San Jose, CA
A San Jose CPA firm was at capacity — not because they lacked clients, but because manual document collection, data entry, and deadline tracking consumed so much staff time that they physically could not take on more work. Tax season meant 70-hour weeks for all staff, and deadline reminders were managed through a shared calendar that was consistently overlooked.
We built an AI-powered client management platform — a secure document portal where clients uploaded their materials directly, an AI data extraction tool that read and categorized financial documents automatically, an automated deadline reminder system with multi-channel escalation, and a client capacity dashboard that gave partners real-time visibility into workload distribution across the team.
Tracked staff time across all task categories for 4 weeks to quantify where manual work was consuming the most capacity.
Built the secure client document portal and trained the AI extraction model on 5 years of historical financial document formats.
Developed the automated deadline reminder system and partner-facing capacity dashboard with workload distribution analytics.
Migrated all 280 clients to the new portal over 8 weeks, providing onboarding support that achieved 94% active adoption within 60 days.
Automation freed enough staff time to grow the client roster from 280 to 840 without adding headcount.
AI document extraction eliminated 60% of manual data entry work across all tax preparation workflows.
Automated deadline escalation achieved a 99% on-time filing rate, up from 91% with manual tracking.
Increased client capacity drove 55% revenue growth without proportional increases in overhead.
“Tax season used to destroy us. This year we handled three times the clients and nobody worked more than 50 hours a week. That has never happened before.”
Let’s discuss how Calidigi can deliver results like these for your industry — with a custom strategy built around your goals.