FirmFlow replaces the sticky notes, spreadsheets, and manual follow-ups that consume your staff's time. Here is everything it does.
FirmFlow maintains a real-time document checklist for every client engagement. When documents are outstanding, the AI sends personalized, professional follow-up emails on a schedule you control. Each message references the specific documents still needed, what has already been received, and the deadline.
Clients can reply directly with attachments or upload through a secure portal. FirmFlow automatically marks items as received and updates the checklist — no staff intervention required.
Maintain a unique document list for each client engagement. Track W-2s, 1099s, K-1s, and custom documents by name and status.
Set escalating reminders: friendly at 30 days, direct at 14 days, urgent at 7 days. Customize tone and timing per client tier.
When clients email documents, FirmFlow identifies the attachment type and marks the corresponding checklist item as received.
Each client gets a branded portal link where they can drag-and-drop documents. Encrypted in transit and at rest.
FirmFlow automatically populates filing deadlines based on entity type, jurisdiction, and fiscal year-end. Federal 1040s, state returns, quarterly estimates, extensions, payroll deposits, sales tax — everything shows up on one calendar without manual entry.
Your team gets proactive alerts at 30, 15, and 7 days before each deadline. Overdue items escalate to the managing partner automatically. Filter the calendar by preparer, client, entity type, or jurisdiction.
FirmFlow knows federal and state filing dates for individuals, partnerships, S-corps, C-corps, trusts, and estates.
When you file an extension, FirmFlow automatically creates the extended deadline and adjusts all related alerts.
See each preparer's upcoming deadlines at a glance. Redistribute work before bottlenecks form during busy season.
Sync deadlines to Google Calendar, Outlook, or Apple Calendar. Your team always knows what is due without logging in.
Most small firms have one bottleneck: the managing partner reads every email and decides who should handle it. FirmFlow eliminates this bottleneck by reading incoming emails, classifying them by urgency and topic, extracting action items, and routing them to the appropriate staff member.
Urgent items — IRS notices, audit letters, time-sensitive questions — get flagged immediately. Routine requests like address changes or document submissions are handled automatically.
AI identifies IRS notices, state letters, and time-sensitive requests. These get flagged and routed to senior staff immediately.
FirmFlow reads the email body and extracts concrete tasks: "Client needs estimated payment vouchers for Q2" becomes a tracked to-do.
For routine requests — "What is my portal login?" or "When is my return due?" — FirmFlow drafts and sends an accurate reply instantly.
Configure routing rules: tax questions go to tax staff, payroll inquiries go to the bookkeeping team, new client inquiries go to the partner.
When you sign a new client, FirmFlow triggers an automated onboarding sequence. The client receives a branded welcome email, an engagement letter for e-signature, a document checklist specific to their entity type, and an invitation to the secure client portal — all within minutes.
Your staff gets a new client setup task with all the details pre-filled. No more hunting for EINs, prior-year returns, or entity information.
A 3-email drip introducing your firm, explaining the process, and guiding the client through initial setup steps.
Auto-generate engagement letters from templates. Clients sign electronically — no printing, scanning, or mailing required.
FirmFlow generates the right checklist based on entity type: 1040 clients get W-2/1099 lists, business clients get P&L and balance sheet requests.
Client portal accounts are created automatically. The welcome email includes login credentials and a quick-start guide.
FirmFlow auto-generates invoices based on your engagement terms — fixed-fee, hourly, or value-based. Invoices are sent automatically when work is completed, and payment reminders follow a configurable schedule: friendly at 15 days, firm at 30 days, final notice at 45 days.
Track aging receivables across your entire firm from a single dashboard. Identify clients who consistently pay late and adjust your engagement terms accordingly.
Create invoices from engagement terms or time entries. Supports fixed-fee, hourly, and retainer billing models.
Polite, professional payment reminders sent on a schedule you control. Escalates tone gradually — you never have to make the call.
See all outstanding receivables at a glance: current, 30-day, 60-day, 90-day buckets. Drill down by client or engagement.
Syncs with QuickBooks Online and Xero. Invoices and payments flow automatically — no double entry.
Client data security is not optional for accounting firms. FirmFlow encrypts all data in transit (TLS 1.3) and at rest (AES-256). All client communications are logged and auditable. The platform is designed to help you meet IRS Publication 4557 data security requirements and state board regulations.
All client data, documents, and communications are encrypted using TLS 1.3 in transit and AES-256 at rest.
Every action is logged: who accessed what, when, and from where. Exportable for regulatory review or firm insurance requirements.
Partners see everything. Staff see only their assigned clients. Admins manage settings. No client data leaks between teams.
Hosted on SOC 2 Type II certified infrastructure with 99.9% uptime SLA. Your data stays in the US.