Industries / Tax Advisory, CPA & Accounting Firms
Marketing, client intake automation, and practice infrastructure for tax and CPA firmsFewer chasing emails. More year-round clients.
FXXK Agency builds the intake, secure document collection, scheduling, and client communication systems that take administrative work off a tax firm’s staff, plus the marketing that fills the calendar and turns one-time returns into year-round advisory relationships.
- Tax advisory firms
- Tax planning companies
- CPA firms
- Accounting practices
- Business tax consultants
Tax practice operating layer
One connected system- 01Inquiry and intakeProspects book from the website and answer a short, non-sensitive intake.
- 02Engagement and onboardingEngagement letter, portal invite, and organizer sent without retyping.
- 03Secure document collectionSource documents go to the firm’s portal, never to inboxes or web forms.
- 04Practice managementClient records, tasks, and status kept in the system the firm already runs.
- 05Year-round relationshipPlanning, bookkeeping, and advisory offers timed to the client’s calendar.
Tax Advisory: the operating reality
Tax season turns skilled preparers into administrators.
The work clients pay for is preparation, planning, and advice. The work that fills January through April is chasing documents, answering status questions, rescheduling appointments, and copying the same details between the website, email, the portal, and the practice management system.
- 01
Document chasing consumes the season
Missing W-2s, 1099s, K-1s, and receipts are requested one email at a time, so staff hours go to reminders instead of returns and filing deadlines tighten every week.
In practice · A preparer sends the third reminder for the same brokerage statement while six completed organizers wait for review.
- 02
Sensitive files arrive through the wrong channels
Clients reply with attachments, photos of documents, and Social Security numbers in plain email, which creates security exposure and leaves records scattered across inboxes.
In practice · A new client attaches last year’s return and a driver’s license to the website contact form because nothing told them where to send it.
- 03
Intake starts from zero every time
Inquiries come in by phone, email, and web form with no consistent questions, so a partner spends the first call collecting basics a structured intake could have gathered.
In practice · A business owner asking about entity structure and an individual with a simple return get the same thirty minute discovery call.
- 04
Scheduling runs through the front desk
Appointment requests, reschedules, and reminders are handled by phone and email, which ties up administrative staff at exactly the time the firm needs them on production.
In practice · Two staff members spend mornings in March confirming drop-off appointments and returning voicemails about availability.
- 05
Revenue disappears after April 15
Many clients are known only as a return, so the relationship goes quiet for eight months and planning, bookkeeping, and advisory services are never offered at the moment they would help.
In practice · A sole proprietor who would benefit from quarterly bookkeeping and estimated tax planning hears from the firm again next January.
- 06
Practice data lives in disconnected tools
The website, scheduling tool, email, portal, and practice management system each hold part of the client record, so status reporting and capacity planning depend on someone reconciling them.
In practice · The managing partner cannot see how many returns are waiting on clients versus waiting on review without asking every preparer.
The Full Overhaul
Six pillars. One connected system.
The same six pillars, applied to a tax and accounting practice: move administrative work into systems, keep sensitive data in secure channels, and give the firm a client base that works with it all year.
- 01Digital Infrastructure
A website that sorts prospects before the first call
Service pages written for the people the firm wants to serve, from individuals to business owners, with clear next steps and an intake path that never asks for sensitive data.
- Service pages for individual, business, planning, and resolution work the firm offers
- Online booking tied to the firm’s real availability
- Short, non-sensitive intake forms that route by service type
- Clear instructions directing documents to the secure portal
- 02Customer Acquisition
Tax season and year-round demand, planned together
Campaigns timed to the tax calendar for new returns, plus year-round visibility for the planning, bookkeeping, and advisory work that keeps a practice busy outside of season.
- Local search and AI answer visibility for the services the firm offers
- Pre-season campaigns for new individual and business returns
- Off-season campaigns for planning, bookkeeping, and advisory
- Referral and review requests sent at the right point in the engagement
- 03AI and Automation
Automation for the work that repeats every season
Reminders, status updates, appointment confirmations, and document requests sent by the system on agreed rules, so staff handle exceptions instead of routine follow-up.
