For each workflow below, check the items your firm already has running. The reflection question at the bottom of each section is the one that matters most. Be honest with yourself.
- Engagement letter generation and e-signature
- New client folder and file setup
- Welcome email with portal access
- Initial document request list sent automatically
Do new clients set themselves up, or does someone on your team do it manually every time?
- Automated document request emails (W-2s, 1099s, bank statements)
- Reminder sequences for missing items (Day 3, Day 7, Day 14)
- Dashboard showing which clients still owe what
- Secure upload portal
Can you see at a glance who has submitted everything and who has not?
- Self-service booking (clients pick their own time)
- Automated confirmations and reminders
- No-show follow-up
- Seasonal capacity management
Are you still doing scheduling by phone or email?
- Real-time status portal ("In Progress," "Under Review," "Filed")
- Automated notifications when status changes
- Eliminates "where's my return?" calls
How many times per day does someone on your team answer "what's the status of my return?"
- Monthly financial statements auto-generated
- Quarterly estimate reminders
- Annual engagement renewal
- Report templates that populate from your data
Are you rebuilding the same reports from scratch every month?
- Time tracking integrated with invoicing
- Automated invoice generation and delivery
- Payment reminders (Net 15, Net 30)
- Aging report alerts
Are overdue invoices sitting in a spreadsheet somewhere?
- Thank you emails after filing
- Tax planning touchpoints (June, September, December)
- Referral requests at the right moment
- Year-end prep reminders
Do you disappear from clients' lives between April and January?
How many boxes did you check? If fewer than 4 — next tax season is going to feel exactly like this one.