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CPA Firm – Admin Automation & Document Triage
Client Profile
A 5-location regional gym brand with 3,500+ active members and a small front desk team responsible for handling all member communication.
Staff spent hours reviewing client-submitted documents manually.
Partners spent late nights summarizing 40-page returns into bullet points.
Follow-ups to gather missing files were done one at a time by email or phone and Onboarding new clients was inconsistent and time-consuming.
Initial Pain Points:
Clients submitted a mix of scanned PDFs, Word docs, and handwritten notes.
The team used Dropbox for file storage and Microsoft 365 for internal workflow.
No onboarding process automation or document intelligence tools were in place.
AIMS Discovery Insights:
Implement document summarization using AI OCR + GPT (e.g. Microsoft Syntex or GPT via Dropbox API) to summarize returns and prep Q&A for partners.
Automate onboarding emails using a conditional logic tool (like Zapier or ActiveCampaign) triggered by intake form responses.
Use a GPT-powered checklist tool to scan uploaded docs and flag missing or incorrect information.
AI Opportunities Identified in Report:
Deploy a GPT-powered virtual assistant (e.g., embedded on your client portal) to answer client FAQs in real time, provide status updates on document processing, and guide clients through next steps based on their specific onboarding progress.
14-page Solution Finder Report
Template for AI-powered doc summaries
Email automation sequences for onboarding
Deliverables:
Visual workflow for triage process
Comparison of 3 AI OCR solutions with cost and ease-of-use ratings
10–15 partner hours saved per week
Cut client onboarding time by 50%
Reduced tax filing delays by 30%
Estimated Impact:
Improved client satisfaction and internal workflow consistency
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