We build accounting firm automation for intake, engagement, onboarding and client communication at CPA and accounting firms – so documents show up on time, engagement letters get signed, and tax season stops running your team into the ground.
Documents
Automatic reminders until every document is in.
Engagements
Proposals & engagement letters signed and billed.
Capacity
Recurring work, handoffs & status - all visible.
The short answer
Be Known designs and builds accounting firm automation systems for CPA and tax firms. We connect prospect intake, proposals and engagement letters, client onboarding, document collection, status updates and recurring workflows inside the tools your firm already uses – like Karbon, TaxDome, Canopy, QuickBooks Online, Xero and Microsoft 365 – so your team spends less time chasing and more time on billable work.
CPA, tax & bookkeeping firmsWorks with your practice management softwareBuilt for busy season
Sound familiar?
Without accounting firm automation, the work isn’t the problem. It’s everything around the work – especially from January to April.
Staff send the same “we’re still missing…” email dozens of times a week, and returns stall waiting on one missing form.
Renewals, proposals and engagement letters get rebuilt by hand, then chased for signatures before work can start.
New inquiries sit in an inbox for days while the team is heads-down – and the good-fit clients go elsewhere.
Every new client gets set up a little differently, so things get missed and the partner ends up answering the same questions.
Status calls and emails pile up because clients can’t see progress, and nobody has time to send updates.
Partners can’t easily see what’s in progress, what’s stuck and who’s overloaded until deadlines are already at risk.
What we build
Every build is scoped to your services, team and software. These are the six accounting firm automation systems firms ask us for most.
01
New inquiries are captured, qualified by service and complexity, and booked or routed – even when the team is buried.
02
Proposals, engagement letters and annual renewals go out, get signed and set up billing – without rebuilding them by hand.
03
Every new client gets the same organized welcome, and their information lands in your systems without re-typing.
04
Clients get friendly, automatic reminders until everything is in, plus updates as their work moves forward.
05
Recurring monthly, quarterly and annual work is created, assigned and handed off automatically.
06
See new business, work in progress and team capacity in one place – without pulling reports by hand.
Also common for firms: reviews & referrals and custom AI tools like assistants that answer common client questions or summarize documents for staff review.
Example build
An illustrative example of accounting firm automation: a typical onboarding-to-document-collection build for a small tax and bookkeeping firm. Every real build is scoped to the firm.
01
We map how clients come in, how work gets assigned and where it stalls. Common finding: staff hours lost every week to document follow-up and status emails.
02
We automate engagement letters and renewals, standardize onboarding, set up reminder sequences that run until documents are in, and connect everything to the firm’s practice software.
03
The team gets a short walkthrough and written SOPs. We launch before busy season when possible, watch the first wave of clients, and tune reminders and handoffs.
Tools we build with
KarbonTaxDomeCanopyFinancial CentsQuickBooks OnlineXeroIgnitionSmartVaultMicrosoft 365Google WorkspaceGoHighLevelZapier & Make
Proof
15-18 hrs/wk recaptured
Laura Cowan – Lifestyle Legal Coaching
Client Onboarding, Client Delivery & Custom AI
0 sales calls the founder reviews
AI Sales Ops – Founder-led sales team
Custom AI Tools & Apps
$7.03M revenue over 5 years
Brad Blazar – Coaching & consulting firm
Lead Capture, Follow-Up & Webinar Systems
$1.7M in 18 months
Michelle Cunningham – Sales training
Webinar & Event Systems
How it works
We don’t sell a template or a software license. We look at how your firm actually runs – how clients find you, how work gets delivered, where your team loses hours – then build the few systems that fix the biggest leaks first.
01
A free consultation and systems review. We map where leads, time and revenue slip through – from first inquiry to final invoice – and rank what to build first by impact.
02
We design, build and connect the systems inside the tools you already use (or better ones where it matters) – tested with real clients and real data before anything goes live.
03
Your team gets walkthroughs and documentation so the systems actually get used. Ongoing support and optimization are available, so your systems keep improving as the firm grows.
FAQ
Accounting firm automation covers most of the admin around the accounting work: prospect intake, proposals and engagement letters, annual renewals, client onboarding, document collection and reminders, status updates, recurring task creation, handoffs and reporting. The judgment and review stay with your team.
Usually, yes. We build around the practice management, accounting and email tools your firm already uses, including Karbon, TaxDome, Canopy, Financial Cents, QuickBooks Online, Xero, Ignition and Microsoft 365. Some tools already have automation built in – we’ll help you use what you’re paying for before adding anything new.
We build inside tools your firm already approves, use secure upload links instead of email attachments where possible, and limit what data moves between systems to what each step needs. Your firm stays in control of its accounts and data.
That’s the ideal time. Onboarding, engagement letters and document reminders deliver the most value when they’re live before the January rush. The earlier we start, the more of busy season the systems can take off your team’s plate.
Usually document collection or engagement letters – whichever costs your team more hours each week. Your free consultation ends with a clear recommendation for what to build first.
Most accounting firm automation projects start at $1,500 for a single focused system, like document collection reminders. Full build-outs across intake, engagement, onboarding and workflows typically range up to $25,000. You get a fixed quote before any work starts.
Book a free accounting firm automation consultation. We’ll map where your firm is losing hours and show you the first system we’d build – no obligation.
