LSJ Tax got 5 employees' worth of output from one system
The managing partners were drowning in workflow admin. Staff were spending 15-20 hours a week chasing clients for documents. IRS notice responses were eating thousands of hours a year. They didn't need more people. They needed better systems.
The problem
Three bottlenecks that were costing them time, money, and sanity.
Managing partners stuck routing work 10+ hours a week
Every new job that came in needed to be reviewed, assigned to the right team, prioritised, and tracked. The managing partners were doing this manually. Ten hours a week minimum, just deciding who should work on what. That's a quarter of their working week spent on admin instead of client strategy.
Staff chasing clients for documents 15-20 hours a week
Peak season meant hundreds of clients needed to submit documents on specific timelines. Staff were sending follow-up emails, making phone calls, logging which clients had responded, and flagging the ones who hadn't. During busy months, this ate 15-20 hours a week across the team. Pure admin with zero billable value.
IRS notice responses consuming thousands of staff hours
Every IRS notice required someone to read it, figure out what it meant, pull the relevant client data, draft a response, and get it reviewed. Thousands of these a year. Each one followed a predictable pattern, but every single one was handled manually from scratch.
What we built
An AI system spanning 10 departments, handling the work that was grinding the firm to a halt.
Job tracking and workflow routing
New jobs get classified, prioritised, and assigned to the right team automatically. The system understands which department handles what, who has capacity, and what the deadline is. Managing partners review exceptions instead of routing every single job by hand.
Automated client document chasing
The system tracks which documents are outstanding for each client, sends follow-ups on a schedule, escalates non-responders, and logs everything. Staff went from spending 15-20 hours a week on this to spending zero. The documents just show up.
IRS notice response handling
When an IRS notice comes in, the system reads it, identifies the notice type, pulls the relevant client records, and drafts a response following the firm's standard procedures. A senior reviewer approves or adjusts. What used to take hours per notice now takes minutes.
Tax prep workflow automation
The entire tax preparation pipeline got automated checkpoints. Documents get validated on intake, missing information gets flagged before work begins, and status updates flow to clients without anyone typing an email. The team spends time on tax work, not admin around tax work.
Results
- Output equivalent to 5 full-time employees
- Managing partner got evenings back for the first time in years
- Peak season capacity doubled without hiring
- Document chasing dropped from 15-20 hrs/week to zero
- IRS notice responses reduced from hours to minutes each
Worth of output. One system. No new headcount. Live in one week.
"We didn't think it was possible to go live in a week. We'd been quoted six months by two other vendors. The system's been running for months now and it hasn't missed a beat. I actually leave the office at 5 o'clock these days."Lewis, LSJ Tax
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