Accounting Practice Management & Client Tracker

Accountants manage relentless deadlines across dozens of clients - tax returns, quarterly filings, payroll, financial statements, and audits. During busy season, you're juggling 50+ active engagements with overlapping deadlines and varying complexity. Without a system that shows everything at once, you miss filing dates, forget follow-ups, and work nights and weekends catching up. Scattered spreadsheets and overflowing inboxes create chaos that burns out your team and damages client relationships.

t0ggles gives accounting firms everything they need to manage their practice without expensive practice management software. See all your clients and engagements on a single board, track tax returns through your workflow, manage deadlines before they become emergencies, and coordinate your team through busy season. All for $5/user/month with every feature included.

#The Challenge: Why Accountants Need Better Practice Management

Accounting is deadline-driven project management at its core. The tools built for generic business teams don't understand the accounting reality:

Busy season is brutal. From January through April 15th (and through October for extensions), you're managing hundreds of tax returns simultaneously. Each client is at a different stage - waiting for documents, in preparation, in review, awaiting signature, ready to file. Losing track means missed deadlines and penalties.

Every client has multiple engagement types. The same client may need individual returns, business returns, quarterly estimates, payroll, and advisory work. Tracking which engagements are active and where they stand requires more than memory.

Document collection is a bottleneck. Clients are slow to send W-2s, K-1s, and other documents. Following up on missing information while tracking what you have received is tedious but critical.

Deadlines have consequences. Miss a tax deadline and your client faces penalties. Miss an audit deadline and your firm faces liability. The stakes are higher than typical project management.

Workload distribution matters. During crunch time, you need to see who has capacity and who's overloaded. Without visibility, some staff work 80-hour weeks while others could take more.

#How t0ggles Helps Accountants Succeed

#Multi-Project Boards: All Clients In One View

The signature t0ggles feature for accountants is multi-project boards. Instead of tracking each client in separate spreadsheets, you see your entire practice on a single board.

The Johnson family tax return in blue sits next to ABC Corp in green and the XYZ partnership in purple. Every engagement - from tax prep to advisory - visible in one Kanban view. You see what's in progress, what's waiting on documents, what's ready for review, and what's filed.

Need to focus on one client? One click on Focus Mode filters to that client alone. Prepare for a client meeting by seeing all their active engagements, then zoom back out to manage your full practice.

This replaces the tracking spreadsheets that consume hours every week. Your deadlines stay visible. Your workflow stays organized. Your team stays coordinated.

#Kanban Workflow: Track Engagements Through Completion

Tax and accounting work has natural stages: Assigned, Waiting for Docs, In Preparation, Review, Client Approval, Ready to File, Filed. t0ggles' Kanban view makes every engagement visible.

Create columns matching your workflow. Drag engagements from stage to stage as work progresses. At a glance, see how many returns are waiting for client documents, which are in review bottlenecks, and which are ready for filing.

Use WIP limits to manage workload. If your review capacity is 10 returns per week, set limits on the Review column. When it's full, focus on clearing the queue before more returns enter review.

This visualization transforms how you manage tax season. No more wondering what's stuck - you see exactly where every engagement stands.

#Calendar View: Never Miss A Deadline

Accountants live by deadlines. Tax filing dates, extension deadlines, estimated payment dates, payroll due dates, audit milestones. Miss one and clients face penalties - and you face liability.

t0ggles' Calendar view shows all your deadlines across all clients in one place. See this week's filing deadlines alongside next week's payroll dates and quarterly estimate due dates.

Reminders notify you before critical dates. Set reminders for "request documents 60 days before deadline," "escalate missing documents 30 days out," or "final review 3 days before filing."

Sync with Google Calendar to see t0ggles deadlines alongside client meetings, IRS appointments, and CPE requirements. Two-way sync keeps everything coordinated.

#Custom Properties: Track What Accountants Need

Every accounting practice has unique tracking needs. t0ggles' custom properties let you add fields specific to your workflow:

• Engagement Type: 1040, 1120, 1065, 990, Payroll, Audit, Advisory
• Tax Year: For tracking across years
• Filing Deadline: Including extensions
• Assigned Preparer: For workload management
• Reviewer: For workflow routing
• Documents Received: Checklist of items received
• Fee Estimate: For billing tracking
• E-file Status: Accepted, Rejected, Pending

Filter and sort by these properties to answer questions instantly. How many 1040s are waiting for review? Which clients haven't sent documents yet? What's our total estimated fees for work in progress?

#Gantt View: Plan Complex Engagements

Audit and advisory engagements have sequential phases. Planning must complete before fieldwork. Fieldwork must complete before reporting. Reporting drafts need client review before finalization.

t0ggles' Gantt view helps you plan complex engagements. Map out every phase with realistic timelines based on client complexity.

Task dependencies make sequences explicit. Can't start testing until planning memo is approved. Can't issue report until management letter responses are received. Visualize the critical path and identify where delays will cascade.

For tax season, see your entire return pipeline across time. Identify weeks where filing volume exceeds capacity and adjust assignment or communicate with clients about extensions.

#Task Templates: Standardize Your Process

Every tax return follows similar steps. Every audit has standard phases. Creating engagement checklists from scratch each time wastes preparer hours and risks missing steps.

Create task templates for each engagement type. Your "Individual Tax Return" template includes: request documents, enter W-2s, enter investments, calculate estimates, preparer review, partner review, client approval, e-file, confirm acceptance. Your "Audit Engagement" template covers: planning, risk assessment, testing, review, draft report, management letter, final report.

