The document chase
Every tax season, the same clients send half their documents and go quiet. Your team spends its best hours sending “just checking in” emails instead of preparing returns.
AI automation for CPA firms & advisors
You do the advice. Your systems should do the chasing.
We build AI workflows that onboard clients without the email tag, chase missing documents politely until they arrive, fill your calendar with review meetings that actually happen, and keep clients hearing from you all year — not just at tax time.
Talk to a real person — no form required
Built for solo practitioners, small CPA firms & advisory practices · Works alongside the portal, tax, and bookkeeping tools you already use · Your clients' documents stay in your portal
Your expertise isn't the bottleneck. The follow-up around it is.
The stalled onboarding
Engagement letter sent, organizer half-finished, portal login never activated. A client who wanted to start sits in limbo — and occasionally drifts to a firm that followed up.
The once-a-year client
If clients only hear from you at filing time, they'll never buy planning, bookkeeping, or advisory from you — and the referrals you should be getting go to whoever stayed in touch.
What we automate
Six workflows that run while you're with clients
Pick one to see exactly how it runs. Every workflow is written in your voice, sends from your firm's inbox, points clients to your secure portal for anything sensitive, and hands off to a human the moment judgment is needed. No workflow ever gives tax or investment advice.
How it works
Audit first. Build second. Autopilot third.
No new platform to learn, no six-month implementation. We find where your client work stalls, build only what fixes it, then run it for you — ideally well before busy season, not during it.
The Free Workflow Audit
Your free workflow audit — included, your first step
A working session on your actual practice — how clients come in, how documents move, and where follow-up quietly stops.
- Full map of your intake-to-filing flow
- The 3–5 workflows worth building first, in order
- Written plan you keep either way
The Setup Sprint
Included in the flat fee
We build your priority workflows around the tools you already pay for — your portal, inbox, calendar, and practice software — and test them before anything reaches a real client.
- Messages written in your voice, approved by you
- Sensitive files always routed to your portal, never email
- Tested end-to-end before launch
Workflow Partner
$499 / month · flat
Your automations, managed. We watch what's running, fix what breaks, tune what's underperforming, and report what it produced.
- Monitoring, fixes & ongoing tuning
- Monthly report: docs completed, meetings booked, leads answered
- New workflows added as your practice grows
Do your own math
How many hours is chasing actually costing you?
Slide to your real numbers — in a normal month, not even your worst one. This is your arithmetic, not our marketing.
Onboarding, missing documents, unsigned letters, scheduling — anyone who owes you something
Emails, calls, and “just bumping this up” messages before they finally respond
Finding the file, writing the note, logging it, setting the next reminder
Booking review meetings, status updates, review requests, deadline reminders
26 hrs / month
That's the chasing and admin workload these workflows are built to take off your plate — politely, persistently, and including the evenings when clients finally answer their email.
Chasing time: 8.3 hrs
Admin time: 17.3 hrs
Your $499/mo works out to $19 per hour handed back
Pricing
One flat fee. No surprises.
One flat monthly fee for the build-out and management, plus one small one-time fee when you start. No hourly billing, no per-client charges, no busy-season surcharge.
Workflow Partner — flat fee
$499 / month
The service itself: your AI automation, built and managed.
- Free workflow audit & workflow plan included to start
- Build-out of your priority workflows
- Onboarding & document chase running year-round
- Meeting reminders, client touch & review campaigns kept running
- Monthly report in plain English: what ran, what it completed
$499/mo + a one-time $49
$548 first month, then $499/mo
The flat monthly fee, plus a single one-time service fee when you start — never charged again.
- $499/mo — Workflow Partner flat fee (above), every month
- +$49 one-time — service fee, charged once at signup
- = $548 due the first month — then just $499/mo after that
- No setup surprise: audit & build-out are part of the flat fee
Every engagement starts with the Audit and build-out, both inside the flat fee — so the monthly only ever pays for systems matched to your practice. Vaivin works with a small number of firms at a time so the systems stay personal.
Across the year
Built for busy season. Useful in every season.
The same system that survives April also builds your advisory practice the other eight months.
January
Organizers out, returns tracked
Every client gets their organizer, portal link, and deadline up front — and the chase starts automatically, not when you notice.
Busy season
Docs arrive instead of excuses
Missing-item reminders name exactly what's outstanding. Files complete themselves in the background while you prepare.
After filing
Reviews while goodwill is high
Review and referral requests go out right after e-file acceptance — the moment clients are most relieved and most generous.
Summer – fall
Planning season, filled
Quarterly check-ins, estimate reminders, and year-end planning invites keep your calendar — and your advisory revenue — moving.
Questions
Asked by firm owners, answered straight
No — it makes the tools you already have actually get used. The workflows live in the layer around your portal, inbox, calendar, and practice software: sending the reminders, booking the meetings, and following up until the client does their part inside your existing systems.
Documents never travel by regular email in these workflows. Reminders tell the client what's outstanding and link them into your secure portal — the same place your firm already collects files. Messages are approved by you in advance, nothing is sent in your name that you haven't seen, and no workflow gives tax, accounting, or investment advice.
The messages are written from your firm's real emails, in your tone, and they do the job clients actually appreciate: clear, timely, specific reminders. The moment a client asks a real question, the conversation hands off to you or your team with the full thread attached.
Yours probably depend on someone remembering, having time, and knowing exactly what's still missing for each client. These run per-client, name the specific outstanding items, escalate politely, and stop the instant the client completes the step — even during the weeks nobody on your team has a spare minute.
Because automating the wrong thing wastes the flat fee. The Audit — included when you start — maps where client work actually stalls in your firm and ranks the builds by payoff, so your $499/mo only ever funds what earns. You see the plan before the first workflow goes live.
Solo practitioners and two-to-five-person firms are exactly who it's built for — you have no admin bench to absorb the chasing. Larger firms use it to give every preparer and advisor the same follow-up discipline without adding headcount before busy season.
Start with a discovery call
Tell us a little about your firm and we'll reply with times to talk through your Audit. One flat $499/mo plus a one-time $49 fee — $548 due the first month, then $499/mo — if we move forward. The form opens your own email app with everything filled in; nothing is sent until you hit send.
- A map of where your client follow-up stalls
- The priority builds, in order, with the why
- A plan that's yours whether we build it or not
Fastest way to reach us
(214) 744-3297Call or text and you'll reach Vaivin directly — or use the form and we'll reply with discovery-call times.
Prefer email directly? [email protected] · [email protected]
