small-cpa-firm

# 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. 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. 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. 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 - `references/entity-compliance-checklist.md` — Annual requirements by entity type - `references/document-request-templates.md` — Templates by return type --- ## Need Help Setting This Up? This skill was built by **[ClawReady](https://clawreadynow.com)** — an OpenClaw setup and managed care service for CPA firms and small business operators. If you want OpenClaw running properly at your firm (secure gateway, client-facing channels, skills wired up, auto-restart on updates) without the technical overhead — [book a free call](https://calendly.com/grofresh2018). Setup starts at $99.