How a solo CPA got 10+ hours back every week

The problem

A small CPA practice was buried in admin. The owner had 100+ emails coming in every day, 1,100+ unread messages, client onboarding steps spread across multiple tools, evenings eaten up by copy/paste work, and too much time spent reacting instead of advising clients. The goal was simple: remove the busywork so she could spend more time on high-value client conversations.

What we built

• An inbox system that knows what matters. The AI reads each email and sorts it by what it actually says: client emergency, vendor noise, tax notice, webinar invite, or something else. No more relying on basic keyword rules.
• Daily and weekly prep briefs. Before the week starts, she gets a plain-English summary of what is coming up, what needs attention, and what she promised to send. It pulls from email, calendar, and notes so she does not have to hunt for context.
• A smarter way to handle continuing education emails. Instead of checking every webinar invite herself, the AI watches them during the week and sends a short list of the ones that are actually relevant.
• An automatic out-of-office helper. Her Friday out-of-office can turn on or off based on her real calendar, not a fixed rule that breaks whenever her schedule changes.
• A new-client setup workflow. When a client signs a proposal, the AI reads what kind of client they are and starts the right setup process across her tax, bookkeeping, and client management tools. This removes the manual handoff work that used to happen after every signed engagement.

Stack