Frequently Asked Questions

Most firms are up and running within one business day. You import your client list (CSV upload or manual entry), configure your deadline preferences, and connect your email. FirmFlow handles the rest — populating deadlines, generating document checklists, and setting up client portals.

There is no lengthy implementation project. If you have a client list ready, you can start sending automated document requests within an hour of signing up.

No. FirmFlow is entirely web-based. You access it through your browser on any device — desktop, laptop, tablet, or phone. There is nothing to install, no servers to maintain, and no IT department required.

Yes. FirmFlow supports CSV imports from all major practice management tools including Canopy, Karbon, TaxDome, and generic spreadsheets. You can also add clients manually or through our API. During import, FirmFlow auto-detects entity types and populates the appropriate filing deadlines.

No long-term contracts. FirmFlow is month-to-month with no cancellation fees. Annual plans are available at a discount (two months free), but there is no penalty for switching to monthly or canceling. We earn your business every month.

Absolutely. FirmFlow was built for the realities of busy season. It manages document chasing at scale — sending personalized follow-ups to hundreds of clients simultaneously, tracking which documents have been received per client, and alerting your team only when intervention is needed.

During the January-to-April crunch, FirmFlow typically saves firms 15-20 hours per week of pure admin work that would otherwise fall on the partners and staff.

Yes. When you mark a return as extended, FirmFlow automatically creates the extended deadline (October 15 for individual returns, September 15 for S-corps and partnerships, etc.) and adjusts all associated alerts. It also tracks the original deadline for estimated payment purposes.

FirmFlow maintains a database of federal and state filing deadlines for all 50 states plus the District of Columbia. This includes income tax, franchise tax, sales tax, payroll deposits, and quarterly estimates. When you assign a client a state jurisdiction, all relevant deadlines are automatically populated.

Yes. FirmFlow supports any fiscal year-end. When you set a client's fiscal year-end to something other than December 31, all filing deadlines are automatically adjusted based on the entity type and jurisdiction. This works for C-corps, nonprofits, and any other entity with a non-calendar year.

FirmFlow uses bank-grade encryption for all client data. Data is encrypted in transit using TLS 1.3 and at rest using AES-256 encryption. Our infrastructure is hosted on SOC 2 Type II certified cloud providers within the United States. We never share, sell, or use your client data for any purpose other than providing the service.

We also maintain comprehensive audit logs of all data access, support role-based access controls, and offer two-factor authentication for all user accounts.

FirmFlow is designed to help you comply with IRS Publication 4557 (Safeguarding Taxpayer Data) requirements. This includes encrypted data storage, access controls, audit logging, and secure document transmission. While no single tool can guarantee full compliance (your firm's overall security posture matters), FirmFlow addresses the technology requirements comprehensively.

All data is stored in the United States on SOC 2 Type II certified infrastructure. We do not store data in offshore locations. Backups are encrypted and stored in geographically separated US data centers for disaster recovery.

Yes. You own your data. At any time, you can export your complete client list, document records, communication history, and invoice data in standard formats (CSV, PDF). If you cancel your subscription, you have 90 days to export your data before it is permanently deleted.

Yes. FirmFlow integrates with QuickBooks Online for billing and accounts receivable automation. Invoices generated by FirmFlow sync automatically to QuickBooks, and payment status updates flow back to FirmFlow. This eliminates double entry and keeps your books accurate in real time. QuickBooks integration is available on the Growing Firm and Enterprise plans.

Yes. Xero integration works the same way as QuickBooks — invoices and payments sync bidirectionally. Available on Growing Firm and Enterprise plans.

FirmFlow does not directly integrate with tax prep software because it operates at the practice management layer, not the return preparation layer. However, FirmFlow complements any tax software by handling the client-facing admin that tax software does not do: chasing documents, tracking deadlines, managing client communications, and handling billing.

Think of FirmFlow as the office manager that ensures everything is ready before the return hits your tax software.

Yes. FirmFlow connects to Gmail and Microsoft 365 (Outlook) for email triage and routing. It reads incoming client emails, categorizes them by urgency and topic, and routes them to the appropriate staff member. You can also configure FirmFlow to send automated communications from your firm's email domain, so clients always see a familiar sender address.

At the end of your trial, you choose a plan and enter payment information. If you do not subscribe, your account is paused — you can still log in and export your data for 90 days, but automated features stop. There is no surprise charge and no credit card is taken during the trial.

Yes. You can upgrade or downgrade at any time. Upgrades take effect immediately with prorated billing. Downgrades take effect at the end of your current billing cycle. If you outgrow the Growing Firm plan, upgrading to Enterprise takes one click.

Yes. Annual plans save you roughly two months compared to monthly billing. Solo: $1,490/year (vs $1,788 monthly), Growing Firm: $3,490/year (vs $4,188), Enterprise: $7,990/year (vs $9,588).

We offer a 25% discount for the first year to firms that have been in practice for less than two years. Contact us at hello@firmflow.ai with your firm details and we will set it up.