System No. I · Revenue Recovery Bundle
AR Collections Agent
Automated 30/60/90-day recovery sequences. Aged invoices collected without partner time.
Outstanding AR
$84,210
↓ $12,480 this month
Recovered (30d)
$38,920
+ 14 invoices
Active Sequences
47
across 23 clients
Partner Time Saved
22 hrs
~ $4,400 / mo
Aging Breakdown
Export →
0–30 $35,360
30–60 $23,580
60–90 $15,150
90+ $10,120
| Client | Invoice | Amount | Aging | Status |
|---|---|---|---|---|
| Hartwell & Co. | #INV-4218 | $4,820 | 52 d | Sequence 2/4 |
| Maren Logistics | #INV-4187 | $12,400 | 78 d | Escalation |
| Brixley Holdings | #INV-4204 | $2,150 | 14 d | Paid · today |
| Oak & Vance LLP | #INV-4156 | $8,640 | 96 d | Final notice |
| Sundial Properties | #INV-4221 | $3,300 | 28 d | Sequence 1/4 |
| Northway Dental | #INV-4198 | $1,950 | 9 d | Not yet due |
No invoices match your search.
Collections health
On trackAvg. days to pay38 d ↓
Recovery rate (90d)91%
Disputed / on hold$6,200
Next actions · today
6 queuedSend Day-30 follow-up · Hartwell09:00
Partner escalation · MarenReview
Final notice · Oak & VanceApprove
Compliant by design
FTC Safeguards Rule · access-controlled
No tax-return data used for collections (IRC §7216)
Full audit log of every client touch
Console uses illustrative sample-firm data.
Recovery Sequence · Hartwell & Co.
Day 52
✓
Day 0
Friendly reminder
Soft tone, payment link inline
Mar 14
✓
Day 30
First follow-up
CC's billing contact & AP lead
Apr 13
3
Day 60
Escalation · partner-tone
Routes to partner if no reply in 3 days
May 13
4
Day 90
Final notice + hold
Service hold flag pushed to PM system
Jun 12
Last sent · auto-drafted reminder
View thread →
To: j•••••@hartwellco.com
From: billing@yourfirm.cpa
From: billing@yourfirm.cpa
Apr 13 · 09:14 AM
Friendly nudge on invoice #4218
Hi Jane –
Just a quick note that invoice #4218 ($4,820) from March 14 is now 30 days past due. I wanted to reach out before it ages further. You can settle it in one click here: [secure payment link]
If there's anything on our end, a missing PO, a credit, or a question on the work, just hit reply and I'll route it to your partner-in-charge same day.
– Hartwell billing assistant, on behalf of the partner team
Every draft is reviewable before send. Tone, cadence, and escalation thresholds are partner-controlled.
Accounting integrations
Live syncQuickBooks Online
Xero
Sage Intacct
NetSuite
Stripe
Read-only sync of invoice + payment status. Northstone never initiates payments or moves funds. The agent drafts outreach only.
Guardrails & compliance
Partner-set✓
Max 1 outreach / 7 days per contact
FDCPA-aligned cadence limits, even for B2B
✓
Partner approval before final notice
No service-hold flag sent without sign-off
✓
Client data encrypted at rest & in transit
GLBA Safeguards · SOC 2 Type II hosting
System No. II · Revenue Recovery Bundle
AI Voice Agent
24/7 inbound call coverage trained on your firm. Every prospect captured during tax season.
Calls today
28
+ 6 vs. yesterday
Avg. pickup
1.4 s
no hold queue
Bookings (30d)
73
19 from after-hours
Voicemails sent
0
zero missed leads
Live transcript · in progress
Recording+1 (415) 555-••42Inbound · 00:02:17 · new prospect
QualifyingAgent
This is the after-hours line for the firm. Are you calling about a new engagement or an existing matter?
Caller
Yeah, hi, I'm looking for a CPA for my dental practice. We just got our K-1s and our current accountant is unreachable.
