New clients ready for the preparer in hours, not weeks.
Your preparers still own the filings. We do the first-touch reconciliation that used to take a junior a week.
A new client lands in the queue, and their paperwork becomes data.
The moment the engagement letter is countersigned, the client appears in the intake feed. Entity, industry, EIN, prior-year filings get pulled from the intake packet and the prior return in the same pass. Nobody opens an email to start the clock.
- 22 min ago Client #CL-4815 S-corp · HVAC services Onboarded
- 14 min ago Client #CL-4819 LLC · Single-member consulting Onboarded
- just now Client #CL-4821 S-corp · Construction subcontractor New
[Client name]
Entity
S-corporation (Form 2553 elected 2021)
Construction subcontractor (NAICS 238)
Operates in TX, OK, NM
Prior filings
2024 Form 1120-S filed by prior firm
TX Franchise Report filed 2024
Two shareholders of record
{ "entity_type": "s_corp", "industry_naics": "238", "home_state": "TX", "nexus_states": ["TX", "OK", "NM"], "shareholders": 2, "prior_year_return": "1120-S", "fiscal_year_end": "12-31", "payroll_system": "detected_gusto", "books_system": "quickbooks_online" }
Every source pulled in one pass.
Books, bank feeds, payroll, credit cards, prior-year return. Connected once, then ingested into a single staging ledger ready for reconciliation.
QuickBooks Online
14 months of journal entries, vendor list, customer list, fixed asset register
Operating bank feed
Two operating accounts, 18 months of transactions
Business credit cards
Three cards across two issuers, 14 months of statements
Payroll provider
12 months of payroll registers, quarterly 941s, state UI filings
Prior-year return PDF
2024 Form 1120-S with all schedules and K-1s extracted
Five sources collapse into one ledger, mapped to your firm standard.
This is the judgment-heavy step junior staff currently burn a week on. Duplicates merged, bank feed matched to books, prior-year balances tied out, every account routed to your firm's industry-specific chart. Conflicts get flagged for preparer review, never silently overwritten.
Every account on the client's books routed to your firm's construction-vertical COA. 11 ambiguous accounts surfaced with proposed mapping plus rationale.
Why this stage matters This is the first-touch reconciliation a junior preparer spends a week on. The system does it in minutes, with every decision logged and every conflict surfaced for the preparer instead of silently overwritten.
Every likely filing surfaced for preparer confirmation.
State, federal, and local. Each obligation comes with the rule it was derived from and an audit trail entry. Nothing is auto-cleared. The preparer confirms before anything is filed.
Form 1120-S (federal income, S-corp)
Required based on entity election. Flagged for preparer confirmation. Audit trail: rule fed.1120S.01, entity_type=s_corp.
Schedule K-1s (2 shareholders)
Required for each shareholder of record. Flagged for preparer confirmation. Audit trail: rule fed.K1.01, shareholders=2.
TX Franchise Tax Report
Home state, revenue above no-tax threshold. Flagged for preparer confirmation. Audit trail: rule state.TX.franchise.01.
OK and NM nexus filings (potential)
Activity detected in OK and NM. Nexus determination requires preparer judgment. Flagged for preparer confirmation, NOT auto-cleared. Audit trail: rule state.nexus.activity_detected.
Form 1099-NEC batch (subcontractors)
17 subcontractors above $600 threshold detected. Flagged for preparer confirmation. Audit trail: rule fed.1099NEC.threshold.
Local: city of operations occupational tax
Possible local obligation in primary city. Flagged for preparer confirmation. Audit trail: rule local.city.occ_tax.candidate.
A one-page brief routed to the preparer.
The assigned preparer opens a single document. Profile, reconciled trial balance, COA notes, the filing list awaiting their sign-off, and the open items that need a client touch.
Client #CL-4821 · Onboarding brief
S-corp · Construction subcontractor · FY 2025
Reconciliation summary
- 14 months of books reconciled to bank feed and credit cards
- Vendor list consolidated, 1099-eligible payees identified
- Payroll tied out to filed 941s within rounding
- COA mapped to firm construction standard, 94% auto-mapped
Items needing preparer judgment
- Prior-year retained earnings variance of $672 vs prior return
- 11 ambiguous account mappings with proposed firm-standard treatment
- 13 unreconciled transactions with proposed coding
- OK and NM nexus determination, activity detected but not confirmed
- All identified filings awaiting preparer confirmation
Open items for the client
- Provide W-9s for 3 subcontractors above 1099-NEC threshold without one on file
- Confirm physical activity in OK and NM (job sites, employees, equipment)
- Clarify two large owner draws coded as distributions vs reimbursements
Same preparers. The intake week disappears.
Your preparers still own every filing and every judgment call. They just stop spending a week per client on first-touch reconciliation.
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