OPERATING SYSTEM — ACCOUNTANTS BOOKKEEPERS
The Practice OS
The operating layer for small accounting and bookkeeping firms. An operating layer that runs on top of the tools you already pay for.
An operating layer,
not another CRM.
A Notion workspace, working automations, Claude Skills, and a community channel — engineered for the operator-side work your CRM leaves on your desk.
Triage client email
Every email arriving at the firm inbox is matched to a client record, classified by intent (document, question, deadline-related, billing, IRS/state notice), attachments are extracted and tagged, a partner-reviewable draft reply is composed
Chase missing documents
Every weekday at 7am local time: pull every open document request, score by deadline proximity and age, personalize a polite reminder per client and channel preference, queue the send, update last-touched, and escalate to the partner when a
Run month-end close checklist
On the first business day of every month: clone the appropriate close-template (by client entity type) into Month-End Close, assign tasks by role, pull bank/CC reconciliation status from the connected accounting platform, flag clients missi
Onboard new client
When an engagement letter is signed (or marked Signed manually): scaffold a Client Hub sub-page from template, generate the service-scope-specific document-request list, schedule the kickoff call, queue the KYC / ID-verification request, an
Generate deadline heatmap
Every Sunday evening: pull the next 14 days of filings across every client, cross-check against staff capacity in Team & Capacity, highlight collisions (multiple deadlines on the same staff member on the same day), propose reassignments, an
Sync receipts to books
When a new file lands in the shared receipts inbox (firm-side Drive / OneDrive / Karbon attachment folder): OCR the receipt, extract vendor + amount + date + suggested client + suggested account, route to the correct client's Transaction Ca
Built for a specific operator.
You'll run this if…
You lead a small team that has outgrown spreadsheets and broker-memory. You treat AI as an instrument, not a magic trick. You'd rather buy sharp software than maintain dull software.
Skip this if…
You want a one-click "AI grows my business" button. You won't spend an hour on setup. You expect outcome guarantees — this product does not sell those.
Memory + inbox
Not a CRM. It sits on top of yours and absorbs the operator-side process work that currently lives in your head and your sent folder.
One price list.
No sales call.
Answers, before you ask.
Q.01Will this work with my accounting platform?
QuickBooks Online and Xero at launch. Karbon and Ignition connect for inbox-relay and billing read-only. If your stack is something else, run the pre-purchase integration check; if your platform isn't yet supported you get a full refund within 14 days.
Q.02Does this give tax advice?
No. Every output — categorizations, monthly reports, 1099 batches, anomaly flags — is a draft for partner review. The bundle is built to make the partner's review faster, not to replace the partner's judgement. Tax positions, deductibility calls, filing decisions, and client-facing tax answers all stay with the partner.
Q.03Is client tax data flowing through your infrastructure?
No. Practice OS processes firm-side metadata — clients, deadlines, engagement scope, comms log, document-request lineage. Raw client tax documents (SSNs, W-2s, 1099 forms, full bank statements) stay in your existing document portal. We hold storage links and OCR'd line items, never the full sensitive payload. Read the compliance section for specifics.
Q.04Will this replace Karbon / Canopy / TaxDome?
No — it sits on top. It's the partner-cockpit layer with eight Claude skills that those platforms don't have, and a Notion workspace your team can shape to your firm. Connect Karbon for inbox-relay; we won't try to replace it.
Q.05Annual versus monthly?
Annual at $490 is the anchor — $40.83 per month effective vs $49 monthly. Cancel anytime; unused months pro-rate back.
Get the operations audit.
A one-page diagnostic that surfaces the three biggest leaks in your operating week. Emailed once. No nurture sequence.
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