Agent
Understood. We work with dental and medical practices regularly. To make sure the right partner reaches out, roughly what's the annual revenue, and how many entities?
Caller
About $2.4M, one S-corp, one holding LLC.
Agent
Perfect, I'll book you with the partner who leads our practice clients. Tuesday at 10:30 or Wednesday at 2:00?
Live qualification
Auto-capturedPractice typeDental · single location
Annual revenue~$2.4M
EntitiesS-corp + holding LLC
Routing toPartner · booked
Call disclosures
Played✓
Recording & AI-assistant notice
Two-party-consent states honored before record
✓
No tax advice given by agent
Scope limited to intake & scheduling only
Recent calls · today
Export log →
09:42
+1 (415) 555-••42
New prospect · dental practice
02:17
Qualifying09:18
Maren Logistics
Existing client · billing
01:48
Routed08:55
+1 (212) 555-••93
New prospect · S-corp tax
03:22
Booked Tue 10:3008:11
+1 (646) 555-••88
New prospect · 1099 question
04:05
Booked Wed 14:0007:33
Brixley Holdings
Existing · doc request
01:12
Resolved23:48
+1 (415) 555-••07
After-hours · new prospect
02:54
Booked Mon 09:00No calls match your search.
Caller numbers are masked in the console. Full numbers are access-controlled and visible only to authorized staff (GLBA Safeguards).
This week · partner calendar
14 bookingsMon
Tue
Wed
Thu
Fri
Sat
Sun
12
13
14
15
16
17
18
Consult
New engagement
System No. III · Revenue Recovery Bundle
AI Lead Generation & Marketing
Targeted campaigns, qualification, and booked consultations, built for the firms a CPA actually wants.
Qualified leads (30d)
142
+ 28% MoM
Booked consults
37
AI-screened first
Cost / qualified lead
$48
blended
Pipeline value
$284K
est. annual
30-day funnel · all campaigns
Slice by campaign →
Reached
100% baseline
Engaged
13% of reached
Call requests
32% of engaged
Qualified
72% AI-screened
Booked
26% of qualified
Channel mix
30 daysLinkedIn outbound58%
Email29%
Referral / paid13%
Outreach uses publicly-listed business contacts only. CAN-SPAM opt-out honored on every send.
Active campaigns
+ New
Small-business owners · 1099-heavyLinkedIn outbound · 1,400 contacts
Replies
68
Booked
14
Dental & medical practicesEmail · 2,200 contacts
Replies
94
Booked
17
Real-estate investors · multi-entityLinkedIn · 940 contacts
Replies
42
Booked
6
Restaurant & hospitality groupsPaid · landing v3
Replies
–
Booked
–
No campaigns match your search.
Pipeline · qualified prospects
Sync to CRM →
| Prospect | Type | Revenue band | Source | Score | Status |
|---|---|---|---|---|---|
| Northgate Dental Group | Dental · 4 locations | $3.2M | 92 | Booked Tue 10:30 | |
| Cedar Ridge Construction | Construction · S-corp | $6.1M | 88 | Replied | |
| Marlowe Property Group | Real estate · 9 entities | $4.4M | 85 | Booked Wed 14:00 | |
| Helix Orthodontics | Dental specialty | $2.1M | Referral | 81 | Qualifying |
| Brightline Hospitality | Restaurant group · 5 units | $8.6M | Outbound | 79 | Nurturing |
No prospects match your search.
System No. IV
Document Processing
Intake triage and compliance auditing. Engagement letter to filed return, automated and auditable.