- Automated missing document reminders based on the client’s checklist
- Appointment confirmations, reminders, and rescheduling links
- Status notifications as returns move from received to filed
- AI drafted replies to routine client questions, reviewed before sending
- 04Custom Software and CRM
Client onboarding connected to practice management
Intake, engagement, and onboarding steps connected to the practice management system the firm already uses, with custom tools only where the off-the-shelf workflow does not fit.
- Practice management integration for client records and tasks
- Onboarding sequence from accepted proposal to portal invite
- Engagement letter and organizer delivery without retyping
- Custom intake and review tools where the platform falls short
- 05Operations and Business Intelligence
Capacity and pipeline visibility for the partners
Dashboards that show new client inquiries, returns by status, documents outstanding, and recurring service conversion, drawn from connected systems instead of status meetings.
- Inquiry and new client dashboard by service and source
- Returns by stage, including waiting on client versus waiting on review
- Recurring service conversion and retention reporting
- Seasonal capacity view for staffing decisions
- 06Ongoing Growth and Optimization
Season by season improvement
A post-season review each year of what slowed the firm down, which offers converted, and what the system should handle next season, with campaigns and automations adjusted before the next January.
- Post-season workflow and intake review
- Annual update of checklists, reminders, and templates
- Off-season advisory and bookkeeping campaign planning
- Fractional CMO leadership for growth planning
Custom software and AI
Systems that give preparers their season back.
Tax firms rarely need more tools. They need the tools they already pay for to work together, and the repeated administrative steps between them handled automatically. These are the kinds of systems we design and build for tax and accounting practices.
- Workflow
Structured client intake
A short intake that captures service type, entity type, filing situation, and timing without collecting sensitive data, then routes the prospect to the right person or booking calendar.
- Portal
Secure document collection workflow
A checklist-driven request flow that sends each client to the firm’s secure portal with a personalized list of what is still needed, replacing email attachments entirely.
- Automation
Automated scheduling and reminders
Self-service booking for consultations, drop-offs, and review meetings tied to staff availability, with confirmations, reminders, and rescheduling handled by the system.
- Integration
Practice management integration
Intake, onboarding, and status data connected to the firm’s practice management or tax software where the platform’s interfaces allow, so the client record is entered once.
- CRM
Recurring service conversion pipeline
A pipeline that tracks one-time return clients who fit planning, bookkeeping, payroll, or advisory services, with timed outreach and a clear handoff to the partner who scopes it.
- AI system
Client communication assistant
AI that drafts answers to routine questions about status, deadlines, and missing documents from the client’s own record, with staff approving every message before it is sent.
Integrates with the systems you already run
- Karbon
- Canopy
- TaxDome
- CCH Axcess
- Drake Tax
- UltraTax CS and Lacerte
- QuickBooks Online and Xero
- Microsoft 365 and Google Workspace
Examples of platforms integration plans account for, not partnerships or endorsements. What each connection can do depends on the platform’s interfaces and your plan.
AI with human review
AI never gives tax advice, takes tax positions, prepares or reviews returns, or answers questions about a client’s tax liability. Credentialed professionals at the firm handle every one of those, and staff approve any client message before it is sent.
AI and workflow automationCustomer acquisition
Fill the season, then keep the client all year.
A tax practice has two growth problems: winning the right new clients before the season fills, and turning those clients into planning, bookkeeping, and advisory relationships that last beyond a single return.
The objective every channel serves
Grow the number of qualified new clients in the service lines the firm wants, and increase the share of clients on recurring year-round services, tracked from first inquiry to engagement.
- Local SEO and AEO
- Visibility in local search and AI answers for the services the firm offers, such as small business tax preparation or tax planning for business owners in its market.
- Google Business Profile
- A complete, active profile with accurate services, hours, and review responses, since many prospects choose a local firm directly from the map.
- Google Ads
- Seasonal search campaigns for high-intent returns and business tax work, paused or shifted to advisory terms once the firm’s capacity is reached.
- Email and lifecycle
- Pre-season reminders for returning clients, off-season planning content, and offers for bookkeeping or advisory based on the services each client uses.
- Content
- Plain explanations of the firm’s services and the planning calendar, written or reviewed by the firm’s professionals so nothing reads as individual tax advice.
- Referral and review automation
- Requests sent after a filed return or completed engagement, within the firm’s professional rules, so satisfied clients bring the next ones.
