Workflow Automation
Automate repetitive tasks and streamline your accounting practice
Workflow automation helps you eliminate manual data entry, reduce errors, and free up your team to focus on high-value advisory work. Save up to 20 hours per week per team member.
Overview
TuskCPA's workflow automation engine allows you to build sophisticated, multi-step workflows that handle everything from client onboarding to tax return processing. Our visual workflow builder makes it easy to create automations without writing code, while our API provides advanced customization for power users.
Key Features
Trigger-Based Automation
Launch workflows automatically based on events like new client sign-up, document upload, deadline approaching, or custom triggers.
Conditional Logic
Create if/then branches to handle different scenarios. Route tax returns based on complexity, assign tasks by client type, or escalate based on urgency.
Scheduled Actions
Schedule emails, reminders, and tasks. Send quarterly review invitations, year-end tax planning reminders, or monthly bookkeeping check-ins.
Approval Workflows
Build multi-stage approval processes. Route work for senior review, require partner sign-off on engagements, or implement quality control checkpoints.
Common Workflow Templates
Client Onboarding Workflow
Automatically send engagement letters, collect tax documents, schedule kickoff calls, and create project folders when a new client signs up.
Tax Return Processing
Automatically assign returns based on preparer availability and complexity, send status updates to clients, route for review, and trigger e-filing when approved.
Monthly Bookkeeping
Request bank statements on the 1st of each month, reconcile accounts automatically, generate financial reports, and send to clients for review.
Document Collection
Send automated reminders for missing documents, escalate to partners after 3 follow-ups, and notify team when all documents are received.
Getting Started
1. Access Workflow Builder
Navigate to Automation → Workflows in your dashboard. Click "Create New Workflow" to open the visual builder.
2. Choose a Trigger
Select what will start your workflow:
- Client Events: New client, status change, payment received
- Document Events: Document uploaded, signed, or missing
- Time-Based: Specific date, recurring schedule, deadline approaching
- Manual: Button click or API call
- Integration: QuickBooks invoice, Xero expense, ADP payroll run
3. Add Actions
Drag and drop actions to build your workflow:
- Send Email: Custom templates with dynamic fields
- Create Task: Assign to team members with due dates
- Update Client: Change status, add tags, or update fields
- Request Documents: Trigger secure document requests
- Wait/Delay: Pause for a specified time period
- Conditional Branch: If/then logic based on data
- API Call: Integrate with external systems
4. Add Conditional Logic
Use conditional branches to handle different scenarios. For example: "If client type is C-Corp, assign to corporate tax team, otherwise assign to small business team."
5. Test Your Workflow
Use our testing mode to run through your workflow with sample data before activating it. Check email templates, task assignments, and timing.
6. Activate and Monitor
Once tested, activate your workflow. Monitor performance from the dashboard and refine based on results.
Best Practices
- Start Simple: Begin with single-step automations before building complex multi-stage workflows.
- Use Templates: Modify our pre-built templates rather than starting from scratch.
- Test Thoroughly: Always test with real client scenarios before rolling out firm-wide.
- Document Your Workflows: Add notes explaining the purpose and logic for team members.
- Monitor Performance: Review workflow analytics monthly to identify bottlenecks and improvements.
- Get Team Buy-In: Train your team on automated processes and gather their feedback.
Advanced Features
AI-Powered Routing
Use our AI to automatically assign work based on team member expertise, workload, and historical performance. The system learns from your assignments and improves over time.
Workflow Analytics
Track completion rates, average time per step, bottlenecks, and ROI. Identify which workflows save the most time and where improvements are needed.
API Integration
Connect workflows to external systems via our REST API. Trigger workflows from your website, CRM, or practice management software.
Need Help Building Workflows?
Our team can help you design custom automation strategies for your firm.