Tax season is 6 weeks away.
While you're copying data between spreadsheets and chasing clients for W-2s, your competitors are automating everything. And the numbers prove why that matters.
According to a recent survey, 99% of accountants experience burnout, with 24% facing moderate to severe levels. During tax season, 80% of accountants work over 51 hours per week, and nearly a third exceed 61 hours. The result? 74% rate their work-life balance as "Fair" or "Poor."
It doesn't have to be this way.
A 2024 Intapp study found that accountants using automation save an average of 30 hours per week. More than any other profession surveyed. That's not a typo. Thirty hours. Almost an entire extra workweek, every week.
Here are 5 automations you need to set up before January hits.
1. Client Intake Forms That Actually Work
The problem: You're sending emails asking for the same information over and over. Clients forget. You follow up. They send half of what you need. Repeat.
This isn't just annoying. It's expensive. According to the 2024 Woodard/Mango Accounting Report, 70% of accounting firms struggle with timely document collection. Every hour spent chasing information is an hour not spent on billable work.
The fix: One smart intake form that collects everything upfront: business type, revenue range, services needed, and document uploads. When they submit, the data flows directly into your CRM. No copy-pasting. No chasing.
The impact: Firms that implement automated intake report cutting their onboarding time by 50-75%. Instead of 2 hours per new client, you're looking at 30 minutes. Most of which happens without you.
2. Automated Document Collection
The problem: The dreaded "Did you get my W-2?" email chain. Documents scattered across email threads, text messages, and that one client who still faxes things.
Here's the real cost: A Suralink study found that 82% of accounting clients express frustration with vague or time-consuming requests, and 62% experience five or more communication breakdowns per engagement. Every breakdown erodes trust and eats your time.
The fix: A secure client portal where they upload everything to one place. The system automatically organizes files, sends reminders at 7, 14, and 21 days, notifies you when uploads complete, and creates a clear audit trail.
The numbers: KPMG's 2024 AI in Finance Report found that 75% of companies are now using automation in their financial processes, with early adopters seeing ROI that exceeds expectations.
3. Self-Service Appointment Scheduling
The problem: Three emails and a phone call just to book a 30-minute meeting. You're losing billable hours to calendar Tetris.
The accounting profession is facing a staffing crisis. Over 200,000 job vacancies are projected by 2025. You can't afford to waste your limited capacity on administrative back-and-forth.
The fix: A booking link that shows your real availability. Clients pick a time. Calendar blocks automatically. Confirmation and reminder emails send without you touching anything. Setup takes 15 minutes. Time saved per client: 15-30 minutes.
4. Follow-Up Sequences That Never Forget
The problem: That lead from September? You forgot to follow up. That client who said "let me think about it"? Gone.
The same Suralink research shows that 75% of clients struggle to manage their daily responsibilities during accounting engagements. They're not ignoring you. They're overwhelmed. But if you don't follow up, they'll find someone who does.
The fix: Automated email sequences triggered by client status. New leads get a welcome sequence. Active clients get follow-ups when proposals are sent and reminders when documents are due. MIT Sloan found accountants using automation reallocated 8.5% of their time to higher-value activities.
5. Invoice and Payment Reminders
The problem: You finished the work three weeks ago. Still waiting on payment. Awkward to ask. Cash flow suffering.
According to accounting industry surveys, firms that automate payment reminders get paid 15-20 days faster on average.
The fix: Invoices send automatically when work is marked complete. Payment reminders go out at Day 1, 7, 14, and 30. Online payment links let clients pay in 2 clicks. You get paid faster and never write another "just following up" email.
The Real Cost of Not Automating
The average accountant spends 15-20 hours per week on administrative tasks that could be automated. At a billing rate of $150/hour, that's $2,250-$3,000 per week in lost billable time. Over a 13-week tax season, that adds up to $30,000-$40,000.
Accountants who automate report saving 30 hours per week and see a 12% improvement in reporting quality and close books 7.5 days faster per month.
The Bottom Line
Every hour you spend on admin work is an hour you're not spending on billable client work. Or on your family, your health, or yourself.
These 5 automations can save your firm 15-20 hours every week during tax season. That's real money back in your pocket and real sanity back in your life.
Tax season is 6 weeks away. The best time to automate was last year. The second best time is now.
Ready to Automate Before the Rush?
I help accounting firms in Washington DC, Maryland, and Virginia set up these exact systems. Typically in 1-2 weeks.
Here's what that looks like: Free 15-minute call to understand your workflow, custom automation plan, done-for-you implementation, and 30 days of support.
No more chasing documents. No more calendar Tetris. No more payment reminders.
Book your free strategy call now and let's get your firm ready for tax season.
Limited availability before tax season. I only take on 3 new clients per month to ensure quality implementation.