The Back-Office System Accounting Firms Actually Need

We install the systems that collect documents, onboard clients, and follow up — so the work moves without you chasing it.

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Today — what needs you Example
6drafts waiting — approve in one click
27files ready to prepare
1statement that didn't balance
3 document reminders drafted — Rivera, Chen, OkaforApprove all 3
Lindqvist Carpentry — 9 days in "Preparing" (limit 5)Stuck
Okafor household asked a question before approvingQuestion

How the System Runs Without You

Right now, every request, reminder, and status check runs through you. We install a system that does the tracking and drafting every day — your team approves, and you stop being the bottleneck.

STEP 1

Clients get their list

Each client gets their own document list and upload link. Firms on TaxDome or CCH keep their portal.

STEP 2

Reminders are drafted for you

The system tracks who's missing what and drafts every reminder from your template. Approve the whole batch in one click.

STEP 3

Files land in the right folder

Uploads go to the client's folder in your firm's own Microsoft account, and items tick off as they arrive.

STEP 4

Work moves on one board

Each file moves through stages with day limits. Anything stuck turns red. You step in only when something needs a decision.

Without the system

  • You write the reminders
  • Your team asks you where things stand
  • Tax returns go out as email attachments
  • Work stalls when you're out of the office

With the system

  • Reminders are drafted — approve the batch in one click
  • Every file's stage is on one board
  • Files move through secure folders your firm owns
  • Anyone on staff can approve, so work keeps moving when you're out

What We Install

Start with client documents. Add the rest when you're ready — each part works with the next.

Start here

Client Documents

Every client's list in one place. Who's missing what, at a glance.

  • Reminders drafted from your template — approve them in one click
  • Clients explain missing items, so those stop being chased
  • Works alongside TaxDome or CCH — keep your portal
3–6 hrs/weekback for your team

Engagement & Onboarding

Engagement letter from your own template, signed online, deposit paid by card or e-Transfer. Then the client's folder and welcome email are set up.

No chasing signatures or deposits

Firm Board

Each service gets a board with stages and day limits. A file moves on only when its checklist is done, and stuck files turn red.

See every file's stage without asking

New Client Inquiries

Website, phone, and email inquiries land in one list with a fit score. Approve a reply with a booking link — or a polite no.

Only good-fit clients get your time

Add-ons

Statement Desk

Bank and card statements read by fixed rules — saved only when they balance to the cent.

Cross-Border Desk

FBAR highest balances per account and days in each country, built from the same statements.

Monthly Bookkeeping

Who's missing which month, a month-end checklist, and a page where clients answer “what was this charge?”

  • Every email is a draft a person approves — sent from your own mailbox and logged
  • No AI at run time — documents are read by fixed rules
  • Your data stays in your firm's own Microsoft account
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Nathan Hanson

Nathan Hanson

Founder, 4Autom8AI

Former IT Manager inside a tax firm · 10+ years in systems, cloud, and cybersecurity

AWS Certified
Azure Certified
Microsoft Certified
10+ Yrs Systems & Cloud
My story

Why I Build This

My wife ran a tax firm. During tax season, I'd pick her up at 4 a.m. — then drive her back at 6 a.m. to do it all over again.

Her staff worked just as hard. They had good software, but none of it talked to each other. So the hours went to the busy work in between: chasing documents, re-typing information, and checking who had what.

She has since sold the firm, and I went deeper into cloud and cybersecurity. But she still talks with firm owners, and I keep hearing the same thing: tax season is still brutal.

So I started looking at where the work actually gets stuck — and building the systems that take that busy work off your team.

Book a 30-Minute System Review Watch my story (2 min)

Frequently Asked Questions

How long until I see results? +

Most systems go live in 7–14 days. From the first week, reminders are drafted for you and your team sees who's missing what in one place.

Is this for my industry? +

We work with small accounting and tax firms — usually 6–20 people, owner- or partner-led. If tax season buries your team in follow-up, it's built for you.

Do I need technical skills? +

No. We build, install, and manage the system. Your team uses a simple dashboard, and clients just click a secure link.

Can I start with just one system? +

Yes. Most firms start with document collection, then add onboarding or tax season support. Each system connects to the ones you add later.

We already use a client portal — why do we need this? +

Keep it. TaxDome or CCH stays where clients upload. We keep each client's list, show who's missing what, and draft the reminders — with links to your portal.

Does anything get sent without us? +

No. Every email is a draft that someone on your team approves. It goes out from your firm's own mailbox, and every send is logged with who approved it.

Where does our client data live? +

In your firm's own Microsoft account — the database, SharePoint folders, and mailbox. You can export everything to Excel any time.

Is this just another software subscription? +

No. We build and configure custom automation for your firm. You're not buying a tool — you're getting a system installed and managed for you.

Ready to Stop Being the Bottleneck?

Book a free 30-minute system review. We'll map where your time goes and whether a system fits your firm.

What is your biggest operational bottleneck?

Which systems are you interested in?

Project Details

Last thing, how do we contact you?