fictional.
Review and handoff
Today, finished work sits in a reviewer's inbox for days, review notes go back and forth by email, and the same mistakes come back every season.
Built around: Karbon, Canopy, TaxDome, your workpaper and tax software
- Finished work goes to the next open reviewer, with a turnaround timer on every item.
- A standard review checklist and the review notes travel with the file.
- Rework is tracked, so recurring errors get fixed where they start.
| Client | Engagement | Preparer | In queue | Status |
|---|---|---|---|---|
| Harbor Dental Group | 2026 1120-S | J. Ortiz | 0.5 d | Ready |
| Pinecrest Builders LLC | Q3 bookkeeping | M. Chen | 1.2 d | Ready |
| Alder & Finch LLP | 2026 1065 | S. Patel | 2.8 d | Over target |
| Northgate Veterinary | September close | J. Ortiz | 0.2 d | 2 review notes |
Illustrative interface. Client names are fictional.
Client onboarding
Today, every new client means an engagement letter, KYC documents, a portal and a client file, all set up by hand.
Built around: your practice management, document storage and e-signature tools
- One intake generates the engagement letter from your templates.
- KYC documents are requested, collected and checked off.
- The portal, client file, billing setup and internal notifications are created automatically.
AP/AR matching and reconciliation
Today, invoices are keyed in, approvals are chased by email, and payments are matched by hand.
Built around: QuickBooks, Xero, Sage Intacct, NetSuite, Bill.com, Ramp
- Invoices are read, coded and routed for approval using each client's approval chain.
- Payments are matched to invoices.
- Only the exceptions reach your staff.
Client communication
Today, staff write the same status updates, document requests and reminders every week, and answer "where's my return?" one call at a time.
Built around: email, your client portal, your practice management system
- Messages are triggered by where each engagement stands.
- Clients can check status themselves instead of calling.
- Everything goes out in your firm's voice, and replies reach the right person.
Reporting and dashboards
Today, client and partner reports are rebuilt every month by copy and paste.
Built around: your books, practice management and time-and-billing data
- Client reports are assembled from the books on schedule, so CAS staff spend their time advising instead of formatting.
- Partners see utilization, realization, WIP and capacity by person without asking for a spreadsheet.
Tax document organization and data entry
Today, tax documents trickle in all season, get sorted by hand, and get rekeyed into the return.
Built around: Drake, Lacerte, UltraTax, ProConnect, CCH Axcess, your document storage
- Documents are identified and organized by client and return.
- Source data is pre-filled into the organizer and the return, so preparers review instead of rekeying.
- Missing documents are flagged and requested from the client.
Billing and collections
Today, invoices go out days after the work is done, and unpaid bills get chased by hand, or not at all.
Built around: Karbon, TaxDome, Canopy, Financial Cents, your payment processor
- Invoices are generated the moment work is marked complete, from time entries or the fixed fee.
- Reminders go out automatically at 15, 30 and 45 days, each with a payment link.
- Payments apply to open invoices on their own, and anything past 60 days goes to a partner.
- Day 15Reminder sent with payment linkSent
- Day 30Second reminder sentSent
- Day 45Final reminderScheduled
- Day 60Escalate to engagement partnerIf unpaid
Illustrative interface.
WIP and write-off alerts
Today, partners learn an engagement ran over budget when it's time to write it down, and aging WIP sits unbilled for months.
Built around: your practice management and time-and-billing data
- Partners are alerted when an engagement crosses its budget, while there's still time to act.
- WIP aging is reported every week, with anything older than 60 days flagged.
- Realization is tracked by service line, so pricing problems show up before year-end.
Illustrative interface. Client names are fictional.
Two to three months from kickoff to fully live.
Your roadmap comes straight from the audit findings. The highest-impact system goes live first, inside the first month.
- Weeks 1–4
Quick wins
The systems with the biggest return and the least disruption go live first.
- Weeks 5–8
Larger builds
The remaining systems, including the ones that need more tailoring to your firm.
- Weeks 9–12
Integration and training
Systems are connected end to end, tested, documented, and your staff are trained. Smaller scopes finish sooner.
- Ongoing
Run and improve
We maintain every system, measure the savings, and keep finding the next workflow worth automating.
Every system follows the same path
- 01We build it against your real workflows, and make the software you already pay for do more before adding anything new.
- 02We test it in a separate staging environment, and your operations staff review the edge cases before anything goes live.
- 03We go live, train your staff, document the system, and show you the first hours saved.
After launch: the retainer
- 01Monthly health check and tuning of every system
- 02Realized savings measured against the audit's numbers at 30, 60 and 90 days, then reported monthly
- 03Monitoring for workflow changes that need an update
- 04New opportunities as your firm grows, with quarterly expansion into the next phase of your roadmap
CadenceWeekly check-ins during the build. A monthly report after.
See where your firm's hours go.
The audit is free, and you keep the report whether or not you hire us.