How to Turn AI Into Your CPA Firm’s Secret Gathering Agent

By Tiffany Roussel, Director, Product  Evangelist

Studios seem to release a new spy movie every year. Secret agents will go undercover in some remote part of the globe to stop a near-world-ending disaster. One thing these movies rarely explain: how they do all these earth-saving, helicopter-crashing, explosion-inducing maneuvers without alerting the general public. They save the world behind-the-scenes, fixing problems without attracting attention. Wouldn’t it be nice if the same thing could happen in tax and accounting workflows?

HubSync is an AI operating system that automates and orchestrates the full tax and accounting engagement lifecycle from engagement letter to delivery and close.  It replaces manual processes with autonomous execution across the tax and accounting lifecycle.  CPA firms using HubSync could replace human-driven workflows with two to three review touchpoints, all through its AI operating system.

Gathering and compiling all client materials often slows down CPA firm processes. We’re breaking down how managing partners at top-100 CPA firms can use HubSync to make this process happen autonomously and behind the scenes, much like a secret agent.

How Have CPA Firms Typically Gathered Client Materials?

Tax and advisory professionals have typically had to manually gather client materials. Each year, CPA firms build checklists from scratch and have to physically match every uploaded form type to their checklists. Accounting firms must then thoroughly review each uploaded document and, if any information is unaccounted for, consistently follow up with clients to obtain the missing items until the client submits all requested material.

If reading all these processes made you feel tired, then imagine how tired tax and advisory professionals must feel. Manual review processes often consume more time than CPA firms can spare, especially during busy season. On average, professionals have only two minutes between meetings, emails, or message interruptions during core work hours. Accounting firms need to dedicate that time to high-value advisory work – work that actually requires human review.

To do this, tax and advisory professionals must reduce the amount of hours they spend chasing client documents and updating statuses. They need a secret agent to do the work for them. HubSync is that secret agent.

How Can HubSync Improve the Gathering Process in Tax and Accounting Workflows?

HubSync clients can leverage the Tax Organizer & PBC platforms as well as the Outlook Plug-In integration to make the gathering process easier for accounting firms. But we now have new automations - AI agents  - to take even more busy work out of the gathering process. 

Here’s how our AI-powered agents help alleviate CPA firm workload during the gathering lifecycle:

1. Classification: AI agents automatically classify every form by type as soon as clients upload it, matching it to associated checklists.
2. Follow-up: Agents craft personalized follow-up messages to send to clients when documents are missing.
3. Summarization: AI agents thoroughly analyze all uploaded documents and provide summaries for CPA firms.
4. List creation: Coming later this year, AI agents will build checklists from prior year data and client context, saving hours for tax and advisory professionals.
   

Currently, these agents automate anywhere from 85% to 95% of data entry when integrated into the current gathering process. 

Ready to Accept the Mission?

Why waste precious time during the busy season when you could employ AI-powered agents to do the work for you? 61% of companies already see AI as a decisive success factor for future growth. By letting AI, and all it has in store, rappel into action, CPA firms could save tax and advisory professionals who are drowning in manual processes.

Let AI agents mobilize your accounting firm. Visit hubsync.com or request a demo at hubsync.com/contact-us to see how HubSync can improve the gathering process.

ABOUT HUBSYNC     

HubSync is an AI operating system offering an end-to-end tax and accounting workflow platform built exclusively for CPA firms. HubSync unifies client portals, engagement letter management, document collection, e-signatures, e-filing, billing, and workflow automation into a single integrated system — eliminating the need for multiple disconnected software tools. HubSync serves mid-market and top-100 accounting firms across the United States, helping managing partners, tax leaders, and client-facing staff deliver exceptional client experiences while expanding firm margins. Learn more at www.hubsync.com.