Professional Services
AI Client Intake for Accounting & Tax Firms
Client documents are collected, checked, chased and filed, so staff spend tax season on the work itself.
Every filing season, accounting and tax firms lose hours chasing clients for missing payslips, statements and receipts. This edition collects client documents, checks them against a checklist for each service, and chases what is missing by email. Complete documents are filed to the right client folder in your practice platform or drive. Staff see each client's status on one board.
- Documents checked against a checklist for each service
- Automatic email chasers until missing items arrive
- Filed to the right client folder, with a staff status board
$4,400
20–30 working days
Optional maintenance $249/mo
What it is
AI Client Intake for Accounting & Tax Firms collects client documents and checks them against a checklist for each service. It chases anything missing by email. Complete documents are filed to the right client folder in your practice platform or drive. Staff see where every client stands on a status board. It is an edition of AI Client Intake.
Why businesses buy it
In a busy season, chasing documents can take more staff time than the returns themselves. Requests go out by hand, replies arrive in shared inboxes, and nobody is sure which clients are complete. This edition gives the whole firm one process: a checklist per service, automatic chasers and filing straight to the client folder. Staff focus on preparing work, not on paperwork. The Scope Card fixes the checklists, filing destination and testing in writing before you order.
Problems this solves
Staff spend filing season chasing clients for missing documents
An automated email chaser sequence asks clients for each missing item and stops once it arrives. Staff only step in when a client needs a personal call or reminder.
Documents arrive incomplete or as the wrong type
Each upload is checked for document type and completeness against up to six client-type checklists. Gaps show on the status board straight away instead of at preparation time.
Client files are scattered across inboxes and shared folders
Complete documents are filed to the right client folder in one destination. That can be Karbon, TaxDome, Xero Practice Manager, Google Drive or SharePoint, so nothing sits in inboxes.
A good fit if
Staff spend weeks of tax season chasing clients for missing documents by email and phone.
You already use checklists for services such as personal returns, sole traders, payroll or year-end.
Documents end up in inboxes and need filing to client folders by hand.
You work in Karbon, TaxDome, Xero Practice Manager, Google Drive or SharePoint.
Not the right fit if
You need general new-client onboarding for another kind of practice. See AI Client Intake.
You want data pulled out of the documents into structured fields. See AI Document Extraction.
Your main problem is chasing unpaid client invoices. See AI Accounts Receivable Agent.
You want text-message chasers as well as email. Add the SMS Channel Add-on to the order.
How it works
- We turn your existing document checklists into up to six client-type checklists, such as personal return, sole trader, payroll and year-end.
- Clients send documents in the usual way, and each one is checked for type and completeness against the right checklist.
- Missing items trigger an automatic email chaser sequence, written in your firm's voice and stopped once the item arrives.
- Complete documents are filed to the right client folder in one destination, such as Karbon, TaxDome or Xero Practice Manager.
- Staff see each client's status on a board, and alerts and errors go to the people you name.
- Before launch we run twenty tests on your sample client documents and share the results in a test report.
What you provide within 72 hours
Your portal lists these the moment you order. Delivery starts the working day after everything is in and your access is checked.
- Your existing document checklists and your engagement letter.
- Access to your practice platform or drive, shared by invite or a key you control, with API access where the platform offers it.
- Five to ten sample client document sets, using test data or with personal details removed.
- The people who should receive alerts and errors.
- Your business information (company basics, hours and brand voice), shared during intake.
- One decision-maker at the firm who approves the setup.
- An API key for your own AI model account (for example OpenAI or Google Gemini), created for this build with a spending limit.
The 72-hour rule. Send everything on your checklist, including access, within 72 hours of ordering so your build starts on time.
Timeline
Start
Intake verified; checklists, engagement letter and filing destination confirmed.
Weeks 1–2
Client-type checklists and document checks built on the Accounting & Tax templates.
Week 3
Email chasers, filing destination and the staff status board connected.
Weeks 3–4
Twenty test runs on your sample client documents, results in a test report.
Week 4
Your review and two rounds of changes.
