MomandPop.AI
Hollywood, FL · Open for Work
Book a 15-Min Fit Check →Fit Check →
№ I · An Invitation

The workflow worth automating, built around how your firm already works.

I look at how your firm actually runs, pick the workflow worth automating first, and build it inside the tools you already use: intake, document follow-up, status updates, billing, and handoffs.

Experience
20+ years enterprise
First decision
Right workflow first
Languages
English · Español
Book a 15-Min Fit Check →

Free · 15 minutes · Tuesdays and Thursdays.   Quick fit check only. No deliverable.

Antonio Urbina Jr. on stage delivering an operator's workshop on AI-assisted accounting in Hollywood, FL, March 2026
20+ Years on
the floor
ANTONIO URBINA JR. delivering an operator's workshop on AI-assisted accounting. Hollywood, FL, March 2026.
Previously Booz Allen Hamilton· Zebra Technologies· Norwegian Cruise Line· Crispin Porter + Bogusky
Section 01The Field Diagram

The week changes when the chase stops.

A real 1099 chase, before and after the workflow is automated and handed back.

Manual · By Hand

The way it usually goes

Mon 09:14··Reminder #1 typed by hand in Gmail
Wed 11:02··Staff DM: "did the Smiths send theirs?"
Fri 10:11··Status spreadsheet updated by hand
Mon 09:47··Reminder #3, slightly more passive-aggressive
Wed 14:22··Document arrives. Filed in TaxDome by hand.
Total partner + admin time≈ 90 min · client
After · Automated & Owned

The way it could go

Day 0●●System notices the missing 1099 against the checklist
Day 0●●Reminder drafted, queued for partner approval
Day 4●●Auto-escalation if no response. Second draft queued.
Day 7●●Document received → auto-filed → status updated
Day 7●●Log saved. Partner sees one summary line.
Total partner time≈ 4 min · client
Section 02Itemized Pains

The leaks are usually plain.

Start where small firms usually lose the week: document chase, onboarding, and tools that disagree.

I.

Chasing documents on repeat

The same document reminder, written again.

Est. 4 to 6 hrs / week
II.

Onboarding eats half a day

Portal setup, letters, tasks, and records repeated by hand.

Est. 2 to 4 hrs / new client
III.

Tools that don't talk to each other

Practice management, billing, documents, and inbox all tell different stories.

Est. 5 to 8 hrs / week
Section 03Recent Filings

Recent filings, proof without name-dropping.

Real project patterns, shown without private client names unless they are cleared. The shape of the work is the proof: accounting workflows, AI-assisted review loops, booking paths, and owned handoff.

File 064 · Accounting AI CoworkerCLIENT PRIVATE
Evidence PacketRedacted
SignalFresh client evidence scattered across notes, Airtable checks, and weekly prep.
WorkflowClaude-assisted review loop with human approval before anything client-facing moves.
ControlPHI guardrails, test notes, handoff docs, and parked automation until validation is ready.

Accounting AI Coworker Workflow

For an accounting operator who needed sharper weekly prep without letting AI run loose. The workflow gathers evidence, checks the right records, drafts only from fresh signal, and keeps human approval in the loop.

Result Less context switching, cleaner prep, and an AI workflow that behaves like a controlled coworker instead of another inbox.
Pattern · Claude · Airtable · Approval Queue · Scope Sprint
File 066 · Website SignalADVISORY
Signal PacketBefore Build
ProblemA founder-led service site was technically present but invisible to the right buyer.
FixOffer, proof, CTA, and page order were tightened around one reachable next step.
BridgeThe same lens now backs the Accounting Website Signal Refresh.

From Invisible to Reachable

A service-business site had useful work buried under generic copy. The refresh made the audience, offer, proof, and booking action obvious without turning the page into a template.

Result A sharper path from first visit to qualified conversation, which is exactly the point of the paid Signal Refresh.
Pattern · Positioning · Homepage Signal · Calendly Path · Signal Refresh
File 053 · Payment OperationsFILED 2026
Ops PacketPortal
BeforeBalances, add-ons, and payment status lived in manual ledger updates.
BuildParticipants could see balances, add guests, and pay while admin kept the source of truth.
HandoffOwner-controlled portal, Stripe payments, admin view, and operational documentation.

Event Payment Portal

A conference payment flow moved from manual status chasing to an owned portal with Stripe payments and a cleaner admin ledger.

Result 200+ attendees processed without rebuilding the ledger by hand.
Pattern · Stripe · Supabase · Custom Portal · Owned Handoff
Section 04The Engagement

How the build ships.

A timeline, a receipt, and optional details only if you open them.

Also · Three build sizes

Pick the size of the problem.

Use these as sizing notes. The right build is usually smaller than the problem feels.

I.

Single Workflow

Best when the leak is obvious

One automated flow. For example document chase, status updates, or intake.

$2.5K to $5K 1 to 2 weeks
Scope the fix →
II.

