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Busy Season System

Every slip and receipt, collected without a single chase.

Intake forms, engagement letters with e-signature, folders set up, document requests sent, reminders until everything is in. Then your team gets a nudge: the file is ready.

Book a free workflow audit

The problem

March is spent asking for the same documents twice.

Hands sorting paper receipts into a folder on a wooden desk
March 2801

Still waiting on T4s from 40 clients. Each one needs a personal email.

Monday, 9:10 am02

A senior preparer spends the morning renaming Scan_0043.pdf.

April 1403

A client swears they sent their T5. Nobody can find it.

April 2904

A file was complete for a week. Nobody noticed.

What's included

What you get.

  • Intake and onboarding forms on your domain
  • Engagement letters generated and e-signed
  • Folders, CRM and practice management set up per client
  • Document checklists by return type, with secure upload
  • Reminders on a schedule you approve
  • Uploads renamed and filed automatically
  • Staff notified when a file is complete
  • Missing-document view for partners

How it works

Step by step, inside your tools.

  1. 01

    Client signs up

    They fill in the intake form. The engagement letter goes out for signature.

  2. 02

    Workspace is created

    Folders, CRM record and job are set up, named your way.

  3. 03

    Documents are requested

    A checklist for their return type, with upload links and reminders.

  4. 04

    Files land in place

    Each upload is renamed, filed and ticked off. A person reviews anything unclear.

  5. 05

    Your team is told

    Checklist complete? The preparer gets one notification.

Works alongside the tools you already use

  • QuickBooks Online
  • Xero
  • TaxDome
  • Karbon
  • Dext
  • Microsoft 365
  • Google Workspace
Illustrative estimate

What this could look like

Illustrative only. An 8-person firm doing 600 T1s could remove most manual chasing and filing during busy season. Your numbers depend on your client mix and tools.

Reminder emails written by hand
Near zero
Documents renamed by hand
Near zero
Hours spent chasing
Mostly back

FAQ

Busy Season questions

Ready to set up the Busy Season System?

Thirty minutes. We'll show you how it fits your tools.

Book a free workflow audit

30 minutes. No pressure, no obligation.