Docs processed (30d)
1,284
+ 312 vs. last 30
Auto-extracted fields
~96%
human-reviewed
Compliance flags caught
47
before partner review
Avg. turnaround
3.4 hrs
vs. days, manual
Today's intake queue
Configure routing →
| Client | Doc type | Pages | Received | Routed to | Status |
|---|---|---|---|---|---|
| Hartwell & Co. | W-9 | 1 | 09:42 | S. Patel | Extracting |
| Maren Logistics | 1099-NEC (bundle) | 28 | 09:31 | R. Cho | Indexed |
| Brixley Holdings | Bank statements Q1 | 112 | 09:18 | – | Reconciled |
| Oak & Vance LLP | K-1 (5) | 42 | 08:55 | D. Romero | Variance flagged |
| Sundial Properties | Engagement letter | 3 | 08:11 | Auto | Countersigned |
| Northway Dental | Receipts batch | 87 | 07:48 | R. Cho | Pending OCR |
No documents match your search.
Tax data handling
IRC §7216 consent verified before any disclosure
SSN / EIN masked at rest · PII tokenized
Immutable audit trail per document
Live intake · W-9 from Hartwell & Co.
ExtractingForm W-9
Request for Taxpayer Identification Number & Certification
1. Name: Hartwell & Company, LLC
2. Business name: Hartwell & Co.
3. Tax classification: Limited Liability Company (S)
4. Exemptions: Payee code: 5
5. Address: 1840 Northgate Blvd, Suite 200
6. City, state, ZIP: Sacramento, CA 95833
Taxpayer ID (EIN): ••–••••918 Masked · §7216
Signature: J. Miller (digital) Date: 04/13/2026
Compliance checks · this return
6 of 7 passing✓
Engagement letter signed
v.2026.03 · executed Mar 4 · stored in audit log
✓
ID verification (CIP)
Government ID matched · OFAC clear
✓
§7216 consent on file
Explicit disclosure consent · expires 12/31/2026
!
Prior-year return reconciliation
Schedule C income variance >15%, partner review queued
✓
K-1s received (3 of 3)
All pass-through entities matched to source returns
✓
FBAR threshold check
Foreign accounts < $10K aggregate · no FinCEN 114 required
Routing rules
Partner-setW-9 / 1099 forms→ Tax ops queue
Bank statements→ Bookkeeping · auto-reconcile
K-1 with variance >15%→ Partner review
Engagement letters→ Auto-countersign + file
Data-handling rules
Enforced✓
Auto-mask SSN, EIN & bank numbers
Tokenized on ingest · unmask requires authorization
✓
No §7216 disclosure without consent
Documents quarantined until consent verified
✓
Retention & destruction schedule
Per firm policy · 7-year default · logged purge
System No. V
Client Orchestration Agent
Proactive status updates and milestone alerts, sent before the client asks for them.
Status updates sent (30d)
1,082
+ 240
"Where's my return?" inquiries
↓ 78%
vs. last season
Client NPS
+62
+ 24 pts YoY
Partner interruptions saved
28 hrs / wk
across team
Hartwell & Co. · 2025 Tax Year
3 of 6 milestonesMar 04 · 11:20 AM
Engagement countersigned
Auto-sent to client portal · countersigned page filed to audit log.
Mar 22 · 09:00 AM
Document checklist complete
17 of 17 source documents received and indexed. Sent confirmation + ETA.
Sent · SMS + EmailMar 22 · 09:00
Hi Jane, all 17 documents are in. Your return is moving into preparation; expect a draft for review by April 4. We'll text you the moment it's ready.
Apr 02 · 02:15 PM
Variance flagged · partner notified
Schedule C income variance >15% vs. prior year, partner D. Romero alerted before client noticed.
Apr 04 · scheduled
Draft return ready for client review
Will send portal link + 1-paragraph plain-English summary of variance from last year.
Apr 12 · scheduled
E-signature reminder · day 7
If unsigned 7 days after delivery, soft nudge with partner CC.
Apr 14 · scheduled
E-file confirmation + receipt
Filed-and-accepted notification with downloadable PDF copy + 2026 planning callout.
