Client document collection
Chasing W-2s, 1099s, and prior year returns by email — 2-3 weeks per client onboarding
Engagement letter generation
Word template mail merge with manual errors — E&O liability risk on every letter
Recurring reconciliation
Bank feeds and intercompany entries reconciled manually — 3-5 hrs/staff/week
Billing & invoice cycles
Manual time entry compilation and invoice generation — 10-15 day billing cycles
How It Works
Week 1
We Audit Your Workflows
We start with a free operations audit to identify time-consuming workflows like document collection and billing. We then pinpoint automations to maximize billable hours and outline a clear implementation plan.
Week 2-3
We Build & Deploy
We implement tailored automations for your firm, handling all setup and integration with your existing systems like QuickBooks and DocuSign. Your team continues their work without needing to learn new processes.
Week 4+
We Manage & Optimize
We continuously refine your automations, adapting to changes like new engagement types or seasonal shifts. Monthly reports highlight hours saved and workflow improvements.
Coverage
Client Document Collection
Clients receive a secure portal with a checklist customized to their engagement type. Documents validated automatically — correct tax year, all pages present, right entity. Missing items trigger automatic follow-ups at intervals you set. Staff gets a dashboard showing completion status across all clients.
Firms typically cut onboarding from 3 weeks to 4 days.
Engagement Letter Generation
Enter the entity type, services scope, and fee structure. The system generates a compliant engagement letter from your firm’s template, routes it for e-signature via DocuSign, and files the signed copy automatically. No Word mail merge. No manual errors.
Recovers 6+ admin hours per week during onboarding season — reduces manual error exposure in engagement letters.
Recurring Reconciliation
Bank feeds, credit card transactions, and intercompany entries reconciled automatically against your chart of accounts. Exceptions flagged for review. Staff time goes to resolving discrepancies, not finding them.
Typically recovers 3–5 hours per staff member per week in recurring bookkeeping workflows.
Billing & Invoice Automation
Work completion triggers invoice generation. Time entries, fixed fees, and expense pass-throughs compiled automatically. Invoices routed for partner approval and sent to clients. Days in billing cycle: cut from 10-15 to 2-3.
Days in billing cycle cut from 10-15 to 2-3.
Tax Season Workflow Management
Document intake deadlines tracked per client. Automated follow-ups at intervals you set. Staff alerted when a client is at risk of missing cut-off dates. Partner dashboard shows real-time completion status across all active engagements.
Clients typically deliver documents up to 60% faster. Partners gain real-time visibility — reducing manual status check-ins.
Security & Compliance
SOC 2 Type II Ready
Designed to meet SOC 2 Type II requirements. Security controls documentation available upon request.
Engagement-Specific NDAs
Signed before any data access begins — specific to your firm and your client data. Not a generic vendor NDA.
US Data Residency
All client data processed and stored within US-based infrastructure. No exceptions.
Penetration Testing
Annual third-party penetration testing with remediation verification. Results available to your compliance team.
Data Encryption
TLS 1.3 in transit, AES-256 at rest. Client data encrypted end-to-end. Never used to train models.
Role-Based Access & Audit Trail
Only authorized personnel access client data. Full audit trail of every data access event.
Timeline
When document collection is automated effectively, teams often experience early operational improvements—such as fewer client follow-ups and smoother workflows—while the underlying process changes remain largely invisible to staff.
Integration
QuickBooks
Online & Desktop — GL sync, bank feeds, invoice generation
Karbon
Practice management workflows, task automation, client communication
CCH Axcess
Tax document intake, return assembly, e-filing workflows
Thomson Reuters UltraTax / GoSystem
Tax preparation data flows
DocuSign
Engagement letters, authorization forms, e-signatures
Microsoft 365 / Google Workspace
Document handling, email integration, calendar
Why Managed
“We’ve spent money on practice management software that didn’t deliver.”
We hear this from almost every CPA firm. The difference: we are not software you manage. We plug into QuickBooks, Karbon, and CCH and build automations on top. You don’t configure anything. If your current tools aren’t talking to each other, that’s exactly the gap we fill.
“My partners won’t change how they work.”
They don’t have to. Partners keep working exactly how they work now. The automation handles the operational layer underneath — document collection, data entry, engagement letters. Zero adoption required.
“Tax season is too busy to onboard anything new.”
100%. That’s why firms set this up between seasons. Imagine walking into next tax season with automated document collection already running — clients’ W-2s, 1099s, and prior year returns coming in automatically instead of your staff chasing them for three weeks.
Pricing
One Monthly Fee. Everything Included.
Managed automation service starting at
$1,495/mo
Includes: operations audit, custom automation design and deployment, QuickBooks/Karbon/CCH integration, ongoing monitoring and optimization, dedicated account manager, monthly performance reporting.
The math for a 25-person CPA firm:
ROI: up to 45:1 — based on 300 hrs/week recovered at $175/hr blended billing rate (adjust for your firm's actual rates)
FAQ
We hear this from almost every CPA firm we talk to. The difference: we are not software you have to learn and manage. We plug into the tools you already have — QuickBooks, Karbon, CCH — and build the automations on top. You don’t configure anything. You don’t maintain anything. If your current tools aren’t talking to each other, that’s exactly the gap we fill.
They don’t have to. Partners keep working exactly how they work now. The automation handles the operational layer underneath — document collection, data entry, engagement letters. The work just gets done faster without anyone changing their habits. Zero adoption required.
100%. Nobody wants to touch anything during busy season. That’s why firms set this up between seasons. Imagine walking into next tax season with automated document collection already running — clients’ W-2s, 1099s, and prior year returns coming in automatically instead of your staff chasing them for three weeks.
All data encrypted in transit and at rest. SOC 2 Type II compliant with annual independent audit. Engagement-specific NDAs signed before any data access. US-based data residency. Annual penetration testing. Full security framework documentation available for your compliance review.
If your team recovers even 5 billable hours per person per week at $175/hour — for 20 staff members, that’s $17,500/week in recovered advisory capacity. Against $1,495/month, that’s roughly a 45:1 return. Our 28-person firm case study showed $412,000 in additional advisory revenue in Q1 alone. We’ll calculate the specific numbers for your firm during the free operations audit.
A virtual bookkeeper does the work manually — they’re still limited by human speed and make human errors. Our automations handle the repetitive, rules-based work at machine speed with consistent accuracy. Your senior staff reviews exceptions and makes judgment calls — the work humans should be doing. And unlike an outsourced employee, automations don’t need onboarding, don’t have turnover, and scale instantly during busy season.
Learn More About Our Approach.
Philippines
Unit 309, Peninsula Court, Paseo de Roxas cor. Makati Ave., Makati City, Philippines
South Africa
359 Rivonia Boulevard Edenburg, Sandton, 2191 Johannesburg, South Africa
Singapore
68 Circular Road #02-01 Singapore, 049422
Australia
Suit 2, Level 14 189 Kent Street, Sydney, NSW, 2000
