We build custom AI automation that answers calls, qualifies prospects, chases PBC documents, handles W‑9/1099 collection, and sends AR reminders 24/7 so your team can focus on the work.
Integrates with QuickBooks, Xero, Sage, and your practice management system. No system replacement needed.
Built for busy season. Scales without hiring.
Financial Cents research shows that over half of accounting firms struggle with client document delays, requiring multiple reminders and follow-ups. Manual PBC lists and organizer emails get ignored, creating bottlenecks that delay project starts and push deadlines.
Karbon's workflow data reveals that incomplete client information creates the biggest bottlenecks in tax and advisory practices. Partners spend hours fielding intake calls, chasing missing documents, and managing client communication instead of doing billable work.
Source:
Karbon Workflow Research
AICPA's 2024 Top Issues Survey and Thomson Reuters data show that staffing shortages, technology adoption, time management, and billing/cashflow are persistent challenges. Firms need automation to scale without hiring.
We map your intake process, PBC workflows, and busy-season bottlenecks. Design custom automation: call scripts, document checklists by service/entity type, reminder cadences, and routing rules tailored to your firm.
We build the AI system, integrate with your practice management platform (QuickBooks, Xero, Sage, Karbon, etc.), connect secure document portals, and configure SMS/email flows for reminders and links. Optionally syncs with calendars and CRM.
We test with your team, refine workflows, launch in monitored pilot mode, and track KPIs (response time, document completion rates, admin hours saved, client satisfaction). Ongoing maintenance and improvements included.
When does the AI hand off to a human? We design the system to route complex tax questions, urgent client matters, and high value prospects immediately to your team with full context.
The AI never gives accounting or tax advice.
Professional standards first: The AI identifies itself on every interaction and routes substantive accounting/tax questions to licensed professionals.
AI captures service needed (tax, audit, CAS, advisory), entity type, deadlines, and pain points. Sends tailored engagement checklist + link to book consultation. Routes hot leads immediately to partners.
Dynamic organizer customized by entity type (individual, S corp, partnership, etc.) sent via secure portal. Automated reminders until 100% complete. Files automatically map to your folder structure and PM system.
Bulk vendor outreach via email and SMS. E signature W‑9 collection with TIN and Name validation. Automated follow ups for non responders. Compiled 1099 data exported to your payroll or tax software.
Scheduled requests for bank statements, credit card statements, and supporting documents. Automated reminders based on your calendar. Exceptions (missing months, duplicate uploads) routed to Slack or Teams.
Polite payment reminders for outstanding invoices with secure payment links. Graduated cadence (7 day, 15 day, 30 day). Tracks opens and payments. Escalates to staff for accounts over 60 days.
Send engagement letters with e-signature integration (DocuSign, PandaDoc). Track signature status. Automatically create job/matter in practice management system with due dates and assigned staff.
We integrate with your existing systems: QuickBooks Online, Xero, Sage Intacct, Karbon, Practice Ignition, Financial Cents, and more. Optionally syncs with Google Workspace or Microsoft 365. Connect via phone forwarding, VoIP, or API.
Don't see your system? We build custom integrations and find the best way to work with your existing tools. If you have a practice management platform, we can integrate with it.
We connect to secure document portals (SmartVault, ShareFile, Dropbox Business) and payment processors (Bill.com, LawPay, Stripe). Build automated SMS and email flows for document requests and payment links. All activity logged to client files.
Live in 4 weeks from kickoff
Safeguards Rule compliant with MFA support and comprehensive audit trails for all client data access.
Client Profile: 18 person CPA firm (3 partners, 12 staff, 3 admin) serving 450 tax clients and 75 monthly CAS clients. Mixed services: individual tax (55%), business tax (30%), CAS (15%). Uses QuickBooks Online and Karbon for practice management.
"Before Refact, busy season was chaos. We'd send organizers in January and still be chasing documents in March. Partners were answering intake calls at 9 PM. Now the AI handles triage, sends custom organizers, and nags clients until everything's in. Our partners got back 6 to 8 hours a week each, and we started work 3 weeks earlier on average."
*Composite case study using real implementation data. Results vary by firm size, service mix, and client base.
One workflow automated from start to finish. Perfect for testing automation ROI before busy season.
Ongoing automation and continuous improvement. Scale your practice without scaling headcount.
Expert guidance without the build work. Get the roadmap, build it yourself.
The FTC Safeguards Rule (updated May 2024) requires accounting firms to implement comprehensive information security programs including multi factor authentication, encryption, and breach notification procedures. We build automation that respects these controls:
References: FTC Safeguards Rule • IRS Pub 4557
The AI identifies itself in every client interaction: "Hi, this is the automated assistant for [Firm Name]." Clients can request a human team member at any time with immediate transfer to your staff.
Tax questions and substantive accounting matters route to licensed professionals immediately. Your team has override authority on all client communications. All interactions logged for professional liability and quality review.
Most firms are live within 4 weeks from kickoff. Week 1: Discovery. We map your workflows, identify bottlenecks, and design automation logic. Weeks 2 to 3: Build. We develop the AI system, connect to your practice management platform, and configure document flows. Week 4: Test and launch. We pilot with your team, refine workflows, and launch in monitored mode with real clients.
We design the system to escalate immediately to your team with full context. You get a warm handoff with all the information collected, not a confused client. We configure custom escalation rules for any scenario you define.
Yes, absolutely. We design the system to identify itself in every interaction: "Hi, this is the automated assistant for [Firm Name]. I can help you schedule appointments, upload documents, and answer common questions." Full transparency is required for professional standards and built into every implementation.
Yes. We integrate with QuickBooks, Xero, Sage, Karbon, Financial Cents, Practice Ignition, and more. For phone systems, we connect via call forwarding, VoIP (RingCentral, Vonage, etc.), or SIP trunk. No expensive hardware or system replacement needed. Your existing numbers and workflows stay the same.
Projects typically range from $5,000 (single workflow) to $10,000 per month or more (comprehensive automation) depending on complexity and client volume. Consider the ROI:
We provide a detailed ROI analysis during your demo using your actual client volume and billing rates.
We start with a 90 day pilot with clear success metrics (document completion rates, time saved, client satisfaction, cashflow improvement). After that, ongoing service is month to month. Cancel anytime with 30 days notice. No long term lock in.
Absolutely. We build the system around your specific firm culture, services, and client base. Custom organizers by entity type, personalized reminder cadences, branded emails and SMS, escalation rules by service line, etc. You review and approve all messaging before launch. Post launch updates typically take 24 to 48 hours.
We report on workflow metrics that most firms don't currently measure:
Monthly dashboard included with all plans.
Sources: Industry benchmarks from Financial Cents, Karbon, and AICPA
Yes. We build systems compliant with the FTC Safeguards Rule and GLBA requirements. All client data is encrypted in transit and at rest. We support MFA, implement role-based access controls, maintain comprehensive audit logs, and provide documentation for your WISP. Our infrastructure meets or exceeds the security standards required for tax preparers and accounting firms.
That's exactly when it matters most. The AI handles call volume spikes, sends document reminders automatically, and manages client follow ups 24/7 without getting overwhelmed. Many firms launch automation 4 to 6 weeks before busy season starts to smooth the peak and start work earlier. The system scales instantly with no hiring, training, or overtime needed.
Select one high impact workflow (new client intake, PBC automation, W‑9/1099 collection, or accounts receivable reminders), and we build it specifically for your firm. Launch a monitored pilot program and track measurable metrics: document completion rates, time saved, and client satisfaction.
Safeguards Rule compliant. Custom build, not off the shelf.
No system replacement. 90 day pilot with 30 day cancellation.