0
Fit Check · 15 min · Free
Find the workflow worth fixing first.
Name the leak, owner, tools, and whether to touch it now.
ShortlistScopeFixed price
№ 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
Free · 15 minutes · Tuesdays and Thursdays. Quick fit check only. No deliverable. Most first builds are $2.5K-$15K over 1-3 weeks. Not ready to talk? Run the free automation checklist.
20+
Years on
the floor
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
Start here
One repeated workflow, then the smallest honest next step.
You know the workflow.
Use the Fit Check to name the leak, tools touched, risks, and whether it is worth fixing now.
Book a Fit CheckYou need it ranked.
Check the manual workflows first. The report shows the top fix before you buy anything.
Run the checklistYou need a build brief.
The $950 Scope Sprint turns the messy workflow into a priority map and fixed-scope build plan.
Book Scope Sprint
The 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
Itemized 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
Recent Work
Recent work, shown without private client details.
The names stay private when they need to. The useful proof is the buyer, the messy workflow, the guardrails, and the handoff they owned afterward.
Small accounting operator · Weekly Prep ReviewCLIENT PRIVATE
Handoff ReceiptRedacted
BuyerFresh client evidence scattered across notes, Airtable checks, and weekly prep.
FixClaude-assisted review loop with human approval before anything client-facing moves.
SafetyWorkflow owner, approval rule, test notes, handoff docs, credentials reset, and parked automation until validation is ready.
Weekly Prep Review with Human Approval
For a small accounting operator, I turned scattered prep notes and Airtable checks into a reviewed weekly work queue. The workflow gathers fresh evidence, checks the right records, drafts from that signal, and stops for review before anything client-facing moves.
Result Less context switching, cleaner prep, and a reviewed workflow that behaves like a controlled work queue 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
How This Works
How the build ships.
A timeline, a receipt, and optional details only if you open them.
1-2
Build · Inside Your Tools
You see the system while it is still clay.
Real data paths and Looms while the flow takes shape.
Working flowReview loopTest cases
3
Handoff · Your Accounts
Keys, code, docs, and the trained team.
Live in accounts you control. My access is removed at handoff.
Live systemTrainingOwnership
Handoff ReceiptFiled at delivery
✓Working workflowLive
✓Source and configYours
✓Credentials resetRevoked
✓Looms and SOPFiled
✓Test notesAttached
Owned By Client
Aftercare30 days of bug fixes are included.
If the delivered workflow breaks in the first 30 days, I fix it. New features or bigger changes are scoped separately, the same fixed-price way.
OptionalMonthly review is by request only.
Some firms want a short monthly read on what ran, what failed, and what needs an owner's decision. Typical range: $400 to $1,200 per month, never automatic.
Working NormsAsync, direct, credential-safe.
- Communication
- Slack or email, with one live working session per week when needed.
- Access
- Credentials stay in your password manager and are revoked from my access at handoff.
- Language
- English or Spanish delivery, including training and written docs.
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.
Single Workflow
Best when the leak is obvious
One automated flow. For example document chase, status updates, or intake.
Scope the fix →Multi-Workflow Build
Best when handoffs cross tools
Several connected workflows. For example onboarding plus intake plus handoff.
Map the handoffs →Portal or Integration
Best when clients need a front door
A client-facing portal or a legacy-system bridge.
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.
Paid advisory · optional
Need more than a Fit Check?
If the free Fit Check is too small for what you need, book a paid working session. These are not open-ended coaching calls. Each one has a narrow accounting-firm problem, a clear boundary, and a practical next move.
60 min
$350
Accounting AI Office Hours
- Who it's for
- Owners or operators who need a plain-English read on Claude, ChatGPT, Gemini, automations, or AI inside their current stack.
- What's included
- A focused strategy call, tool-choice guidance, workflow risk notes, and a short follow-up summary of the next best move.
- What's not included
- No implementation, prompt library, software setup, or ongoing support.
Signal audit
$1,500
Accounting Website Signal Refresh
- Who it's for
- Accounting firms whose site feels generic, overstuffed, unclear, or too close to every other CPA template.
- What's included
- A positioning read, homepage signal audit, CTA review, copy hierarchy notes, and a practical refresh plan.
- What's not included
- No redesign build, new brand identity, SEO campaign, or unlimited page rewrites.
Scope sprint
$950
Automation Scope Sprint
- Who it's for
- Firms with a messy recurring workflow that needs a real scope before anyone builds the wrong thing.
- What's included
- Workflow triage, automation-fit ranking, smallest honest build recommendation, and a fixed-scope implementation brief.
- What's not included
- No implementation, emergency operations cleanup, or replacement of your practice management software.
About Antonio
The right workflow first. Your firm owns it.
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
- 2 to 25-person firm
- Already using TaxDome, Karbon, QuickBooks, or similar
- One repeated workflow you're tired of doing manually
- You want to own what's built, not rent it
Not A Fit
- You want to replace your practice management software
- You need 24/7 ops or on-call coverage
- You're looking for a course or certification
- You want default ongoing operation instead of an owned handoff
Clients & Proof
In the company of.
Firms & Businesses Served
+ several private firms
From the Correspondence
What clients remember.
Google Review · 2025
"More visible, more automated, and ultimately more profitable."
Carlos M. GarciaConference Organizer
Google Review · 2025
"Explain everything clearly and provide solutions."
Karin JiménezClient Review
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
Q & 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.
Fit CheckBook 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?
Start with a constrained Fit Check. If the problem needs deeper paid thinking, the scoped advisory options are above.
Book a 15-Min Fit Check →Not ready to talk? Open the free automation checklist.