Solutions · what we automate

Six workflows. Built, tested and operated for your firm.

Each block below shows one workflow: what runs on its own, what stays with your team, and where a published result backs it up. We start with the one that costs you the most hours.

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01

Document collection & chasing

Organizers and request lists go out on time. Every upload is recognized, matched and checked off. What is still missing gets requested automatically, politely and on a schedule you set. Your team opens a complete file instead of a to-do list.

Runs automatically
  • Sends request lists per client and engagement
  • Recognizes uploads and matches them to the list
  • Reminds clients about missing items
  • Flags unreadable or wrong documents

Stays with you. You decide the tone, the timing and when a person should pick up the phone.

35%less processing timeFirm in Berlin · published case
W-2_Miller_2025.pdfuploaded by the client · recognized
Request listMiller · 2025 return0 of 5 received
  • W-2Wagesmatched
  • 1099-INTInterestmatched
  • 1098Mortgage interestmatched
  • K-1Partnershiprequested
  • Property tax billCountyrequested
Reminder · sent automaticallyTwo documents are still missing

Hi Sam, we still need your K-1 and the property tax bill to finish your return. You can upload them here.

02

Client onboarding & engagement letters

A new client signs, and the rest runs: engagement letter, identity and authorization forms, portal invitation, client record and kickoff tasks. Nobody retypes data from one system into the next.

  1. Client recordHarper & Co. · LLC
  2. Engagement lettersent for e-signature
  3. Authorizationsigned and filed
  4. Portal & kickoffinvite sent · tasks open
Engagement lettersigned
Client ready to worknothing typed twice
01

Creates the client record from one intake form

02

Sends engagement letter and authorization forms for e-signature

03

Invites the client to your portal

04

Opens kickoff tasks for the responsible staff

Stays with you. You approve the engagement terms and who is assigned.

Inbox0 sorted
  • “Did you get my K-1?”Miller · 1040JM
  • Invoice for MarchHarper & Co.AK
  • “Can we move our call?”Ortiz DentalJM
  • Signed engagement letterLee FamilyRS
Draft replyto Sam Miller

Hi Sam, yes, your K-1 arrived on March 4 and is in your file. Nothing else is missing for your return

EditApprove & send
03

Inbox triage & reply drafts

Incoming email is read, matched to the client and routed to the right person. For routine questions the AI drafts a reply from your notes and the status of the engagement. A person reads it, edits if needed and sends.

  • Matches every email to a client and engagement
  • Routes by topic and responsibility
  • Drafts replies to status and document questions
  • Files attachments where they belong

Stays with you. Nothing leaves your firm without a person pressing send.

04

Bookkeeping prep & month-end close

Receipts, invoices and bank lines are read, matched and pre-coded. Whatever does not fit lands in a review list with the reason attached. Reviewers spend their time on judgment, not on data entry.

  • Collects documents from every channel into one intake
  • Reads vendor, date, amount and tax
  • Suggests the coding and learns from corrections
  • Lists duplicates, gaps and unusual items

Stays with you. Every entry is a suggestion until someone on your team approves it.

March · Harper & Co.0 of 5 coded
DateDescriptionAmountAccount
  • Mar 02Office supplies$84.206100
  • Mar 04Software subscription$249.006400
  • Mar 09Client lunch$62.756300
  • Mar 12Insurance premium$410.006700
  • Mar 15Wire transfer$4,800.00Review
1 item needs a decision: no matching documentOpen review list
−38%time per bookkeeping monthFirm in Munich, 14 staff · published case
NoticeCP2000
Response duein 30 days TypeProposed changes Assigned toPreparer
TodayDue Day 0Day 10Day 20Day 30
On the calendar · client informed
05

Deadlines, extensions & notices

Tax notices and agency letters are read the day they arrive. The response date is calculated, the task is assigned, and the client gets a status update. Extension lists and follow-ups run on their own, so nothing depends on someone remembering.

