Every client, deadline and invoice on one system.
Due dates in a spreadsheet, document requests in email, engagement letters in a folder, and time in a separate tool. We build one custom platform around how your firm runs its recurring work, so every deadline sits on the client it belongs to.
Every handoff, in one place.
Most missed deadlines start at a handoff: a document that arrived in someone’s inbox, an extension filed but not recorded, a return waiting on a review nobody knew was theirs. In one platform, each step starts where the last one ended.
- 1
Intake
New clients captured once, with entity type, services, fiscal year end and the contacts who actually send you documents.
- 2
Engagement letter
Generated from the intake record, sent for signature, and tracked until it comes back, so no work starts unsigned.
- 3
Recurring work
Monthly bookkeeping, quarterly estimates, payroll filings and annual returns created on schedule for every client who needs them.
- 4
Due dates
Statutory and internal deadlines on each job, extensions recorded against the original date, and one view of what’s due this week across the firm.
- 5
Document requests
Clients get a list of what’s missing and upload against it; staff see which jobs are blocked and by what, without chasing email threads.
- 6
Review & delivery
Prep, review and sign-off as stages with owners, so a return never sits in limbo between two people.
- 7
Time & billing
Time recorded against the client and job, then billed as fixed fee, hourly or both, with the engagement terms already attached.
- 8
Reporting
Work in progress, capacity by staff member, realization by client, and what’s at risk of missing its date, updated as work happens.
When a standard setup stops fitting.
Practice management tools such as Karbon, Canopy and TaxDome are capable products, and many firms run well on them. The friction usually starts when the firm grows past what one of them is set up for: a second office, an advisory line with its own workflow, a client portal that doesn’t match how clients actually send documents, or billing rules the standard setup can’t express. Staff start keeping a due-date spreadsheet next to the system, and that spreadsheet quietly becomes the real one.
The signs are familiar. The same client lives in the CRM, the practice tool, the portal and the billing system, with slightly different details in each. Partners ask “what’s due next week, and what’s blocked?” and someone has to build the answer by hand. Extensions get filed but the new date never makes it back to the job. Time is entered late, so the invoice understates the work.
A custom platform puts intake, engagement letters, recurring jobs, deadlines, document requests, time and billing on one client record. You keep your tax preparation software and your general ledger: those are specialist tools, and we connect to them rather than rebuild them. What changes is that the work around them stops depending on copy and paste.
What a Monday looks like
The week opens with one list: every return, filing and bookkeeping close due in the next fourteen days, across every client and office. Each item shows its owner, its stage and whether it’s waiting on the client. A job blocked on a missing 1099 is flagged, the client has already had a reminder, and when the document arrives the job moves back into the preparer’s queue on its own. Extended returns show both dates, so nothing quietly slides to October. Partners see the same list sorted by risk instead of building it from a spreadsheet on Sunday night.
For a deeper look at where spreadsheets break down, read accounting firm workflow beyond spreadsheets. If you’re comparing options right now, our Karbon alternative guide sets out when a standard tool is the better choice and when a custom platform is.
Questions accounting firms ask us.
How does deadline tracking work across the whole firm?
Every job carries its statutory and internal due dates, and an extension is recorded against the original date rather than replacing it. One view shows what’s due this week, what’s blocked waiting on the client, and who owns each step, for one office or every office.
Is this a replacement for Karbon, Canopy or TaxDome?
It can be. They’re capable tools, and if one fits your firm we’ll say so. Firms come to us when they’re running one of them alongside a CRM, a portal, a billing tool and a due-date spreadsheet, and staff have become the integration between them.
Do we have to replace our tax software or general ledger?
No. Tax preparation software and your accounting system usually stay. We build the client, workflow, deadline, document and billing work around them and connect what needs to talk.
Can clients upload documents against a request list?
Yes. Clients see what’s outstanding for each job and upload against it. Staff see which jobs are waiting on documents, and reminders go out without anyone drafting them.
How long does it take to move the firm over?
One office is typically live in four to six weeks, including moving your client list, recurring jobs and open deadlines, and training your team. We plan the switch around busy season, not through it.
What does it cost?
$497/mo for one office, $1,497/mo for up to three, and from $2,997/mo for larger firms, month-to-month with no lock-in. Pricing is per plan, not per seat, and migration, onboarding, and training are included.
A 20-minute intro call.
Bring the list of tools your team logs into. We’ll tell you honestly whether one platform makes sense for your business, and what it would take if it does.