Measured as one funnel
- 01Search, referral, or returning client
- 02Booked consultation with structured intake
- 03Signed engagement and onboarding
- 04Completed return or project
- 05Recurring advisory or bookkeeping service
Tracking is verified before spend starts, so every stage is counted from connected data rather than estimated.
Operations transformation
From inbox-driven tax season to a system that runs itself.
The overhaul changes what happens between a prospect’s first click and a filed return, so the firm’s people spend the season on the work that requires their credentials.
Today: fragmented workflow
- Inquiries arrive by phone, email, and web form with no standard questions
- Appointments are booked and rescheduled by the front desk
- Clients email documents and personal details as attachments
- Staff send missing document reminders one by one
- Clients call to ask where their return stands
- The relationship goes quiet after filing
After: integrated infrastructure
- A structured intake routes each prospect by service type
- Clients book, confirm, and reschedule online against real availability
- Documents go only to the secure portal from a personalized checklist
- Reminders go out automatically until the checklist is complete
- Status updates are sent as returns move through each stage
- Recurring services are offered at the right point in the client’s year
Taxpayer data, professional standards, and what we never do.
- Advertising and solicitation are written to respect Treasury Department Circular 230, AICPA professional standards, and state board of accountancy rules: no false or misleading claims, no promised refunds or outcomes, and credentials stated exactly as held. The firm reviews and approves all copy before it is published.
- Marketing forms, booking tools, and chat never ask for Social Security numbers, ITINs, tax returns, source documents, or bank details. Those are collected only through the firm’s secure client portal after an engagement exists.
- Systems are designed to support the firm’s written information security plan under the FTC Safeguards Rule and the IRS Publication 4557 guidance: access controls, multi-factor authentication, encryption, and documented vendor access.
- Client lists and tax return information are not used for marketing without the client consents that Internal Revenue Code section 7216 requires. The firm and its advisors decide what consent is needed.
- FXXK Agency does not provide tax, legal, or accounting advice. Educational content is written from or reviewed by the firm’s credentialed professionals, and regulatory judgment stays with the firm.
Custom overhaul roadmap
Six phases. Scoped to your business.
Every engagement follows the same discipline. Scope, schedule, and deliverables are customized to each business after discovery, and each phase is accepted before the next one starts.
- 1
Discovery and Enterprise Audit
Interviews with leadership and the people doing the work, a review of every system and data source, and a baseline of how the business acquires, serves, and reports today.
For tax advisory · A walkthrough of last season: where intake, documents, scheduling, and status questions consumed staff time, plus the firm’s service mix and growth targets.
- 2
Infrastructure Architecture
The target architecture: which system owns each record, how data moves between them, what is built, what is integrated, and what stays as it is.
For tax advisory · Which system owns the client record, how intake connects to practice management, and how documents stay in secure channels from the first contact.
- 3
Development and Integration
Websites, portals, CRM configuration, automations, and integrations built in phases, tested against real records, and released without stopping daily operations.
For tax advisory · Intake, scheduling, portal workflows, and integrations built and tested in the off-season, never switched over in the middle of a filing deadline.
- 4
Marketing Deployment
Search, paid acquisition, content, and lifecycle campaigns launched on top of tracking that was verified before the first dollar is spent.
For tax advisory · Pre-season campaigns for new returns and off-season campaigns for planning and advisory, launched on verified tracking.
- 5
Measurement and Optimization
Dashboards on agreed definitions, regular reviews against the baseline, and changes made where the data shows the system can do better.
For tax advisory · Dashboards for inquiries, returns by stage, outstanding documents, and recurring service conversion, reviewed with the partners.
- 6
Expansion and Scaling
New locations, brands, markets, acquisitions, or service lines added to the same infrastructure instead of rebuilt from scratch.
For tax advisory · New service lines, offices, or acquired practices brought onto the same intake, portal, and practice management standard.
Investment and engagement
A serious engagement, built to last.
The Full Overhaul is an implementation partnership, not a campaign retainer. Every program is scoped from an audit of your business and priced per phase.
Flagship program
- Full Overhaul programs
- Six figure scope
- Focused first phases
- Scoped after the audit
A complete overhaul is typically a six figure engagement, set after discovery. Many businesses start with one phase, one location, or one pillar and expand from there. These are not fixed packages or guaranteed outcomes.
Scoped and approved separately
- Advertising spend. Paid to the platforms directly and approved by you. Management of campaigns is a service; the media budget is yours.