Client comms governance
No tax advice sent without partner sign-off
Sent over encrypted client portal · GLBA
Every message logged & reviewable
All clients · status snapshot
Filter →
| Client | Stage | Last touch |
|---|---|---|
| Hartwell & Co. | Draft review | 2h ago |
| Maren Logistics | Filed | 1d ago |
| Brixley Holdings | Intake | 4h ago |
| Oak & Vance LLP | Awaiting K-1 | 1d ago |
| Sundial Properties | Preparation | 6h ago |
| Northway Dental | Signed · pending efile | 3h ago |
| Cedar Ridge Construction | Onboarding | 30m ago |
No clients match your search.
Auto-drafted · ready to send
Awaiting partner OKDraft · Email to Oak & VanceCompose
Quick update: we're still waiting on K-1s from two of your pass-through entities (Pinegrove LP and Larkin Holdings). We've followed up directly with their accountants. Your return is otherwise ready; estimated filing 6 business days from receipt.
Drafts are status updates only, never tax positions or advice. A partner approves before anything sends.
System No. VI
Custom Dashboards & CRM
The visibility layer most firms have never had: AR aging, billable hours, and client status, pulled from the tools you already run.
AR over 60 days
$25,270
was invisible
Billable hrs · YoY
+ 11%
vs. same period
Active clients
214
live pipeline
Reports automated
9
no manual pulls
Practice health · this month
Live syncRealization rate92%
Utilization · staff78%
AR > 90 days12%
Returns in progress61%
Billable hours · partner view
YoY| Partner | This yr | Last yr | Δ |
|---|---|---|---|
| T. Batty | 1,840 | 1,710 | +8% |
| B. Harrison | 1,512 | 1,302 | +16% |
| Staff (avg) | 1,180 | 1,140 | +4% |
The year-over-year billable view most partners have never been able to see at a glance.
Compliant by design
Read-only sync · minimum-data principles
Access-controlled per role (GLBA Safeguards)
Hosted on your dedicated environment
Console uses illustrative sample-firm data.
Pulls from your stack
Read-onlyQuickBooks
UltraTax
Onvio
Xero
Asana
Stripe
Connected via API where one exists, or secure scheduled export where it doesn't (e.g. Onvio). Nothing leaves your environment unnecessarily.
Built around your firm
BespokeEvery dashboard is shaped to the metrics your partners actually decide on, the live AR-aging and timekeeping views we're deploying for firms now are examples, not a fixed template. If you can describe the number you keep guessing at, we can put it on one screen.
System No. VII
Custom Software, Automation & Agents
From simple automations between the tools you already run, to bespoke agents and full custom builds, for problems no off-the-shelf vendor solves.
Entry point
Automations
Connect your existing stack so it talks to itself. Triggers, hand-offs, and notifications wired across the tools you already pay for. No six-figure build required.
Zapiern8nMakeWebhooks
Mid
Custom Agents
Purpose-built AI agents for a specific job in your firm: a capacity dispatcher, a nexus monitor, a quarterly-insights drafter. The partner keeps the pen; the agent removes the typing.
AnthropicRoutingGuardrails
Full build
Custom Software
End-to-end systems designed around how your firm actually operates: engagement-to-filed orchestration, reconcilers, and more. Yours, built in-house.
Python · FastAPIPostgresSOC 2 hosting
How a build gets shipped
Shadow-mode first01
Watch the actual workflow
→
02
Model the agent & guardrails
→
03
Build · shadow · measure
We shadow the human doing the work and don't ship until the system matches or beats their accuracy, with a clean audit trail and a partner-controlled escalation path. Bring us a problem no vendor solves; we'll come back with a 1-page scope and a fixed-fee design phase before you commit.
Sample build · "Engagement-to-Filed" orchestration
In flightCore
Orchestration Agent
Intake
Engagement letter
Source
QuickBooks · Xero
Comms
Client portal · SMS
Output
Prep system · e-file
Trust
Audit log · §7216
Exception
Partner review queue
A purpose-built orchestrator that watches every active engagement, pulls source data from your bookkeeping stack, drafts client comms, queues exceptions for partner review, and writes everything to a tamper-proof audit log.
