AI Solutions for Accounting Firms
Your Team Is Doing $15/Hour Data Entry on a $150/Hour Schedule
Accounting firms lose hundreds of billable hours to manual intake, document chasing, and data entry. Everglade designs custom AI solutions that take on the back-office grind, so your staff focuses on advisory work.
Archived page.Everglade Systems was acquired by a private equity firm in August 2026 and no longer takes clients. This page is kept as a record of the work. About the founder ›
Sound familiar?
Tax Season Turns Your Office Into a War Room
From January to April, your staff is buried under 200+ client intake packets, missing W-2s, and last-minute K-1s. Clients email documents to the wrong address, drop off shoeboxes of receipts, and call daily asking 'is my return done yet?' Your senior accountants spend 30% of their time on admin instead of billable review work.
You're Chasing Clients for Documents They Should Have Sent Weeks Ago
Every year, the same story: you send a document request list in November, follow up in January, follow up again in February, and half your clients still haven't sent their 1099s by March 15. Your staff spends 6-8 hours a week on follow-up emails and phone calls that could be automated entirely.
Manual Data Entry Is Eating Your Margins
A bookkeeper spends 45 minutes keying in receipts and bank statement data for a single client's monthly books. Multiply that by 80 clients and you've got a full-time employee doing nothing but copy-paste work. At $25/hour fully loaded, that's $52,000 a year spent on work a machine handles in seconds.
Client Onboarding Takes So Long You Cap Your Own Growth
Bringing on a new client means collecting engagement letters, W-9s, prior-year returns, QuickBooks access, and bank authorization forms. The back-and-forth takes 2-3 weeks on average. During busy season, your team stops taking new clients entirely because onboarding alone would sink them.
What Everglade built for accounting firms
Examples of what Everglade built for this industry while it was operating.
Automated Client Intake and Document Collection
New clients get a branded intake portal with smart forms that adapt based on entity type. Sole prop? They see Schedule C questions. S-Corp? They get officer compensation and shareholder basis fields. Missing documents trigger automatic reminders on a schedule you set. Your staff never sends another 'just following up' email.
AI-Powered Data Extraction from Receipts and Invoices
Clients upload receipts, invoices, and bank statements to a secure portal. AI reads the documents, categorizes transactions, and maps them to your chart of accounts. Your bookkeepers review and approve instead of typing. A 45-minute data entry job becomes a 5-minute review.
Client Communication on Autopilot
Return status updates go out automatically as you move through your workflow stages. Deadline reminders for estimated payments, extension filings, and document due dates fire without anyone lifting a finger. Clients book their own appointments through an online scheduler synced to your team's calendar.
CRM and Workflow Automation for Your Client Pipeline
Every prospect inquiry gets an instant response with your service menu and pricing. Leads are scored by revenue potential and routed to the right partner. Engagement letters go out for e-signature automatically. Your pipeline moves from first contact to signed client without a single manual step.
Frequently asked questions
Is client data secure?
Security shapes the design from the start. Data is encrypted in transit and at rest, access is limited to what each system needs, and we work within your firm's existing security policies. We review your specific requirements with you during the assessment, before anything is built.
How does this integrate with our existing tax and accounting software?
We build integrations with the tools you already use: QuickBooks, Xero, Drake, Lacerte, UltraTax, Karbon, and most major practice management platforms. If your software has an API or accepts CSV imports, we can connect it. No rip-and-replace required.
How long does it take to get set up, especially if we're mid-tax-season?
It depends on scope, which we pin down in a free assessment. A focused first project, like document collection, can often go live within a few weeks. If you're mid-season, we deploy in phases, starting where you need relief most, and we test everything with sample client data and train your team.
What does this cost compared to hiring another bookkeeper or admin?
A full-time bookkeeper costs $45,000-$65,000 annually with benefits. Our automation handles the equivalent workload for a fraction of that, and it doesn't call in sick during March. Most firms see a positive ROI within 60 days based on time savings alone.
Will our older clients be able to use the document portal?
The portal is designed to be as simple as possible. Clients get a text or email with a single link, tap to upload photos of documents from their phone, and they're done. No app to download, no account to create. We've seen 70+ year-old clients adopt it without a single support call.