Stop chasing clients
for paperwork.
Otto asks for what is missing, reminds clients and writes the invoice reminder. The work stays yours. You say yes before anything goes out.
Northgate Accounting on a Wednesday morning: what Otto handled overnight, and what needs a yes.
Good morning, Faye.
Since 10:00 PM, Otto handled 7 things. 3 need your yes
- CDocs in
Calder Plumbing Uploaded October payroll hours. Otto ticked them off the checklist.
- LOverdue 9 days
Lindqvist Dental Quarterly sales tax invoice, $1,200, is 9 days overdue. A reminder is written.
- B2 reminders
Brightside Daycare $950 is 5 days overdue, and Ridge Auto Body's $1,000 is 2 days overdue. Reminders written.
- JViewed
Juniper Yoga Opened the $650 bookkeeping invoice.
- Booked Mon 10:00
A business owner called, a year behind on taxes and getting IRS letters. Otto booked a free 30-minute review Monday at 10:00 and asked him to bring the letters. He said nothing about the outcome.
- SPaid $3,400
Stone and Co. Builders Paid the $3,400 year-end review. Osei Consulting viewed their $2,600 invoice.
- KLetter not sent
Kessler Law The $600 tax planning invoice is still a draft, and the engagement letter has not gone out.
Lindqvist Dental ($1,200), Brightside Daycare ($950) and Ridge Auto Body ($1,000).
Send the engagement letter now, and the invoice once it is signed?
Keep Monday's review, or refer him out? You decide if the firm takes him on.
Theo and Opal each have 2 recurring tasks due this week.
- Review: IRS-letter caller
- Monthly close: Harbor Cafe
- Payroll run: Calder Plumbing
- Sales tax: Ashby Florist
Sample business and sample data. Not a customer. This owner has let Otto handle some things alone. By default he asks first.
Four jobs off your plate.
Built around a firm's year.
The tax work and the advice stay yours. Otto does the asking, the reminding and the setting up, every month, busy season included.
Waiting on the client, again
Document requests that chase themselves.
Each client gets a checklist of what you need. When something is missing, Otto writes a reminder, and when it is uploaded he ticks it off. Everything lands on one record.
Work started before the letter came back
Engagement letters signed before work starts.
Letters go out from your template and clients sign on their phone. The signed copy is saved on the client, and the invoice waits until it is signed. The IRS e-file authorization stays its own form.
Setting up the same tasks every month
Monthly work that repeats itself.
Bookkeeping, payroll, sales tax and extensions become tasks that come back on their own, with a due date and an owner. Nothing depends on someone remembering.
Each recurring task comes back on its own date, with its owner and its checklist.
Invoices that ride through busy season
Invoices and polite reminders.
Invoices with card or bank payment, and a reminder that waits for your OK when one runs late. Payments post to QuickBooks.
Sample business and sample data. Not a customer.
Your firm, set up
on day one.
Your client pipeline, request checklists, engagement letter and recurring work come set up for a small firm. You choose what client data goes in, and you change any of it.
Your pipeline
Forms
- New client intakeBy entity type
- Document checklist
- Engagement letterYour template
- Payroll change form
- Sales tax details
Booking types
- Discovery call30 min
- Tax review30 min
- Year-end review1 hour
- Monthly check-in30 min
- IRS letter reviewYour rules
What Otto never does in your firm.
The tax work and the advice stay with your firm. Otto books, requests, reminds and writes, and you set the rest.
He never gives tax advice. No opinions on a client's position and no promises about outcomes.
You choose what goes in. Names, documents requested and invoices. What tax-return data goes in is your firm's call.
E-sign is not the 8879. Engagement letters are signed here. The IRS e-file authorization is a separate form.
He never works in the dark. Every message and change is logged. Changes and bookings undo with one tap; a sent email can't be unsent.
Built in
Never gives tax advice or promises outcomesBooks a review with you instead
Built inNever sends the IRS e-file authorizationForm 8879 stays in your tax software
Built inYou decide
Send document reminders alone
Book discovery calls alone
Set up next month's recurring tasks
Send engagement letters alone
Send invoice reminders alone
Your words
Keep your tax software.
Run the firm here.
Your tax software and your ledger stay where they are. Clients, requests, letters, recurring work and invoices run here, and Otto moves your client list in.
Works with what you keep
Connect once. Otto uses them for you.
OutlookMail and calendar, both ways.Switching your practice tools
Connect it once. Otto moves your clients, recurring work and templates in.
Drake, Lacerte, UltraTax and CCH Axcess stay where they are. Rely on a tax organizer, workpaper review or a deep client portal? Ask us first.
- The whole firm, busy season included
- All fourteen parts and Otto
- No setup fee
- No per-user fees
- Month to month
- Includes 1,500 minutes of Otto's calls and 3,000 texts a month, then 20 cents a minute and 2 cents a text.
Accounting firm questions.
Plain answers. If yours is not here, ask through Get started and a person replies.
Does it replace TaxDome or Karbon?
For many small firms, client intake, document requests, signatures, recurring tasks, invoices and email are covered here. If you rely on a tax organizer, workpaper review or a deep client portal, ask us first. We will tell you straight.
Is client tax data safe to put in?
You choose what goes in. We give you a security summary for your written information security plan. Using outside tools with tax-return information needs client consent under section 7216, so decide that with your own advisers.
Will Otto give tax advice?
No. He books, requests, reminds and writes. Anything about a client's tax position is yours.
Can Otto send the 8879?
No. Engagement letters are signed here, and the IRS e-file authorization stays in your tax software.
Will clients know it is AI?
Yes. Ask and Otto says he is an AI assistant, and a person is one request away.
Build a business that doesn't depend on you.
One system for the whole business, with Otto doing the busywork. You say yes.