Go-live
Live, recorded 45-minute handoff with staff guide, support starts.
| Option | Delivery time | Price |
|---|---|---|
| Standard | 20–30 working days | $4,400 |
| Express | 15–25 working days | $5,150 |
| Rush | 10–20 working days | $5,950 |
What you receive at handover
- AI Client Intake for Accounting & Tax Firms configured with up to six client-type checklists
- An automated email chaser sequence and document type and completeness checks
- Filing to one destination, such as Karbon, TaxDome, Xero Practice Manager, Google Drive or SharePoint
- A staff status board and staff guide
- A test report using your sample client documents
- The recorded handoff session and 30 days of post-launch support
Expected benefits and how to measure them
- Can reduce staff time spent chasing client documents
- Helps the firm see which clients are ready to start
- Makes filing consistent across every client folder
- Days from request to complete document set
- Compare request and completion dates from the status board with a sample of clients from last season.
- Staff hours spent chasing
- Ask staff to log chasing time for two weeks before launch and two weeks in the next busy period.
- Clients complete by your internal deadline
- Count complete clients on the status board at your cut-off date and compare with last season's records.
Before you start: Record how many clients were still missing documents at last season's cut-off and roughly how many staff hours went on chasing.
These are things to track, not promised results. Outcomes depend on your data, your team and your market.
Running costs
The build is paid once. Running it means automation platform and AI model usage billed to your own accounts, plus your existing practice-platform plan.
Practice-platform and e-signature licenses stay with your current providers. We charge nothing per client or per document.
Ask about running costsCustom requirements
More than six checklists, a second filing destination or SMS chasers are outside this build. Additional Workflow and the SMS Channel Add-on cover the common cases. For anything else, add a note at checkout for a written Change Quote.
Request a custom versionKeep it running
After the 30 days of post-launch support, optional Upmark maintenance covers monitoring, fixes, platform updates and a monthly health report. Its change hours suit seasonal updates, such as a new checklist item before filing season. Cancel any month.
$249/mo (the minimum fee, includes 2 change hours)
Optional. Starts after the post-launch support period. Cancel any month.
How maintenance worksHow this compares
| Do it yourself with a SaaS tool | Hire a custom agency | Upmark Labs | |
|---|---|---|---|
| Price | A client portal usually bills per user each month | A practice consultant quotes per project | Ours is one fixed price, shown before you buy |
| Checklists | Generic request templates you set up yourself | Built from scratch during the project | Ours starts from Accounting & Tax templates and your own lists |
| Chasing | Reminders you schedule by hand | Depends on what was built | Ours chases missing items until they arrive |
| Filing | Documents stay inside the portal | Depends on the contract | Ours files to your practice platform or drive |
Questions about this product
How is the accounting edition different from AI Client Intake?
AI Client Intake handles general new-client onboarding. This edition is built around document collection for accounting and tax work. It adds per-service checklists, document type and completeness checks, email chasers for missing items and filing to client folders. It also includes the Accounting & Tax checklist templates and a staff status board.
Which practice platforms can client documents be filed to?
One destination, chosen at intake: Karbon, TaxDome, Xero Practice Manager, Google Drive or SharePoint. Filing works through the platform's API where it offers one, so check that your plan includes API access. A second destination is outside this build and needs a Change Quote.
Can it chase clients by text message as well as email?
Not in this build on its own. Chasers go by email from your firm's address. Adding the SMS Channel Add-on lets the same chaser sequence send text messages too. You decide the chaser timing and wording during setup, and the sequence stops once the missing item arrives.
Does the intake system give clients tax advice?
No. It collects and checks documents and chases what is missing. It does not give tax or accounting advice, prepare returns or answer technical questions. Anything outside the checklist goes to the people you name. A qualified member of staff always handles the client's actual questions.
How are client documents and personal data handled?
Documents go straight to your own practice platform or drive, and the automation runs in accounts in your name. For testing, we ask for sample document sets with personal details removed or made up. If you need extra masking of personal data, the PII Redaction Layer add-on covers it.
What does document intake cost to run each month?
Automation platform and AI model usage, billed to your own accounts, plus your existing practice-platform plan. The amount depends on how many clients and documents pass through, so it is higher in filing season. We charge nothing per client. Optional monthly maintenance is available after the support period.
Can we change the checklists before next filing season?
Yes. Small checklist changes, such as a new required document, fit within the monthly change hours of optional maintenance. A new client type beyond the six included checklists is available as Additional Workflow. The staff guide explains which settings your team can adjust on its own.
Spend filing season on clients, not on chasing paperwork.
Order AI Client Intake for Accounting & Tax Firms and documents are checked, chased and filed to the right client folder. Staff track it all on one board.
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