How to Automate Your Daily Tasks and Reclaim Your Time
May 15, 2025
As a CPA, your to-do list never ends. Between client emails, document requests, report reviews, and recurring deadlines, it’s easy to feel like there’s no time left for high-impact work.
But what if you could reclaim hours every week—without working longer hours? The answer is automation.
By automating your daily tasks, you can eliminate busywork, reduce errors, and focus on what really drives your firm forward—building client relationships and delivering value.
Here’s how to automate your daily tasks and reclaim your time with tools and workflows designed for CPAs.
Why CPAs Should Automate Their Daily Tasks
Automation isn’t about replacing your work—it’s about removing the repetitive, low-value tasks that slow you down.
β The Benefits of Automation for CPAs:
β Save Time: Tasks that take minutes each day add up to hours every week.
β Reduce Errors: Automation follows instructions perfectly every time.
β Improve Client Experience: Faster responses and smoother processes.
β Focus on High-Value Work: More time for advisory services and client strategy.
#1 Automate Client Onboarding and Document Requests
The onboarding process can be a huge time drain—collecting documents, sending contracts, and chasing signatures. Automate it to streamline the client experience and save hours.
π‘ How to Automate Onboarding:
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Use Proposal and Engagement Tools: Platforms like Ignition automatically send proposals, engagement letters, and invoices—all in one flow.
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Set Up E-Signatures: Use DocuSign or HelloSign to automate contract signatures.
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Automate Document Requests: Platforms like Suralink or Canopy create secure client portals and automatically remind clients to upload documents.
Example Workflow:
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Client accepts proposal via Ignition →
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Engagement letter is auto-sent for e-signature via DocuSign →
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Client receives a link to upload documents via Canopy →
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Automatic reminders are sent for outstanding items.
#2 Automate Email Responses and Follow-Ups
If you spend hours every week responding to the same types of emails, automate your inbox with templates and smart workflows.
π‘ How to Automate Email Tasks:
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Set Up Email Templates: Use pre-written templates for common requests like:
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“Here’s the list of documents we need for your audit.”
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“Your tax return is ready for review.”
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Use Auto-Responders: Send automatic replies confirming receipt of documents with expected timelines.
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Create Email Rules: Use filters in Outlook or Gmail to auto-label, file, or forward client emails.
Pro Tip: Use tools like Missive or Front for shared team inboxes—where automation can assign client inquiries to the right team member automatically.
#3 Automate Appointment Scheduling
The back-and-forth of scheduling meetings wastes time. Automate the process with online scheduling tools that sync with your calendar.
π‘ Best Scheduling Tools:
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Calendly: Share a link and let clients pick a time that works for them.
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Acuity Scheduling: Automate scheduling and collect intake forms upfront.
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Microsoft Bookings: Integrates seamlessly with Outlook and Teams.
Example Automation:
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Client clicks your Calendly link →
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Books a time on your calendar →
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Automatically receives a confirmation email with a Zoom link →
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Gets automated reminders before the meeting.
#4 Automate Recurring Tasks and Project Management
Project management is essential for CPA firms—but it’s easy to get bogged down in task lists and deadlines. Automating recurring tasks helps you stay on top of deadlines without micromanaging your calendar.
π‘ Best Tools for CPA Project Management Automation:
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monday.com: Build customizable workflows with automated status updates.
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Asana: Create recurring tasks for monthly closes or quarterly reviews.
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Karbon: Automate accounting-specific workflows and client follow-ups.
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Jetpack Workflow: Set up recurring job templates for audits and tax prep.
Example Automation in monday.com:
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Create a task template for “Monthly Close” with subtasks (e.g., Reconcile Accounts, Prepare Financial Statements).
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Set the task to recur automatically on the first of every month.
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Automatically assign tasks to team members with due dates.
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Send reminders 24 hours before deadlines.
#5 Automate Invoicing and Payment Collection
Chasing payments wastes valuable time. Automate your invoicing and payment collection to ensure faster payments without awkward conversations.
π‘ How to Automate Invoicing and Payments:
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Use Accounting Software: Platforms like QuickBooks Online or Xero can automatically generate and send invoices.
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Set Up Recurring Payments: For monthly retainers, use tools like Ignition or Stripe to bill clients automatically.
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Automate Payment Reminders: Use QuickBooks to send payment reminders for overdue invoices.
Pro Tip: Combine Ignition with Xero or QuickBooks for a seamless workflow where proposals, invoices, and payments are all automated.
#6 Automate Reporting and Financial Dashboards
Instead of manually creating reports every month, automate your financial reporting and dashboards.
π‘ Best Tools for Automated Reporting:
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Fathom: Create automated financial dashboards and management reports.
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Jirav: Build automated forecasts and budgets with real-time data syncing.
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Power BI: Connect your accounting software to create interactive dashboards.
Example:
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Connect QuickBooks to Fathom →
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Set monthly reports to auto-generate on the 5th of each month →
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Reports are emailed automatically to clients with personalized notes.
#7 Automate Compliance and Deadline Tracking
Staying on top of filing deadlines is critical for CPAs—but it’s also tedious. Automate your compliance tracking to ensure nothing slips through the cracks.
π‘ Best Compliance Automation Tools:
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Karbon: Automatically tracks client deadlines and sends reminders.
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Jetpack Workflow: Manages deadlines for tax returns, payroll filings, and audits.
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ClickUp: Allows you to create automated workflows with task dependencies and deadlines.
Pro Tip: Set up email alerts and dashboard reports to notify you of approaching deadlines automatically.
Bonus: Use Zapier to Connect Your Tools for Maximum Automation
Zapier is a tool that connects different apps and automates workflows between them without coding. You can create "Zaps" to eliminate manual tasks.
Zapier Automation Ideas for CPAs:
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When a client books a meeting in Calendly → Create a task in Asana.
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When a new client signs a proposal in Ignition → Add them to your email list in Mailchimp.
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When a QuickBooks invoice is paid → Send a thank-you email automatically.
Automate Daily Tasks and Reclaim Your Time
Automation doesn’t replace your expertise—it amplifies it. By automating the repetitive, time-consuming parts of your workflow, you free yourself to focus on high-value client services and strategic growth.
Key Areas to Automate:
β Client Onboarding: Use tools like Ignition, Canopy, and DocuSign.
β Emails and Follow-Ups: Automate with templates and filters.
β Scheduling: Use Calendly or Acuity to eliminate back-and-forth.
β Project Management: Automate recurring tasks in monday.com, Asana, or Karbon.
β Invoicing and Payments: Set up automated billing via QuickBooks, Xero, or Ignition.
β Reporting: Use dashboards from Fathom, Jirav, or Power BI.
β Deadline Tracking: Automate compliance workflows with Karbon or Jetpack Workflow.
β Connect Everything: Use Zapier to automate across platforms.
Where to Start:
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Choose one daily task that drains your time.
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Find a tool that automates it.
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Test it for a month.
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Move on to the next task.
Over time, you’ll build a highly efficient, automated workflow—and reclaim hours every week.
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