What a digital agency for CPA firms fixes first
A digital agency for CPA firms looks at the work that happens before and after the actual accounting: getting new clients signed, collecting documents, chasing missing items, answering the same status questions, and sending invoices. Intelligent Solutions Tech has built automations, websites and marketing for clients since 2018, and accounting practices bring us the same handful of problems every year.
In January the inbox fills with W-2s, 1099s and bank statements sent as phone photos. In March half the returns are waiting on one missing form. In May nobody has time to ask happy clients for a review. Each of those has a fix that doesn’t require new staff, and most use software you already pay for.
We map the workflow with your team, automate the repetitive steps, and leave the judgment calls with your accountants.
Workflows we build for accounting practices
Tax-season intake
New and returning clients get a short organizer questionnaire, an e-sign client agreement and a document checklist built from their answers, so a client with rental property gets a different list than a W-2 employee.
Document collection and reminders
Uploads land in the right client folder in your portal, get named consistently, and trigger reminders for items still missing. See document processing.
Client portal setup
We configure portals such as TaxDome, Karbon, Canopy or SmartVault so clients have one place to upload, sign and pay, instead of email attachments.
QuickBooks and Xero workflows
Receipts, bills and bank feed exceptions get routed for review, and monthly close checklists trigger from your practice tool. See invoice automation.
Status updates without phone tag
Clients get an automatic email or text when their return moves from received to in review to ready to sign, which cuts the “where’s my return” calls.
Recurring reporting
Monthly management reports for bookkeeping clients get assembled from QuickBooks Online or Xero data and queued for an accountant to check. See reporting automation.
Getting found by the right clients
Most accounting firms grow by referral and by the map pack. We set up your Google Business Profile, service pages for tax preparation, bookkeeping, payroll and advisory, and city pages for the areas you serve through our local SEO work.
Your website should explain who you work with (sole proprietors, real estate investors, medical practices, small businesses) and make booking a discovery call easy. Our website design and development team builds sites with clear service pages, a secure upload link and a booking flow. For firms with an advisory practice, regular articles from our content writing team give prospects a reason to trust you before they call.
We don’t write tax advice. Our writers draft, and a credentialed person at your firm reviews anything technical before it’s published.
Where accounting firms usually start
Individual tax practice
Returning clients get last year’s organizer pre-filled, a personalized checklist, and weekly reminders until every document is in, all before the February rush.
Bookkeeping firm
Uncategorized transactions from QuickBooks Online or Xero are pulled into a weekly client questionnaire, so the client answers “what was this charge” in one place.
CPA firm with an advisory arm
Discovery call requests are qualified by entity type and revenue band, then booked with the right partner and logged in the CRM.
Multi-office practice
Each office gets its own Google Business Profile, city page and review request flow tied to the clients that office serves.
How a project with your firm runs
- Free audit We review your website, Google Business Profile and client intake and email you a PDF report. Request it at the free audit page.
- Proposal A written proposal with fixed monthly scope and price. We schedule builds to finish before your busy season starts.
- Staged build and testing Each workflow is tested on sample clients and approved by your team before it goes live.
- Ongoing support We monitor the automations and send a report every two weeks.
Questions we get from CPA and accounting firms
Do you work with QuickBooks Online and Xero?
Yes. We build workflows around QuickBooks Online and Xero using their APIs and connectors in Zapier, Make or n8n. We check which apps your practice already uses during the audit so we build on what you have.
Can you set up our client portal?
We configure and connect portals like TaxDome, Karbon, Canopy and SmartVault, including upload folders, e-sign requests and reminders. If you don’t have a portal yet, we’ll compare options against how your firm works.
When is the best time to start?
Late spring through autumn. That gives us time to build and test intake and document collection before tax season, when your team has no spare hours for training.
How do you handle client financial data?
We sign an NDA, work inside accounts your firm owns, and limit access to what each task needs. Our privacy policy and GDPR page explain how we process personal data.