Free Guide: Accounting Firm Automation Checklist

The checklist

Go through each section. Check off what you already have in place.

Be honest. The gaps you find are exactly where you're losing time and money every week. At the end, tally your score to see where your firm stands.

Client Intake & Onboarding

9 checkpoints

Billing & Invoicing

9 checkpoints

Recurring invoices are generated and sent automatically on schedule
Payment reminders are sent automatically at set intervals — not manually
Overdue invoices trigger an escalation sequence without manual intervention
Invoice data syncs automatically to QuickBooks or Xero — no double entry
Payment received triggers an automatic receipt and CRM update
You can see outstanding balances across all clients in one view — not a spreadsheet dig
ACH or card payments are accepted online — clients don't need to call or mail cheques
Revenue by client and service is visible without manual reporting
Billing errors or mismatches are flagged automatically — not found manually

Document Management

8 checkpoints

Client documents are stored in a consistent, searchable folder structure — not scattered across inboxes
Document requests are tracked — you know at a glance what's been received and what's outstanding
Follow-up reminders for missing documents are sent automatically
Completed documents trigger the next step in the workflow automatically
Documents are named and filed consistently — no manual renaming or sorting
Tax deadline reminders are sent to clients automatically
Signed documents are stored and linked to the client record automatically
Sensitive documents are shared securely — not via unencrypted email

Internal Operations

9 checkpoints

New client tasks are automatically assigned to the right team member — not delegated in a meeting
Recurring client work is automatically scheduled — not added manually each cycle
Team knows exactly what's outstanding without a status meeting
Capacity is visible — you know who's overloaded before it becomes a problem
Client status updates don't require chasing teammates for information
Handoffs between team members are documented and tracked — nothing falls through the cracks
SOPs (standard operating procedures) exist for your top 5 most repeated processes
Onboarding a new team member doesn't depend entirely on you being present
Your firm can operate for a full day without you in it

Reporting & Visibility

7 checkpoints

Monthly revenue is visible in real time — not calculated manually at month end
You know which clients are most profitable without running a custom report
At-risk clients (overdue, unresponsive, nearing renewal) are flagged automatically
Client renewal and anniversary dates trigger automated reminders
Time saved by automation is tracked — you can quantify the ROI
Monthly performance snapshot is generated automatically — not compiled by hand
Data from your tools (QBO, CRM, billing) is consolidated in one place

Client Communication & Retention

8 checkpoints

New clients receive an automated welcome sequence — not a one-off email you write manually
Clients receive proactive updates on their work — not just when they ask
Upsell or service expansion opportunities are flagged automatically based on client data
Client satisfaction is checked at regular intervals — not only when something goes wrong
Long-term clients receive anniversary or milestone touchpoints automatically
Inbound enquiries are responded to within 1 hour — even outside business hours
FAQ responses are automated — your team isn't answering the same 10 questions repeatedly
After-hours calls are captured and followed up — not missed and forgotten

Your score

Total checkpoints: 50. Each one you can't check off is a weekly time leak. Here's what your score means.

0 – 15

Critical

Significant manual work across most areas. Your firm is likely losing 15–25 hours per week to admin that should be automated.

16 – 29

Developing

Some systems in place but major gaps remain. You're losing 10–15 hours per week and growth is constrained by manual processes.

30 – 42

Operational

Solid foundation with room to optimize. Closing the remaining gaps would free up 5–10 hours per week and improve client experience significantly.

43 – 50

Systematized

Your firm runs on systems. Focus on refining and reporting — the Workflows layer will take you from efficient to scalable.

Ready to close the gaps?

We build exactly what's missing on this checklist.

The FLOW Framework™ implementation covers all 6 areas in 30 days. Apply and let's map out your firm's automation plan — no commitment required.

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