Multi-Workflow Build

Best when handoffs cross tools

Several connected workflows. For example onboarding plus intake plus handoff.

$5K to $15K 2 to 3 weeks
Map the handoffs →
III.

Portal or Integration

Best when clients need a front door

A client-facing portal or a legacy-system bridge.

$10K to $25K+ 3 to 6 weeks
Plan the front door →

Unsure where it lands? Book a 15-minute Fit Check. I'll find the smallest honest scope, even if that means leaving it alone for now.

Section 05The Editor's Letter

The right workflow first. Your firm owns it.

Antonio Urbina Jr., founder of MomandPop.AI
Antonio Urbina Jr.
Hollywood, FL,

Yours in workflow,
Antonio

20+ yrs enterprise systems Booz Allen · Zebra · NCL · CP+B Hollywood, FL English · Español Owner-led · Built to hand off

MomandPop.AI is a one-human systems practice. I spent 20+ years in enterprise integration, then started solving those same handoff and workflow problems for small firms.

I decide what is worth automating, build it, test it, and hand it over working. I can work in English or Spanish. If your week is full of tools that almost fit, that is usually the first fix.

Best Fit

  1. 2 to 25-person firm
  2. Already using TaxDome, Karbon, QuickBooks, or similar
  3. One repeated workflow you're tired of doing manually
  4. You want to own what's built, not rent it

Not A Fit

  1. You want to replace your practice management software
  2. You need 24/7 ops or on-call coverage
  3. You're looking for a course or certification
  4. You want default ongoing operation instead of an owned handoff
Section 06The Reader's Index

In the company of.

Firms & Businesses Served

Reframe Accounting
QBK Accounting
Money Mastery LLC
Trac-1 Solutions
Exceed Sales Training
Kalglas International
Sue Mariano
+ several private firms
Section 07From the Correspondence

What clients remember.

Opened
Google Review · 2025
"More visible, more automated, and ultimately more profitable."
Carlos M. GarciaConference Organizer
Opened
Google Review · 2025
"Explain everything clearly and provide solutions."
Karin JiménezClient Review
Opened
Google Review · 2025
"He was easy to work with. He delivers on what he promises."
DeimarClient Review
Spoken at · Taught at ◇ North Miami Meetup ◇ NoCodeSociety ◇ More 2026 events coming
Section 08Q & A

Questions worth opening.

Q.

What workflows can you automate for my accounting firm?

Common projects include client onboarding, document reminders, status updates, proposal to job handoffs, recurring task creation, billing follow-up, and practice management integrations. If your team repeats the same steps every week, it is usually a good fit for automation.

Q.

Which workflow should a small accounting firm automate first?

Start with the repeated workflow that creates the most interruptions and has the clearest rule set: document follow-up, intake, billing follow-up, or status updates. On the Fit Check, I help pick the smallest workflow worth fixing before anything is built.

Q.

Do I need to switch software to work with you?

Usually no. Most projects are built around the tools your firm already uses. If part of your stack is causing the problem, I'll tell you plainly, but the default approach is to improve what you already have before suggesting a switch.

Q.

Will I need an AI tool or LLM like Claude, ChatGPT, or Gemini?

Sometimes, yes. If the workflow needs to read, draft, summarize, classify, or help your team make a first pass, we choose the right AI model before the build starts. That might be Claude, ChatGPT, Gemini, OpenAI, or a tool already inside your software. The point is not more bloat; it is one controlled workflow your team can review and own.

Q.

What do I own when the project is done?

You own the workflows, logic, forms, portals, documentation, and connected accounts that are set up for the project. There is no retainer required to keep access to what was built.

Q.

Will AI contact my clients on its own?

Not by default. Anything sensitive, including client emails, status updates, and follow-ups, runs through an approval rule you set. You decide what sends automatically and what needs a one-click human check.

Q.

Who watches the system after handoff?

By default, you do. You own the code, credentials, logs, and SOP. If you want someone watching it with you, the optional Monthly Workflow Review covers that. Most firms do not need it for the first six months.

Q.

How long does a typical project take?

Most projects take 1 to 3 weeks. Smaller fixes can be finished in a few days. Larger builds with multiple systems, approvals, or client-facing steps can take longer.

Q.

What size firm is this best for?

This is a strong fit for small firms, usually teams of 2 to 25 people. That is where custom automation can remove real admin work without turning into a long software project.

Still have a question? Write to antonio@momandpop.ai
Section 09Fit Check

Book a 15-minute Fit Check.

This is constrained on purpose: Tuesdays and Thursdays only, fifteen minutes, no deliverable. We decide whether there is a useful next step, or you leave with a clean "not a fit."

  • Free, no obligation
  • Disponible en español
  • Zoom or Google Meet
  • If you need deeper advice now, use one of the paid options above

Prefer to write? antonio@momandpop.ai

─── A Final Note ───

Ready to own your automation?

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