Read

Reads notices and extracts type, period and amounts

Calculate

Calculates the response date and creates the task

Track

Keeps extension and follow-up lists current

Inform

Sends status updates to the client

Stays with you. The response itself is written and signed off by your professionals.

06

AI phone assistant & scheduling

Every call is answered, including after hours and in the last week before a deadline. The assistant introduces itself as a digital assistant, records the request, and books a callback or appointment. Your team works without being interrupted.

  • 24/7reachable by phone
  • 0missed calls
  • 100%of requests documented

BeKa Steuerberatung · published case

  • Answers calls around the clock
  • Documents who called and why
  • Books callbacks and appointments
  • Hands urgent matters to a person right away

Stays with you. You define what counts as urgent and what the assistant may say.

TRUSTAX assistantIncoming call · 6:42 PMafter hours
  • Thanks for calling. I am the firm’s digital assistant. How can I help?
  • I have a question about my estimated payment.
  • I can book a callback with your preparer. Tomorrow at 9:30 AM?
Callback bookedTomorrow · 9:30 AM · note filed
The TRUSTAX team reviewing a client workflow around the meeting table
Weeks 4–5Test with your team Real cases, in paralleluntil a senior would approve
Before go-live

Tested on your cases, with your people

No workflow goes live on a demo dataset. Your staff run real cases in parallel while we tune rules, wording and exceptions. It goes live when the output is what a senior in your firm would approve.

Find your first workflow
Your stack

Built around the software U.S. firms already run

Your tax, accounting and practice software stays the system of record. No rip and replace, and no new tool your team has to learn.

Tax
CCH Axcess TaxWolters Kluwer UltraTax CSThomson Reuters LacerteIntuit ProConnect TaxIntuit Drake Tax ProSeriesIntuit ATXWolters Kluwer GoSystem Tax RSThomson Reuters
Accounting & payroll
QuickBooks Online Xero Sage Intacct NetSuite Gusto ADP Paychex BILL Expensify
Practice management & documents
Karbon Canopy TaxDome Financial Cents Practice CSThomson Reuters SmartVault ShareFile SafeSend Liscio DocuSign Adobe Acrobat Sign
Office, communication & legal
Microsoft 365 Outlook Teams SharePoint Google Workspace Gmail Slack Zoom Dropbox Box Clio MyCase NetDocuments iManage
42 systems we see in U.S. practices Tell us your stack, get a tool map
Systems with an interfaceCloud accounting, practice management, client portals, Microsoft 365 and Google Workspace usually offer an API. Those we connect directly.
Systems without oneMany desktop tax programs have no open interface. There we automate what happens around them: intake, document prep, exports and imports, status and communication.
AI under business termsAI models run under business agreements and in the region we agree on with you. Nothing runs through consumer chat tools.

Product names and marks belong to their owners. They are listed to show typical firm stacks. No partnership or certified integration is implied.

Clear boundaries

What runs on its own, what needs approval

Runs automatically
  • Recognizing and filing incoming documents
  • Matching uploads against the request list
  • Scheduling reminders and follow-ups
  • Calculating response dates from notices
  • Drafting replies and coding suggestions
Only with approval
  • Anything that is sent to a client
  • Bookkeeping entries and adjustments
  • Anything that is filed or submitted
  • Changes to client master data
We do not do
  • Tax advice or professional judgment
  • Signing or filing returns
  • Decisions about a client relationship
  • Moving client data into tools you have not approved
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02

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03

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Your questions answered

Frequently asked questions

The one that costs the most hours and follows the clearest rules. In most firms that is document collection or the inbox. The free AI Check ranks your top three.

Your software stays the system of record. Where it offers an interface we connect to it. Where it does not, we automate the steps around it. Tell us your stack in the AI Check and you get a tool map for exactly that.

The first workflow usually runs within a few weeks: one week of process review, two to three weeks of build, then testing with your team.

It says so. Uncertain cases go to a review list with the reason attached. A person decides, and the system learns from the correction.

Yes. Before you decide, we show you the automation on your own process, not on a demo dataset.

No. We need one point of contact for questions and approvals, about two to three hours a week during setup.