Accounting and Tax Advisory Firm

The Solution

We built an end-to-end automated document collection system that lives inside the firm's existing Monday flow without breaking it and without moving clients to a new system. From the message that is already sent to the client about the start of the annual return, the client chooses between two clear buttons: scheduling a call via Calendly or filling it out independently via a form. At the start of the form, the system pulls from Monday the details that already exist about the client and asks them to confirm or update — so we don't rely on old information, and we don't ask the client to type in what's already known. The questionnaire itself is dynamic: a tree of conditional questions shows only what's relevant, tailored to the firm's professional terminology and the correct tax year, and at the end it automatically sends to the client's email an organized summary of all the required documents — so the client returns everything in one reply email instead of dripping it out over weeks. The email goes out from the account of the employee the task is assigned to in Monday, in tailored language (masculine/feminine), and includes a fee line from the business board — so the client receives personal communication from the person handling them rather than from a generic system. Statuses update automatically in Monday (sent / started / not completed / completed), and the sending process is hardened to preserve operational and legal evidence with clear dates — a direct response to the lawsuit that already happened. We also added a management interface that lets the firm independently manage a separate questionnaire version for each tax year, and an annual-return submission tracking view in the existing dashboard.