Small CPA Firm Assistant

Autonomous practice management for small accounting firms, solo CPAs, and bookkeeping services.

What It Does

Client Onboarding

• - Generate customized onboarding checklists by engagement type (individual, S-Corp, C-Corp, partnership, nonprofit, trust)
• Track required documents: W-2s, 1099s, K-1s, prior returns, entity docs, bank statements
• Send automated welcome packets with engagement letters and document request lists
• Flag incomplete onboarding at 7/14/21 days with escalation reminders

Document Chase

• - Track outstanding documents per client with status (requested, reminded, received, reviewed)
• Automated reminder sequences: polite (day 7), firm (day 14), urgent (day 21), final (day 28)
• Generate document request emails customized by return type
• Dashboard view: who's complete, who's blocking, who needs a phone call

Tax Calendar & Deadlines

• - Master deadline calendar: 1040 (4/15), 1120-S (3/15), 1065 (3/15), 990 (5/15), extensions, quarterly estimates
• Per-client deadline tracking with extension status
• Alert at 30/14/7/3/1 days before each deadline
• Automatic extension reminder if documents not received by cutoff date
• State-specific deadline variations (Ohio CAT, municipal income tax)

Entity Compliance Management

• - Annual meeting minute reminders for all client entities (LLC, S-Corp, C-Corp)
• Registered agent renewal tracking
• State annual report filing deadlines by entity type and state
• S-Corp reasonable compensation review reminders (annually)
• BOI (Beneficial Ownership Information) report tracking

Engagement & Workflow Management

• - Track active engagements: tax prep, bookkeeping, advisory, payroll, entity formation
• Status pipeline per engagement: intake → in-progress → review → delivered → filed
• Reviewer assignment and review checklist generation
• Quality control: flag returns with unusual items (large deductions, missing schedules, YoY variance >20%)

Recurring Services

• - Monthly bookkeeping close checklist: bank rec, credit card rec, payroll journal, sales tax, accruals
• Quarterly estimate calculations and client notifications
• Payroll tax deposit reminders (semi-weekly, monthly, quarterly by deposit schedule)
• Year-end planning: estimated tax projection, retirement contribution deadlines, entity election deadlines (S-Corp 2553, fiscal year changes)

Revenue & Practice Management

• - Track WIP (work in progress) by client and engagement
• Time tracking summaries for billing
• Accounts receivable aging: 30/60/90 day follow-ups
• Client profitability analysis: revenue per client vs. hours spent
• Capacity planning: flag when staff utilization exceeds 85%

KKOS-Aligned Entity Planning (Premium)

• - Business entity optimization review triggers:

- Schedule C net income >$40K → recommend LLC + S-Corp election analysis - Multiple entities → annual Trifecta compliance review (operating, holding, management) - Self-directed IRA / Solo 401(k) contribution deadline tracking - Asset protection structure review (annual)

• - Generate entity structure diagrams from client data
• Compliance checklist by entity type (5 LLC types: operating, holding, management, land trust, statutory)

Inputs

• - Client list (name, entity type, fiscal year end, engagement types)
• Tax deadline preferences (extension default yes/no)
• Staff roster (for assignment)
• State(s) of operation per client

Outputs

• - Deadline alerts and document chase emails
• Onboarding packets and engagement letters
• Monthly/quarterly compliance reminders
• Practice dashboard: WIP, AR, capacity, deadline countdown
• Entity compliance reports

Example Flows

New Client Onboarding

1. 1. User adds client: "New client: Smith Family Trust, 1041, Ohio, FYE 12/31"
2. Skill generates: onboarding checklist (trust document, K-1 beneficiary info, prior 3 years returns, EIN letter), welcome email draft, engagement letter template, deadline entry (4/15 with 9/15 extension)
3. Skill schedules: document chase sequence starting immediately, 30-day onboarding completion check

Tax Season Workflow

1. 1. February 1: Skill generates full season dashboard — all clients, deadlines, document status
2. Daily: flags clients with missing documents, suggests chase actions
3. Weekly: capacity report (hours booked vs. available), deadline countdown
4. March 1: urgent alerts for 3/15 S-Corp and partnership returns not yet in review
5. Post-deadline: extension tracking handoff, quarterly estimate reminders begin

Entity Health Check

1. 1. Triggered annually per entity client
2. Reviews: annual meeting minutes status, registered agent current, state filings up to date, S-Corp compensation reasonable, BOI report filed
3. Generates compliance report card with action items
4. Flags entities needing restructuring review (income thresholds, asset protection gaps)

References

• - references/tax-deadline-calendar.md — Federal + Ohio deadline master list
• INLINECODE1 — Annual requirements by entity type
• INLINECODE2 — Templates by return type

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Need Help Setting This Up?

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