The verdict in three sentences
In a 30-person firm, 15 to 25% of engagements exceed their fee budget without the partner knowing before year-end. Custom workflow software connected to your tax and accounting tools costs between USD 45,000 and 110,000 with a 4-month timeline. It makes profitability per engagement visible every week and secures filing deadlines.
The real problem: time is logged but never used
Most Manhattan and Long Island firms already run tax software (CCH Axcess, UltraTax, Lacerte) and a timekeeping tool. The missing link is control: comparing hours consumed against the engagement letter every week, chasing clients who do not send documents, and balancing workload before April 15 and the extension season.
| Friction point | Typical situation | With workflow software |
|---|---|---|
| Budget overrun detected | at annual billing | at 80% of budget consumed |
| Document chasing | manual emails, 3 to 5 h a week | scheduled automatic reminders |
| Federal, NY State and NYC deadlines | spreadsheet per staff member | central calendar and alerts |
| Workload per staff member | gut feeling | visible per week and engagement |
| Realization rate | unknown per client | calculated automatically |
| Partner review prep | 1 day a month | real-time dashboard |
Document collection matters as much as time: an engagement waiting three weeks for bank statements spills straight into extension season.
Scope and budget (2026 order of magnitude)
| Module | Scope | Estimated budget |
|---|---|---|
| Engagement letters and budgets | fixed fees, hour budgets, change orders | USD 7,000 to 16,000 |
| Time tracking | web and mobile entry, task coding | USD 7,000 to 18,000 |
| Tax and compliance calendar | deadlines per client, alerts, assignment | USD 9,000 to 20,000 |
| Client document portal | uploads, checklists, reminders | USD 9,000 to 24,000 |
| Profitability dashboards | margin per client, partner, segment | USD 6,000 to 16,000 |
| Integrations | tax software, billing, CRM | USD 7,000 to 16,000 |
| Total | USD 45,000 to 110,000 |
Then budget USD 600 to 1,800 a month for US hosting, maintenance and minor changes. Off-the-shelf practice management tools charge USD 30 to 75 per user per month, so USD 10,800 to 27,000 a year for 30 people, without fitting your methods. For comparison, the French equivalent in Strasbourg runs EUR 30,000 to 70,000 excluding VAT.
A 4-month plan
| Step | Duration | Outcome |
|---|---|---|
| Workshops with partners and managers | 2 weeks | budget and reminder rules |
| Mockups | 2 weeks | approved screens |
| Development and integrations | 9 weeks | modules delivered in batches |
| Engagement letter migration | 2 weeks | 600 clients imported |
| Training and go-live | 2 weeks | team up and running |
Starting in October means being ready well before busy season.
Mini case study
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Daniel, managing partner of a 30-person CPA firm in Midtown Manhattan, serves 600 clients for USD 4.2M in fees. He estimates that 20% of engagements overrun by 12 hours on average: 1,440 unbilled hours at a USD 120 loaded cost, or USD 172,800 a year. If the software helps bill a change order or rescope half of those overruns, the gain is USD 86,400 a year. On a USD 72,000 project, payback comes in about 10 months.
FAQ
Does it replace our tax software?
No, it connects to it and manages engagements on top. Integrations represent USD 7,000 to 16,000 depending on available APIs.
Where is client data stored?
In US data centers, encrypted, with access logs, aligned with IRS Publication 4557 safeguards and the FTC Safeguards Rule that applies to tax preparers.
Will staff actually log their time?
Yes, if entry takes under 5 minutes a day, on mobile, with prefilled tasks. Firms typically see 90% compliance by month three.
Can we start with one module?
Yes. Time tracking plus budgets, USD 14,000 to 34,000, already delivers profitability per engagement in 8 weeks.
How is it accounted for?
Custom internal-use software can generally be capitalized and amortized; confirm the treatment with your own tax team.
Let's scope your project. Tell us your headcount, number of clients and current tools, and we will price your workflow software between USD 45,000 and 110,000 with a 4-month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
