A Bay Area tax and advisory firm serving over 800 clients was buried in manual onboarding, document handling, and follow-up. Here is exactly what we built, and what changed.
The firm is a Bay Area tax and advisory practice with a five-person team serving over 800 clients. Every client touchpoint, from onboarding to document collection to billing, was running through manual steps spread across half a dozen disconnected tools.
Nothing was broken, exactly. It was just slow. Every new client meant the same 45 minutes of manual setup, copied by hand between systems, before any actual work could start. Documents came in and had to be sorted and re-keyed one at a time. Invoices and follow-ups got done when someone had a spare minute, which on a five-person team was rare.
The firm brought us in to find every one of those manual steps and replace it with a system that runs itself.
We mapped the firm's real workflow first, then built and deployed each system into the CRM, document management, communication, billing, and bookkeeping tools the team already used.
New client intake, welcome sequences, data collection, and system setup across the CRM now run automatically from a single trigger, no manual re-entry between tools.
Uploaded documents are sorted, classified, and routed into the firm's document management system automatically, with no one manually opening and filing each one.
Status updates, deadline reminders, and routine replies are drafted and sent automatically across the firm's communication tools, in the firm's own voice.
Invoicing and past-due follow-up run on a set schedule instead of whenever someone has a spare minute, so nothing sits unbilled or unpaid.
Transactions are categorized and reconciled against the accounting system on a schedule, so the books stay current instead of getting cleaned up in a rush at month end.
Numbers the partners used to compile by hand are pulled together automatically, so the firm sees where cash and workload stand without anyone building a report.
The firm did not switch tools or migrate data. Every system was installed into the software the team already used, and the firm owns all of it.
We traced every manual step a client passes through, from first contact to billing, before writing a line of code. The build followed the firm's actual process, not a generic template.
Each system was wired into the CRM, document manager, and accounting tools the firm already ran. No new platform to learn, no data migration, no rented software to depend on.
Every system was delivered with its full source, running in the firm's own accounts. If Agent Setup disappeared tomorrow, all 31 systems keep running exactly as they are.
Onboarding a new client went from 45 minutes of manual setup to under 2. Documents that used to be sorted by hand are now classified and routed the moment they land. Billing and collections run on their own schedule instead of competing for someone's attention.
Across the 31 systems, the team reclaimed roughly a full-time employee's worth of hours every week, time that now goes to the advisory work clients actually pay the firm for.
We used to lose an entire employee's worth of hours every week to work that a system should have been doing. Now it just happens.
Tell us the workflow costing your team the most hours. We scope it on a short call and show you exactly what an agent would handle.