Stack we build on
Python · FastAPI
Postgres
Anthropic · OpenAI
Twilio
Plaid
QBO · Xero · Intacct API
SOC 2 hosting
Built recently · CPA firms
Multi-entity tax dispatcher: routes 800+ returns across 12 preparers by complexity, capacity, and partner relationship.
AR-aging + timekeeping dashboard: gives partners year-over-year billable visibility and live AR they never had.
Document-intake & §7216 audit agent: structured intake with consent verification before any disclosure.
Compliance review
Per sliceEvery build slice passes a compliance gate (§7216 data handling, GLBA Safeguards, and an audit-log requirement) before it ships to production.
Build · Tax
Multi-state nexus monitor
Watches client revenue, payroll, and property across states; flags new economic-nexus thresholds before they become a filing obligation.
Nexus rulesQBO APIGustoSlack alerts
Build · Audit
Workpaper drafter
Generates first-draft workpapers from source documents, ties tickmarks back to evidence, and queues judgment calls for the manager. Manager keeps the pen.
Caseware-compatibleOCRTickmark links
Build · Advisory
Quarterly insights agent
Reads each client's books at quarter-end and drafts a partner-tone advisory note: trends, anomalies, tax-planning prompts. Partner edits in 5 minutes instead of writing in 50.
Trend detectionAnomaly flagsPartner voice tuning
Build · Operations
Capacity dispatcher
Live view of preparer capacity. Routes new returns based on complexity, partner relationship, and current load, instead of partner-by-partner guesswork.
Capacity modelPM integrationRouting rules
Build · Tax
1099 batch-prep agent
Scans vendor payments across the year, drafts the 1099-NEC batch, and flags every payee missing a W-9 before the January deadline.
QBO · StripeW-9 matchingDeadline alerts
Build · Operations
Client onboarding agent
Takes a new client from signed engagement to active in hours: CIP checks, document checklist, §7216 consent, and portal setup, all sequenced and logged.
CIP · OFACConsent capturePortal setup
Advisory
Consulting
Strategy, automation roadmap, and ROI modeling, before a single line of code is written.
Week 1
Discovery & shadow
- Partner & manager interviews
- Workflow shadow sessions
- System & vendor inventory
Week 2
Process map & bottlenecks
- End-to-end engagement map
- Manual-touch quantification
- Compliance exposure points
Week 3
ROI model
- Labor & capacity baseline
- Per-system payback period
- Risk-adjusted scenarios
Week 4
Roadmap
- Sequenced 90-day plan
- Build / buy / partner calls
- Change-management plan
Week 5
Partner readout
- Full deck & appendices
- Live Q&A with partners
- Optional: build proposal
01
Workflow audit
End-to-end map of how an engagement moves through your firm today, partner touches, idle time, rework loops, compliance gates.
02
ROI model
A model your CFO can interrogate. Hours saved, AR recovered, leads captured, modeled against your real cost of labor, not a vendor average.
03
90-day roadmap
Sequenced plan with go/no-go gates. Where to start, what to defer, what to never build. Partner-facing & team-facing versions.
Inside the partner readout
IllustrativeIf we install the Revenue Recovery Bundle this quarter…
- →Recover $42K–$58K aged AR within 90 days
- →Capture every after-hours inbound call · est. 6–9 new engagements per quarter
- →A consistent booked-consult pipeline that doesn't depend on referrals
- →Compliance posture improves on FTC Safeguards & §7216 traceability
Illustrative model · year one
| Setup (Revenue Recovery Bundle) | $12,500 |
| Annual management | $21,000 |
| Total year-one | $33,500 |
| Modeled year-one return | $120K–$180K |
| ROI (conservative) | 3.6×–5.4× |
Figures illustrative. Your engagement is modeled on your real numbers in the audit.