For tax, accounting and professional offices The paperwork piles up faster than anyone can file it.
CPA firms, tax preparers and insurance agencies get documents from everywhere, and someone has to open, name and file every one. We build tools that do the first pass and hand your staff only the ones that need a person.
Dustin Lifford, Kingsport. The person you call is the person who builds it.
Sample filing queue, tax office
Made-up details
Today's incoming documents
- scan_0042.pdf2025 W-2, client AFiled
- 1099 maybe.pdfBrokerage 1099-B, client AFiled
- IMG_2231.jpgToo blurry to readSent to a person
Flag. One photo was blurry, so it went to a person instead of a guess.
1 file needs a person
Track record, in short
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We start with the filing problem. The first request that came through this site was from a local CPA firm with exactly this problem: PDFs that had to land in the right client folder, with a person confirming the filing.
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Data flow in writing. Every project starts with a one-page data flow.
Where a busy office's day actually goes.
Everything arrives as scan_0042.pdf.
Faxes, portal uploads, email attachments, and phone photos, none of them named for what they are.
Missing items are found late.
The one document that never came turns up missing when the work is already half done.
Nobody closes the loop.
Forms requested, signatures pending, documents promised. Each one waits on someone remembering to check.
The phone does the reminding.
“We still need your form” calls eat the morning.
Watch a stack of incoming documents get sorted.
A sample stack from a tax office. Every file and name here is made up.
What came in
- Incoming
- scan_0042.pdf
- Incoming
- IMG_2231.jpg
- Incoming
- Fwd: stuff for taxes.pdf
- Incoming
- 1099 maybe.pdf
- Incoming
- doc(3).pdf
Sample data. Nobody here is a real client.
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Dropped in one placePerson
Staff drop everything into one inbox folder. That's their whole job in this step.
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Read and renamedAutomated
Each file is read and renamed: 2025 W-2 for client A, 1098 mortgage interest, brokerage 1099-B, and so on.
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Matched and flaggedAutomated
Four files match a client folder. One blurry photo goes to a person instead of a guess. The client's organizer shows a 1099-INT still missing.
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Staff reviewPerson
A person handles the one file the tool wasn't sure about, then approves the rest.
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Filed and loggedAutomated
Everything is filed to your system with a log line for each move: what, where, when, and who approved it.
How the work split
3 steps automated. 2 kept with a person. The unsure file went to a human, which is the whole point.
Is this worth automating for you?
Two questions, your own numbers. If the answer is that it isn't worth paying for, we'll say that too.
Incoming client documents to name and file
Pick both to see a range.
Book 15 minutesAssumes 48 working weeks. This is time spent on the task now, not a promise of time saved. A tool usually takes a share of it, not all.
What we'd build for an office.
Every project starts with a written data flow. The tools come after the privacy questions are answered.
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Document intake and filing
Incoming files read, renamed, and matched to the right client, with unsure ones routed to a person.
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Reminder texts and emails
“We still need your form” messages sent on schedule, in your office's voice.
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Missing-item tracking
A running list of what was requested and never came back, so the gap gets closed before it costs you.
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A written data flow
Where data goes, who can see it, and which vendors touch it, on one page your compliance person can check.
Connects to your tax or accounting software where it allows, or to the folder and inbox it already exports to.
Privacy comes before the tool, every time.
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No client financials in consumer AI accounts
Tax documents and account numbers go only to business services configured for them, or to tools inside your own network.
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It fits your written security plan
Tax preparers are required to keep a written information security plan. Everything we build comes with a data flow page you can add to it.
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Tax judgment stays human
Tools sort and draft. Tax positions and client advice stay with your licensed staff.
Why offices call us.
We start with the filing problem.
The first request that came through this site was from a local CPA firm with exactly this problem: PDFs that had to land in the right client folder, with a person confirming the filing.
We write the data flow down.
Before a tool runs, you get a plain page showing where every file goes and who can see it. Your compliance person should be able to read it without us in the room.
Local, and answerable.
Dustin is in Kingsport. When something needs adjusting, you call or text him, not a ticket queue.
Questions offices ask first.
We're a tax office. How does this fit our security plan?
Tax preparers have to keep a written information security plan under the FTC Safeguards Rule. You get a data flow page for each tool, written so it can go straight into that plan.
Can it connect to our tax software?
Sometimes directly, sometimes through the folder or inbox it already exports to. We check before quoting and tell you plainly if a connection isn't worth it.
What does it cost?
Most office projects are scoped at a flat rate after a free 15-minute call. The first-step tool on our homepage shows typical ranges for each kind of project.
Often paired with
Sound familiar? See first steps for documents piling up, or find your own first step.
See it in practice
- From the LabThe File Name Problem
Setting up AI to suggest names and folders for scanned PDFs, with a person approving each file.
- From the LabHow AI Can Help Local Offices Handle the Daily Paperwork Pileup
Turning call notes, voicemails and email threads into drafts for front desk staff to review.
- From the LabHow We Handle Your Data
How we think about client data on a project, and what not to send through a website form.
Want to talk it through?
Call, text, or pick a time. The first conversation is free.
Please don't send confidential, medical, or financial details by text or form.