Professional Services · Accounting and Tax
A deadline missed once is a client who starts wondering who else is watching their file.
We build the onboarding, document chasing, and deadline tracking that keep every client's file moving, while a person on your team still reviews and files every submission.
Filing calendar · this cycle
38 client files tracked
Reminder sent to Marsh & Tolliver · 2nd notice · bank statements still outstanding
Every client and document above is invented. The calendar tracking them runs the same way on a real book.
One file, mid-cycle
What a reconciliation view reads like
Sample file · figures are illustrative, drawn from no specific engagement
Every bar above tracks documents received against documents requested. Nothing here is a filing status or a tax outcome.
Where a deadline gets missed
A filing period has five places it quietly slips
Onboarding drags before work even starts
Engagement letters, authorizations, and first-round data collection stall a file for weeks before anyone opens a ledger.
A document request goes unanswered
One unread email means a statement sits missing until someone remembers to chase it again.
The busy-season pile-up
Dozens of files converge on the same window, and a fixed team can't chase every client by hand at once.
A deadline slips between two desks
When tracking lives in someone's memory or a shared inbox, a single handoff is where a date gets missed.
Retyping figures by hand
Copying numbers off a statement into a ledger, client after client, is slow and where small errors creep in.
None of these are unusual. They're the five places a filing period most often loses time when nobody is watching for it.
The deadline board
What runs behind every client's file
Client onboarding
New clients move through engagement letters, authorizations, and first data requests without weeks of back-and-forth email.
Document chasing
The system knows exactly what a file still needs and keeps chasing receipts, statements, and records until nothing is outstanding.
Deadline tracking
Every filing and payment date is tracked per client and prompted well ahead, across the whole book at once.
Data extraction
Figures lift straight off statements and receipts into the ledger, cutting the hours spent retyping by hand.
The records chase
Every reminder, every document, logged against the file
The moment a document request goes out, a log opens: what was asked for, what came back, and what still needs a second nudge. A preparer and a client can both check the same log.
- Knows exactly what a file is still missing, item by item
- Chases outstanding documents on a schedule, without a staff member remembering to
- Logs every reminder and every document received against the file
- Confirms a submission only once a person on your team has reviewed and filed it
Annual return · this cycle
Every entry above maps to a real chase record once a client's file goes live.
A practice's own book, not a demo book
The client list above is invented, right down to the outstanding documents. Point the same calendar at your real engagements and it starts chasing your files, on your deadlines, from day one.
The client ledger
Two columns, read side by side
Filing periods
Document status
Each row on the left pairs with the file behind it on the right: the same client, read two ways.
The review
Nothing goes out until a person opens it
Draft compiled
Every figure received and extracted is assembled into a draft file for a preparer to open.
Preparer check
A person on your team reviews the draft. The system never files or advises on its own.
Client sign-off requested
The client is prompted to review and approve before anything is sent onward.
Filed & acknowledged
Once approved, the submission goes out and the acknowledgment is logged against the file.
A filing status only ever moves forward once a preparer or the client has acted on it.
How we bring a practice on
Careful with the data, live within weeks
Map the book of business
We walk through how clients onboard today, what gets chased by hand, and where deadlines already run tight.
Connect intake & document flow
Onboarding, portals, and document chasing wire into the practice and ledger tools you already run.
Launch deadline tracking, supervised
Every client's calendar goes live with your team reviewing and confirming each early prompt and chase.
Tune coverage into busy season
Chasing cadence and deadline lead-time get refined against real files, before the pile-up hits.
Year-end
What a full cycle looks like from the inside
Onboarding
New engagements start with a guided intake, so the stack of unanswered emails never forms.
Mid-year
Documents get chased continuously, so a file never arrives at deadline week still half-empty.
Filing window
Every client's date is tracked on its own calendar, prompted early enough to act on.
Year-end close
A finished cycle leaves a full log: what was requested, chased, received, and confirmed.
Questions
What a practice asks before signing on
Does it decide what to file or how?
No. It tracks deadlines, chases documents, and prepares a draft file for a person to review. Every filing judgment and submission is made and approved by your team.
Can it chase documents on its own?
It knows what each file still needs and sends scheduled reminders and portal prompts until the outstanding items arrive, without a staff member sending them by hand.
How are filing deadlines tracked?
Every client carries its own calendar of filing and payment dates, prompted early enough across the book that nothing surfaces for the first time in deadline week.
How is client financial data protected?
Records move through access-controlled client portals, with tight permissions and a logged trail of who requested, received, and reviewed what.
Does it replace the accountant or preparer?
No. It removes onboarding friction, document chasing, and retyping, so your team spends its time on review and judgment.
Will it work with our practice and ledger software?
We connect to the practice-management and ledger tools you already run, so clients, documents, and deadlines stay in one place.
Related services
What else goes into running a practice
Every filing calendar we build connects to the wider service work above where it makes sense.
Elsewhere in professional services
More of Professional Services
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