- Software licenses. Your CRM, ERP, field service, inventory, or document tools, and any new subscriptions the plan recommends.
- Hosting and infrastructure. Production hosting, databases, storage, backups, and monitoring, sized from your real usage.
- AI usage. Model and processing charges from AI providers, which rise and fall with the volume of documents and requests.
- Continuing services. Support, maintenance, content production, and campaign management after launch, scoped as an ongoing engagement.
Customized project scope
Scope is set by the audit, not a package. Some programs start with one division, region, or workflow.
Enterprise-level implementation
Architecture, permissions, integrations, testing, and documentation planned the way your IT, finance, and operations leaders expect.
Long-term infrastructure
Systems you own and can extend, built around your records rather than rented campaign tactics.
Ongoing optimization
Measurement, campaign management, content, and software support continue after launch as an agreed engagement.
Strategic alignment
Every phase is tied to an objective leadership has agreed to measure, with a named owner on both sides.
The business case
For a tax practice, the business case is staff capacity during the season and recurring revenue outside it: administrative hours moved into systems, fewer clients lost to slow intake, and more one-time return clients on year-round services. The audit sizes each from the firm’s own client base and workflow.
We do not publish projected returns or guaranteed results. The audit builds the case from your numbers, and you decide whether it clears your bar.
The strongest fit
- An established practice with more demand in season than staff can comfortably handle
- Partners spending tax season on administration instead of review and advice
- Documents and personal information still arriving by email
- A practice management or portal platform that is underused or disconnected
- A goal to grow planning, bookkeeping, or advisory revenue
Smaller or focused work is still welcome through the standard project inquiry.
Tax Advisory questions
Questions leaders ask before an overhaul.
How can a CPA firm automate client intake and document collection?
We replace open-ended contact forms and email attachments with a structured intake that routes prospects by service type and a checklist-driven request flow that sends every client to the firm’s secure portal. Reminders continue automatically until the checklist is complete, and staff only step in for exceptions.
Do you integrate with Karbon, Canopy, TaxDome, CCH Axcess, or Drake?
Those are the platforms our integration plans account for, and we work with whatever the firm already runs. What can be connected depends on each vendor’s interfaces: some support full two-way integration, others only exports or webhooks. Discovery confirms what is possible before anything is scoped, and we have no partnership with any of these vendors.
Will implementing new systems disrupt tax season?
We plan around it. Build and testing happen in the off-season, new workflows are piloted with a small group of clients, and nothing is switched over in the weeks before a filing deadline. Existing processes keep running until the replacement has been verified.
How do you market a tax firm without giving tax advice?
Marketing describes the firm’s services, who they are for, and how an engagement works. Educational content covers general topics and the planning calendar, is written from or reviewed by the firm’s professionals, and directs readers to a consultation rather than answering their individual situation.
Can you help convert one-time tax return clients into year-round advisory clients?
Yes. We build a pipeline that identifies clients who fit planning, bookkeeping, payroll, or advisory services based on criteria the partners set, then times outreach to the moments those services are relevant. The partner scopes and prices the service; the system makes sure the conversation happens.
What reporting does a tax practice get?
Dashboards for new inquiries by service and source, consultations booked, returns by stage, documents outstanding, and recurring service conversion. Definitions are agreed in discovery, and every number traces back to the system it came from.
Is this right for a small tax practice or only larger CPA firms?
The Full Overhaul is designed for established practices ready to invest in infrastructure, from a growing multi-preparer firm to a multi-office CPA practice. A firm can start with one phase, such as intake and document collection, and add marketing and recurring service systems once that is running.
Enterprise application
Your practice deserves a season that runs on systems, not reminders.
Tell us about the firm, its services, and the tools it runs on. Please do not include any client or taxpayer information. Lucas reviews every application before a reply, and the first conversation focuses on fit, the firm’s goals, and where an audit should start.
- 01ApplyName, company, and business email are required. The rest helps us prepare.
- 02Executive conversationFit, priorities, decision makers, and where growth is blocked.
- 03Enterprise auditThe formal basis for the architecture, roadmap, and investment.
Your application reaches Lucas directly and is used only to respond. Please do not include confidential, financial, legal, or health information. Prefer to talk first? Book a call or email contact@fxxkagency.com. Read the privacy policy.