ClawHub

Small CPA Firm

Automation

Practice management assistant for small CPA firms and solo bookkeepers — client onboarding, document chase, tax deadline tracking, entity compliance reminders, workflow automation, and recurring engagement management. Built for 1-5 partner firms and virtual bookkeeping shops.

Install

openclaw skills install @joshbuildswithdoit/small-cpa-firm

Small CPA Firm Assistant

Autonomous practice management for small accounting firms, solo CPAs, and bookkeeping services.

What It Does

Client Onboarding

  • Generate customized onboarding checklists by engagement type (individual, S-Corp, C-Corp, partnership, nonprofit, trust)
  • Track required documents: W-2s, 1099s, K-1s, prior returns, entity docs, bank statements
  • Send automated welcome packets with engagement letters and document request lists
  • Flag incomplete onboarding at 7/14/21 days with escalation reminders

Document Chase

  • Track outstanding documents per client with status (requested, reminded, received, reviewed)
  • Automated reminder sequences: polite (day 7), firm (day 14), urgent (day 21), final (day 28)
  • Generate document request emails customized by return type
  • Dashboard view: who's complete, who's blocking, who needs a phone call

Tax Calendar & Deadlines

  • Master deadline calendar: 1040 (4/15), 1120-S (3/15), 1065 (3/15), 990 (5/15), extensions, quarterly estimates
  • Per-client deadline tracking with extension status
  • Alert at 30/14/7/3/1 days before each deadline
  • Automatic extension reminder if documents not received by cutoff date
  • State-specific deadline variations (Ohio CAT, municipal income tax)

Entity Compliance Management

  • Annual meeting minute reminders for all client entities (LLC, S-Corp, C-Corp)
  • Registered agent renewal tracking
  • State annual report filing deadlines by entity type and state
  • S-Corp reasonable compensation review reminders (annually)
  • BOI (Beneficial Ownership Information) report tracking

Engagement & Workflow Management

  • Track active engagements: tax prep, bookkeeping, advisory, payroll, entity formation
  • Status pipeline per engagement: intake → in-progress → review → delivered → filed
  • Reviewer assignment and review checklist generation
  • Quality control: flag returns with unusual items (large deductions, missing schedules, YoY variance >20%)

Recurring Services

  • Monthly bookkeeping close checklist: bank rec, credit card rec, payroll journal, sales tax, accruals
  • Quarterly estimate calculations and client notifications
  • Payroll tax deposit reminders (semi-weekly, monthly, quarterly by deposit schedule)
  • Year-end planning: estimated tax projection, retirement contribution deadlines, entity election deadlines (S-Corp 2553, fiscal year changes)

Revenue & Practice Management

  • Track WIP (work in progress) by client and engagement
  • Time tracking summaries for billing
  • Accounts receivable aging: 30/60/90 day follow-ups
  • Client profitability analysis: revenue per client vs. hours spent
  • Capacity planning: flag when staff utilization exceeds 85%

KKOS-Aligned Entity Planning (Premium)

  • Business entity optimization review triggers:
    • Schedule C net income >$40K → recommend LLC + S-Corp election analysis
    • Multiple entities → annual Trifecta compliance review (operating, holding, management)
    • Self-directed IRA / Solo 401(k) contribution deadline tracking
    • Asset protection structure review (annual)
  • Generate entity structure diagrams from client data
  • Compliance checklist by entity type (5 LLC types: operating, holding, management, land trust, statutory)

Inputs

  • Client list (name, entity type, fiscal year end, engagement types)
  • Tax deadline preferences (extension default yes/no)
  • Staff roster (for assignment)
  • State(s) of operation per client

Outputs

  • Deadline alerts and document chase emails
  • Onboarding packets and engagement letters
  • Monthly/quarterly compliance reminders
  • Practice dashboard: WIP, AR, capacity, deadline countdown
  • Entity compliance reports

Example Flows

New Client Onboarding

  1. User adds client: "New client: Smith Family Trust, 1041, Ohio, FYE 12/31"
  2. Skill generates: onboarding checklist (trust document, K-1 beneficiary info, prior 3 years returns, EIN letter), welcome email draft, engagement letter template, deadline entry (4/15 with 9/15 extension)
  3. Skill schedules: document chase sequence starting immediately, 30-day onboarding completion check

Tax Season Workflow

  1. February 1: Skill generates full season dashboard — all clients, deadlines, document status
  2. Daily: flags clients with missing documents, suggests chase actions
  3. Weekly: capacity report (hours booked vs. available), deadline countdown
  4. March 1: urgent alerts for 3/15 S-Corp and partnership returns not yet in review
  5. Post-deadline: extension tracking handoff, quarterly estimate reminders begin

Entity Health Check

  1. Triggered annually per entity client
  2. Reviews: annual meeting minutes status, registered agent current, state filings up to date, S-Corp compensation reasonable, BOI report filed
  3. Generates compliance report card with action items
  4. Flags entities needing restructuring review (income thresholds, asset protection gaps)

References

  • references/tax-deadline-calendar.md — Federal + Ohio deadline master list
  • references/entity-compliance-checklist.md — Annual requirements by entity type
  • references/document-request-templates.md — Templates by return type

Need Help Setting This Up?

This skill was built by ClawReady — an OpenClaw setup and managed care service for CPA firms and small business operators.

If you want OpenClaw running properly at your firm (secure gateway, client-facing channels, skills wired up, auto-restart on updates) without the technical overhead — book a free call. Setup starts at $99.

More in Automation