Accounting firm IT and automation in Puerto Rico
Client documents collected without the chase, receipts entered for you, and every Hacienda deadline tracked. We build it, run it and keep your clients' financial data protected.
Where an accounting firm's season goes
- 01
The chase
Much of tax season is asking clients for the same documents again, and still missing a W-2PR or a 480 the week of the deadline.
- 02
The retyping
Receipts, invoices and bank statements arrive as photos and PDFs, and someone keys them into QuickBooks line by line.
- 03
A different calendar for every client
IVU returns, estimated payments, payroll filings, annual returns. Each client has its own dates, usually in one person's spreadsheet.
- 04
Sensitive files in too many places
Tax returns and bank records sit in email attachments, shared drives and personal laptops, with no clear record of who can open what.
The year has a rhythm, and January sets it
From January on, an accounting firm runs on other people’s paperwork. Clients send documents a few at a time, by email, WhatsApp or envelope. Staff send reminders, then more reminders. When the documents finally arrive, someone types them into QuickBooks.
The rest of the year has its own calendar: IVU returns in SURI, estimated payments, payroll filings, year-end closings. Each client has a different mix of dates, often in a spreadsheet only one person fully understands.
The leak isn’t the accounting. It’s the hours in between: asking, waiting, retyping and checking dates.
The same January, with the chase handled
Picture next season without the busywork. Each client receives a checklist of exactly what you need, with a secure upload link. Reminders go out on a schedule you set, in Spanish or English. A simple dashboard shows who is complete, so your staff only calls the clients who actually need a call.
Receipts and invoices arrive in QuickBooks as drafts. Bank transactions are matched before anyone sits down to reconcile. Your team spends the season reviewing and advising, the work clients pay a CPA for. That’s accounting automation in practice: less typing, more checking.
Build it in the quiet months
We suggest starting after filing season. We spend time in your office and pick the step that costs the most hours. We build it into your existing tools and test it with a few clients before the next season. Meanwhile we take over your IT and the security of your client files. If you’d rather see the whole picture first, a consulting assessment gives you a ranked plan before anything is built.
What we automate and manage for accounting firms
Document requests and reminders
Each client gets a personal checklist and polite reminders until everything is in. You see at a glance who is missing what.
Receipt and invoice entry
Documents read and entered into QuickBooks as drafts, coded by your rules, for your staff to review and approve.
Deadline tracker
Every client's Hacienda and IRS dates in one place, with reminders to your team and to the client.
Reconciliation prep
Bank transactions matched ahead of time, with anything unusual flagged for a person to review.
Secure document upload and backups
One safe place for clients to send documents instead of email attachments, and workstations backed up before the rush.
Protecting your clients' financial data
Your files hold Social Security numbers, bank accounts and tax returns, which makes an accounting firm a target. We set up multi-factor sign-in, encrypted devices, secure uploads and backups tested before tax season, not during it. We can help you document these safeguards in the written security plan the IRS expects tax preparers to keep. We don't give tax or legal advice: your obligations with Hacienda and the IRS stay with you and your advisors.
Typical results
40–60
hours back each tax season
Typical for an accounting firm with 5–15 staff
Staff often spend the season chasing documents by phone and email. Automatic requests and reminders with a secure upload link typically give back 40–60 hours in the first season.
Typical range for a business this size, not a guarantee. Your results depend on where you're starting from.
Services for your industry
Questions CPAs ask us
What if the automation enters a number wrong?
It can misread a blurry receipt, which is why entries arrive as drafts. Your staff approves them, and the tool flags anything it isn't sure about. Over time, you correct less and approve more.
When is the best time to start?
After filing season. The quieter months let us build and test without getting in your way, so everything is ready before the next rush. Urgent problems, like a security issue, we handle right away.
Can clients send documents from their phone?
Yes. Each client gets a secure link and can upload a photo or PDF from their phone. Tax documents stop traveling by email and WhatsApp.
Can you tell us whether our firm meets IRS security requirements?
We can review your setup, close the gaps we find and help you write down your safeguards. Whether your firm meets a specific legal requirement is a question for your attorney or professional advisor.
Let's talk about your business.
A 20-minute call. No sales pitch. You'll leave with at least one idea you can use.
Free first call, no obligation. In English or Spanish.