Use Case

How Small CPA Firms (2-10 Staff) Manage Document Collection Without the Chaos

Your firm has grown past the solo stage. Now you need your team working from the same playbook, not five different spreadsheets.

What makes document collection harder for small firms?

Who is handling which client?

With 2-10 staff members, client assignments become a coordination challenge. Documents arrive for the wrong person, follow-ups get duplicated or missed, and nobody has a clear picture of firm-wide progress.

Inconsistent processes across staff

Each team member develops their own system for tracking documents. One uses a spreadsheet, another relies on email folders, a third uses sticky notes. When someone is out, their clients are a black box.

Security and compliance gaps multiply

More staff means more potential points of failure. Client documents shared via email, stored in personal Dropbox accounts, or sitting in unsecured downloads folders — and no audit trail to show who accessed what.

What does document collection cost a 5-person firm?

A typical 5-person CPA firm handles 500 tax clients. At 90 minutes per client for document collection and follow-up across the team:

750

total hours per season

$18,750

cost at $25/hr staff rate

$1,668

Taxhance annual cost (5 seats)

That is an 11x return on investment. And that does not factor in the reduced errors, better client experience, and time your team reclaims for billable work.

How does Taxhance help small CPA firms specifically?

One system for the entire team

Every document, every client communication, and every status update lives in one place. No more "check with Sarah, she has that client" conversations.

Role-based permissions keep data secure

Control exactly who can see what. Associates see their assigned clients. Managers see their group. Owners see everything. Built-in audit trail for compliance.

Automated reminders at scale

Set firm-wide reminder policies that apply to all clients automatically. Consistent follow-up cadence without any team member needing to manually send emails.

Real-time firm-wide visibility

A single dashboard shows every client across the firm. Filter by team member, status, or group. Instantly identify bottlenecks and redistribute workload.

What does the team workflow look like with Taxhance?

Firm owner sets up the structure

Create client groups, assign team members, configure document checklists, and set reminder policies. This is done once at the start of the season.

Team members manage their assigned clients

Each associate logs in and sees only their clients. They can monitor document status, respond to client messages, and flag issues for manager review.

Managers get the bird's-eye view

Filter the dashboard by team member, group, or status. Quickly spot which associates are overloaded and which have capacity. Reassign clients with a click.

Clients experience a professional, unified portal

Regardless of which team member is assigned, every client gets the same polished upload experience, the same reminder cadence, and the same secure communication channel.

What does Taxhance cost for a small CPA firm?

Team SizeAnnual BillingMonthly Billing
2 people$64/mo ($39 + $25)$79/mo ($49 + $30)
5 people$139/mo ($39 + 4 x $25)$169/mo ($49 + 4 x $30)
10 people$264/mo ($39 + 9 x $25)$319/mo ($49 + 9 x $30)

All plans include AI document classification, client portal, in-app chat, automated reminders, compliance calendar, and team RBAC. 21-day free trial, no credit card required.

Frequently Asked Questions

How much does Taxhance cost for a small CPA firm?
Taxhance starts at $39/month (annual billing) for the first user, plus $25/month for each additional team member. A 5-person firm pays $139/month ($39 + 4 x $25). Monthly billing is $49/month base + $30/month per additional member. Every plan includes a 21-day free trial with no credit card required.
How do role-based permissions work in Taxhance?
Taxhance includes team role-based access control (RBAC). Firm owners and managers can control which team members can view, edit, or manage specific client groups. This ensures associates see only their assigned clients and sensitive information stays protected.
Can different team members manage different client groups?
Yes. You can assign clients to specific team members and organize them into groups. Each team member sees their own dashboard filtered to their assigned clients, while managers and owners can see the full firm-wide view.
How does Taxhance handle the client handoff between team members?
All client documents, communications, and status information live in a single system. If a team member is out sick or a client gets reassigned, the next person can pick up exactly where the previous person left off without any "what was the status?" conversations.
Does Taxhance work with our existing tax preparation software?
Taxhance focuses on document collection and client communication. It complements your existing tax prep software (UltraTax, Lacerte, Drake, ProConnect, etc.) by ensuring documents are collected, classified, and organized before you begin the return. Documents are downloadable in organized folders.
Is client data secure with multiple team members accessing it?
Yes. Taxhance uses bank-level encryption for data at rest and in transit, along with role-based access controls. All access is logged with full audit trails.

Get your team on the same page this tax season

Start your 21-day free trial. Add your team members. No credit card required.

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