Case study
Zero delays during tax season: how a CPA firm handled 40% more volume
500 business returns, 25 staff, hundreds of client follow-ups: this multi-office CPA firm digitized its supporting document checks.
Context
Industry
Multi-office CPA firm (500 small business clients)
Volume
500 business returns, 12,000+ supporting documents per year
Tools
QuickBooks, Xero (production), Hubdoc/Dext (document collection)
Team
25 accounting staff
The problem
Tax season concentrates 60% of the annual workload into 4 months. Each missing document triggers a follow-up, a delay, and frustration on both client and staff sides.
- Constant client follow-ups for missing or unreadable documents
- Reconciliation anomalies detected late, during the review phase
- Staff burnout recurring between January and April 15
- Extension filings on 15% of client returns due to missing documents
- Hubdoc and Dext collect, but don't verify consistency
The solution
CheckFile.ai automatically checks each supporting document upon receipt, by engagement type: business returns, quarterly estimates, payroll tax filings.
- Rules by engagement type: 1120/1120-S, 1065, 1040 Schedule C, payroll (940/941)
- Automatic detection of missing documents from the collection phase
- Cross-validation between documents (revenue, expenses, W-2/1099 consistency)
- Automatic client notifications for documents still needed
The results
0
extensions filed during tax season
+40% volume absorbed without hiring
-60%
document collection time
Automated follow-ups, faster client responses
85%
anomalies caught before review
Errors fixed upstream, not downstream
+35
staff NPS points
Internal satisfaction sharply up
“Before, tax season meant sleepless nights and unhappy clients. This year, we closed 40% more returns without hiring, and without a single extension filing. CheckFile changed our practice.”
Managing Partner
Multi-office CPA firm