AI Automation for Accounting Firms
Your Team Is Doing $15/Hour Data Entry on a $150/Hour Schedule
Accounting firms lose hundreds of billable hours to manual intake, document chasing, and data entry. Everglade automates the back-office grind so your staff focuses on advisory work.
Sound familiar?
Tax Season Turns Your Office Into a War Room
From January to April, your staff is buried under 200+ client intake packets, missing W-2s, and last-minute K-1s. Clients email documents to the wrong address, drop off shoeboxes of receipts, and call daily asking 'is my return done yet?' Your senior accountants spend 30% of their time on admin instead of billable review work.
You're Chasing Clients for Documents They Should Have Sent Weeks Ago
Every year, the same story: you send a document request list in November, follow up in January, follow up again in February, and half your clients still haven't sent their 1099s by March 15. Your staff spends 6-8 hours a week on follow-up emails and phone calls that could be automated entirely.
Manual Data Entry Is Eating Your Margins
A bookkeeper spends 45 minutes keying in receipts and bank statement data for a single client's monthly books. Multiply that by 80 clients and you've got a full-time employee doing nothing but copy-paste work. At $25/hour fully loaded, that's $52,000 a year spent on work a machine handles in seconds.
Client Onboarding Takes So Long You Cap Your Own Growth
Bringing on a new client means collecting engagement letters, W-9s, prior-year returns, QuickBooks access, and bank authorization forms. The back-and-forth takes 2-3 weeks on average. During busy season, your team stops taking new clients entirely because onboarding alone would sink them.
What we automate for accounting firms businesses
Custom-built systems, live in 14 days. No templates, no generic tools.
Automated Client Intake and Document Collection
New clients get a branded intake portal with smart forms that adapt based on entity type. Sole prop? They see Schedule C questions. S-Corp? They get officer compensation and shareholder basis fields. Missing documents trigger automatic reminders on a schedule you set. Your staff never sends another 'just following up' email.
AI-Powered Data Extraction from Receipts and Invoices
Clients upload receipts, invoices, and bank statements to a secure portal. AI reads the documents, categorizes transactions, and maps them to your chart of accounts. Your bookkeepers review and approve instead of typing. A 45-minute data entry job becomes a 5-minute review.
Client Communication on Autopilot
Return status updates go out automatically as you move through your workflow stages. Deadline reminders for estimated payments, extension filings, and document due dates fire without anyone lifting a finger. Clients book their own appointments through an online scheduler synced to your team's calendar.
CRM and Workflow Automation for Your Client Pipeline
Every prospect inquiry gets an instant response with your service menu and pricing. Leads are scored by revenue potential and routed to the right partner. Engagement letters go out for e-signature automatically. Your pipeline moves from first contact to signed client without a single manual step.
Frequently asked questions
Is client data secure with your automation tools?
Yes. All data is encrypted in transit and at rest. Document portals use bank-level TLS encryption, and we never store sensitive tax documents on third-party servers without SOC 2-compliant infrastructure. We work with your existing security policies and can sign a BAA if needed.
How does this integrate with our existing tax and accounting software?
We build integrations with the tools you already use: QuickBooks, Xero, Drake, Lacerte, UltraTax, Karbon, and most major practice management platforms. If your software has an API or accepts CSV imports, we can connect it. No rip-and-replace required.
How long does it take to get set up, especially if we're mid-tax-season?
Most firms are live within 7-10 business days. We handle the configuration, test everything with sample client data, and train your team. If you're mid-season, we can deploy in phases, starting with document collection automation so you get immediate relief where it hurts most.
What does this cost compared to hiring another bookkeeper or admin?
A full-time bookkeeper costs $45,000-$65,000 annually with benefits. Our automation handles the equivalent workload for a fraction of that, and it doesn't call in sick during March. Most firms see a positive ROI within 60 days based on time savings alone.
Will our older clients be able to use the document portal?
The portal is designed to be as simple as possible. Clients get a text or email with a single link, tap to upload photos of documents from their phone, and they're done. No app to download, no account to create. We've seen 70+ year-old clients adopt it without a single support call.
What's Next?
Book a free 30-minute strategy call. We'll show you a live system built for your industry, with exact scope, timeline, and price.
Book a Free Strategy CallLearn more