Find the workflow worth automating first.
Check the workflows your firm still handles by hand. The map at the bottom shows what is leaking time, which fix should come first, and when AI or simple automation can help without adding another software layer.
The first day. The same day, every time.
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2–3 hrs / week
New client data entry
Manually entering client info into practice management after signing.
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1–2 hrs / week
Engagement letter generation
Creating and sending engagement letters manually for each new client.
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1 hr / week
Portal setup & invitations
Manually creating client portal accounts and sending access emails.
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2 hrs / week
Welcome sequences
Sending onboarding emails, checklists, and getting-started materials manually.
How AI is used
Some fixes may use Claude, ChatGPT, Gemini, OpenAI, or an AI feature already inside your software. The point is control: one reviewed workflow your team owns, not another dashboard to babysit.
Where's the 1099? Again?
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3–5 hrs / week
Document request emails
Manually sending "we need your documents" emails to each client.
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4–6 hrs / week
Follow-up reminders
Chasing clients who haven't uploaded — day 3, day 7, day 14…
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2–3 hrs / week
Document organization
Sorting uploaded files into correct folders and categories.
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2 hrs / week
Missing document tracking
Manually tracking which clients are missing which documents.
"Where's my return?" The endless inbox.
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3–4 hrs / week
Status update emails
"Where's my return?" responses sent individually.
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2 hrs / week
Appointment scheduling
Back-and-forth emails to find meeting times.
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1–2 hrs / week
Deadline reminders
Manually sending estimated tax, filing deadline, and extension reminders.
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1 hr / week
Review-ready notifications
Manually emailing clients when returns or reports are ready for review.
The handoffs that live in nobody's inbox.
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1–2 hrs / week
Proposal to job creation
Manually creating jobs in practice management after proposals are signed.
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1 hr / week
Task assignment
Manually assigning team members to jobs based on workload.
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2–3 hrs / week
Status updates between tools
Copying status info from one system to another (tax software → PM).
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2–4 hrs / week
Weekly reporting
Manually compiling client status, AR aging, and capacity reports.
The money you've earned, still waiting.
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2 hrs / week
Invoice generation
Creating invoices manually after work is complete.
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1–2 hrs / week
Payment reminders
Chasing overdue invoices with manual follow-up emails.
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1–2 hrs / week
Payment reconciliation
Matching payments to invoices across multiple systems.
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1 hr / week
Retainer / subscription billing
Manual monthly billing for recurring clients.
The first fix.
Your firm's manual workload, ranked fixes, and the smallest honest scope that maps to your situation. These are rough estimates, not savings guarantees; the real workflow gets verified before anything is built.
Three workflows to fix first.
- Once you check a few items, the three highest-leverage fixes will appear here, ranked by recoverable hours.
The recommendation auto-updates as you check items. The match is based on how many workflows your firm runs manually, and which categories they fall in.
Email me my workflow map.
We'll email the manual workload estimate, the top three fixes, and the smallest recommended scope so you can think about it, share it with your partner, or print it.
No pitch. You will know the smallest next step.
Or talk through the first fix.
Fifteen minutes, free, Tuesdays and Thursdays only. We'll decide whether the top fix needs simple automation, an AI model like Claude, ChatGPT, Gemini, or OpenAI, or nothing yet. No deliverable, no pitch.
Book a 15-Min Fit Check →