Everything below runs from month one. Then we build automations specific to your firm, one every month or two, chosen from the list on this page.
What is possible depends on the software you run. We find that out during setup, and we tell you straight which ones are easy, which take work, and which are not worth doing.
This is the base. It gets configured to your business rather than invented for it, which is why it is running inside the first month.
One brief each morning covering your calendar, what needs a reply, what is overdue, and what is coming. Then it stays available all day. Ask it what is on your plate, have it draft something, have it check a detail. It knows your business, your clients and how you write.See it running →
Every incoming message sorted by who it is from, what it concerns and how urgent it is, with a reply already drafted in your voice. You review and send.
Messages filed automatically to the right client, deal or project, and the noise cleared out on a schedule. What stays in the inbox is what genuinely needs you.See it running →
Connections researched, replies drafted in your voice, the queue actually worked instead of ignored for three weeks.See it running →
Scheduling, follow-up windows, and deadline cycles handled, with everything counted backward from the date that actually matters.
Every call captured, summarized, and turned into action items and a follow-up draft before you have left the room.See it running →
Up to eight custom templates for the documents you produce over and over, matched to your brand colors and formatting, drafting in seconds instead of hours. We build these around what you actually send.See it running →
A recurring digest built around your specific business and interests. Real sources, real articles, filtered to what is actually relevant to you rather than a generic industry newsletter.
These are the automations that matter most in accounting and planning practices. We would not build all of them. Tap any of them for the detail. We would start with whichever two or three match what actually eats your week, then keep going.
The referral network your growth depends on, built on purpose instead of by accident.
Pulls estate and business attorneys, wealth advisors, insurance agents and commercial bankers across your market, finds the people who actually send work, scores them for fit against the clients you want, and runs a sequence that opens the relationship. Each one arrives with a written opener referencing their actual practice.
Most firms grow entirely on referrals that arrive by luck. This makes the referral network something you build deliberately, on a schedule, rather than something that happens to you at networking events.
What does a client cost you? Almost nobody can answer that.
Every inquiry tracked from first contact through to a signed engagement letter, with the source attached and the time-to-response measured. It produces the numbers your firm has never had: what a client actually costs to win, which channels work, and what one is worth over the relationship.
There is no published benchmark for any of this anywhere in accounting. Not from the AICPA, not from Rosenberg, not from any government body. Anyone quoting you an industry average for cost per client is making it up. This gives you yours.
Signed to first deliverable, without the three-week gap.
The document request list generated automatically based on entity type and prior year, chased on a schedule, checked for completeness rather than just receipt, systems and portal access provisioned, and the first deliverable put on the calendar.
Onboarding throughput is usually the real constraint on growth, not demand. And since most firms charge a separate onboarding fee, compressing the cycle converts directly into margin on work you already bill for.
Which existing clients should be buying advisory work, ranked, with the pitch drafted.
Scans your existing client base for the signals that indicate someone is ready for advisory work, ranks them, names the reason, and drafts the conversation. Growth, complexity, a transaction, a new entity, a pattern in their books.
We can run this against your actual client list during setup and hand you five named candidates with reasoning. That is a worklist a partner can act on the same afternoon, not a slide.
Move the extension decision from April 10th to February.
Tracks what you are waiting on per client, chases it on an escalating but client-friendly cadence, and scores completeness so you can see which returns are actually workable. Then flags the extension decision while it is still a decision.
Extensions are not inherently bad. An extension decided in February is a plan. One decided on April 10th is a fire drill. Moving that call earlier flattens the season without anyone working faster.
The three that quietly protect the relationship and the margin.
IRS notices classified with client history pulled and a response drafted with the right citations and the deadline tracked. Year-end planning opportunities surfaced across the client base in November while they are still actionable. And client profitability scored after write-downs, so you can see which relationships actually make money.
None of these are glamorous and all three are universal. The notice engine is pure retention work. The planning trigger converts a compliance relationship into an advisory conversation at the exact moment it is useful. And most firms have never run the profitability numbers, which tends to be uncomfortable in a productive way.
Every review meeting prepared before you sit down, from the same data you already hold.
Assembles the review pack from the systems you already use: current positions and balances, what went in this year against what could have, beneficiary designations that are missing or stale, required distributions coming due, and the commitments made at the last meeting. It arrives as a brief and a draft agenda rather than a folder of statements to read through.
Review prep is the work that gets compressed into the hour before the meeting, which is why the same three items get raised every year and the harder conversations get deferred. Prepared in advance, the meeting starts from what actually changed and what is now open, and the follow up is drafted before the client has left.
The dates and thresholds in your book that create a reason to call, found before they pass.
Watches the book for the moments that make planning relevant to a specific household: an age that opens or closes an option, a balance that moved enough to matter, a contribution that stopped, an account held somewhere else. Each one arrives with the reason written out, so the call has a subject before you dial.
Most of these are knowable from data the firm already holds and are missed anyway, because nobody has time to read the whole book looking for them. Catching them turns the annual cycle into a reason to be in contact through the year, which is the difference between a client who is served and a client who is reviewed.
Everything above, running, plus custom builds for your business over time.
For teams that want CRM automation and a faster build cadence.
We do not need a paid discovery engagement to get started. Setting up your base system tells us what software you run and where your data actually lives, and from there we can tell you honestly which of the automations above are straightforward, which need work, and which are not possible with the systems you have. Anything larger than the normal build cadence gets quoted on its own, so you always know what you are buying.
Fifteen minutes. We look at what you do and whether any of this actually fits. If it does not, we will say so.
What software you run, where your data lives, and what eats your week. Takes a few minutes and it is what lets us come back with something specific.
An hour with both of us, where we show you exactly which automations we would build for your business and in what order over the next six months.
You own the account and the data. The workspace is set up in your name, on your billing, from day one. If we ever part ways you remove our access and keep everything.
We will tell you what to buy instead. When something you describe is already solved well by a product you can subscribe to, we will name it and tell you to buy it rather than charge you to rebuild it.
We run our own company on this. The daily assistant, the document library, the inbox triage. All of it was built for our own deals first. You are not the pilot.
1372 Peachtree St NE
Atlanta, GA 30309
404-247-5880
nolan@nolanscottteam.com
paul@nolanscottteam.com
The Nolan Scott Team · ai.nolanscottteam.com · July 2026
Which automations are possible depends on the software you run and the data it will give us. We confirm that during setup, before anything is promised.