Each October, the automation pulls year-to-date profit for every business client, picks those above a profit threshold or up more than 25% on last year, and sends each a personal email with an estimated tax range and a planning meeting booking link.
Typical results
≈80
Eligible clients found among 300 in one run
≈12 hrs
Partner time saved choosing whom to call
10 days
Before an unbooked client becomes a follow-up task
Figures reflect typical results for this kind of automation.
The challenge
Year-end planning meetings are among a CPA firm's most valuable services, yet with 300 owner-managed businesses on the books, partners only remember to offer them to the clients they happen to speak with in the fall. Clients with a sharp rise in profit often hear about their tax bill for the first time when the return is filed.
Before and after
Planning meetings booked per season
2.1×Eligible clients who receive a planning offer
2.9×The automation
In October, a Make scenario pulls year-to-date profit for each business client from the accounting software and compares it with the same period last year. Clients above a profit threshold, or up more than 25%, get a personal email from their partner with an estimated tax range and a booking link for a planning meeting. Opens, replies and bookings are tracked in the CRM, and a follow-up task is created for anyone who has not booked within ten days.
How it works
- 01
October profit pull
In early October, year-to-date profit for each business client is read from the accounting software.
- 02
Compared with last year
Profit is compared with the same period last year, and clients above the threshold or up more than 25% are selected.
- 03
Personal email
Each selected client gets an email from their partner with an estimated tax range and a planning meeting booking link.
- 04
Tracked in the CRM
Opens, replies and bookings are logged on the client record in the CRM.
- 05
Ten-day follow-up
Anyone who has not booked within ten days becomes a follow-up task for the partner.
Starts from
- YTD profit per client
- Same period last year
Delivers
- Personal planning email
- Planning meeting booked
- Follow-up task after 10 days
The impact
Every eligible client hears about planning before year-end instead of after the return is filed. Planning meetings booked roughly double compared with a season of ad-hoc offers, and partners spend their October time in meetings rather than combing through ledgers to decide whom to call.
Questions about this automation
How is the estimated tax range calculated?
The automation applies the firm's own rules to year-to-date profit, typically an annualized profit figure multiplied by a low and a high effective rate for the client's entity type. The result is shown as a range with a clear note that it is an estimate, and the partners can adjust the rules or the wording before the run.
Can a partner see or edit the emails before they go out?
Yes. The run can stop at a review step where each partner sees their selected clients with the draft email and estimate, removes anyone they want to handle personally and approves the rest. Approved emails go out from the partner's own mailbox, so replies reach them directly.
What happens with clients who do not respond?
Clients who have not booked within ten days get a follow-up task for their partner in the CRM, with the profit figures and the email history attached. The partner can call, send a short reminder or close the task. This is a multi-step build, usually rolled out in stages.