Generate tasks from templates when you start a new engagement. Every step has standard timeframes relative to the deadline. New staff can execute standard processes without reinventing them.

#Guest Users: Client Document Portals

Clients need a way to share documents and see engagement status without accessing your full practice. t0ggles makes client collaboration manageable.

Invite clients with project-specific access control. They see only their engagements - document requests, status updates, items needing their approval. They can upload documents and add comments without seeing other clients or internal workflow.

This reduces the back-and-forth of email attachments and status inquiry calls. Clients see their engagement is "In Review" and know you're working on it. They upload their K-1 directly to the task requesting it.

Unlimited guest users are included - clients don't add to your subscription cost.

#Board Automations: Reduce Administrative Overhead

The repetitive parts of practice management - updating statuses, sending reminders, routing work - consume hours better spent on billable work. Board automations handle these:

• Auto-notify the reviewer when an engagement moves to "Ready for Review"
• Send reminder when documents are outstanding 30 days before deadline
• Move completed reviews to "Client Approval" and notify the client
• Update priority to "Urgent" when deadline is within 7 days

Set up your automations once and let t0ggles handle the coordination while your team focuses on client work.

#Reports: Workload And Pipeline Visibility

Managing a team through busy season requires understanding who has capacity and where work is stuck. t0ggles' reports give you the visibility.

See task completion by preparer, by engagement type, or by time period. Identify bottlenecks in your workflow - if returns are piling up in review, you need more reviewer capacity.

Export data for partner meetings or client billing. Full change history documents when work was completed - valuable for billing accuracy and workpaper documentation.

#Accountant Workflows In t0ggles

#Managing Tax Season

Create a board for tax season. Each client is a task that moves through your workflow: Assigned → Collecting Docs → In Prep → Review → Client Approval → Filed.

January: Generate tasks from templates for all returning clients. Set deadlines based on complexity and filing requirements. Assign preparers based on capacity and expertise.

February-March: Daily standups review the Kanban board. What's stuck waiting for documents? Which reviews are complete? Who needs more work assigned? The board answers these questions instantly.

April: Calendar view shows everything due this week. Filter by deadline to prioritize. Clear the "Ready to File" column before cutoff.

Post-deadline: Archive completed engagements. Review what went well and what processes need improvement for next year.

#Document Collection Tracking

Create subtasks for each required document within a client engagement. As documents arrive, check them off. The parent task shows how many items are received versus outstanding.

Use custom properties to track document status. Filter to see all clients with missing documents. Generate a follow-up list with one click.

When clients have guest access, they see exactly what's needed. "Upload your W-2s to the task marked 'W-2 Documents'" is clearer than email chains asking the same question repeatedly.

#Workload Distribution

Use the user workload report to see task distribution across your team. Who has capacity for another return? Who's overloaded and needs help?

Assign preparers using custom properties. Filter by preparer to see each person's active engagements. Reassign work to balance the load before anyone burns out.

During crunch time, this visibility is invaluable. Partners can make informed decisions about overtime, temporary help, or client communication about timing.

#Client Meeting Preparation

Before client meetings, use Focus Mode to see only that client's engagements. Review status, outstanding items, and work history.

Notes store client-specific information: entity structures, key contacts, special circumstances, planning opportunities. Linked to client tasks, everything is accessible when you need it.

After meetings, capture action items with AI task creation. "Follow up on real estate sale for capital gains planning, request K-1 from partnership investment, schedule quarterly meeting for June" becomes structured tasks automatically.

#What Accountants Need vs What t0ggles Delivers

What Accountants Need	How t0ggles Delivers
See all clients in one view	Multi-project boards with color-coded engagements
Track returns through workflow	Kanban view with customizable status columns
Never miss filing deadlines	Calendar view with reminders and Google sync
Collect documents efficiently	Guest users for client portal access
Capture action items quickly	AI task creation from natural language
Track engagement details	Custom properties for any practice data
Standardize engagement workflow	Task templates for repeatable processes
Manage team workload	Reports and workload visibility

#Why Choose t0ggles Over Alternatives

Accounting firms have tried various tools. Here's how t0ggles compares:

vs spreadsheets: Spreadsheets can't send deadline reminders, coordinate team assignments, or show workflow status. Updating takes hours every week. Version control is a nightmare with multiple users.

vs Trello: Trello's simplicity becomes limiting for accounting practices. No calendar view, no dependencies, no custom properties for engagement data. Managing 100 clients requires unmanageable card sprawl.

vs Karbon/Jetpack: Practice management software costs $50-100+/user/month and often requires annual contracts. Many firms pay for features they don't use. t0ggles gives you workflow management at a fraction of the cost.

vs Asana: Asana works but costs $10.99/user on Starter, $24.99/user for Advanced features. Adding clients as guest users requires workarounds.

vs ClickUp: ClickUp has features but the learning curve is steep. Accountants need to work on client matters, not spend weeks configuring software.

t0ggles gives accounting firms the practice management they need without enterprise complexity or pricing. One board, all clients, complete visibility.

#Simple, Practice-Friendly Pricing

Accounting firm margins matter. Your practice management shouldn't consume client fee revenue.

$5 per user per month (billed annually) includes:

• Unlimited boards, clients, tasks, notes, and files
• Unlimited guest users (clients don't count against seats)
• Gantt view with task dependencies
• Calendar view with Google Calendar sync
• AI task creation and text assistant
• Board automations
• Custom properties for any tracking needs
• Task templates for engagement standardization
• Full change history and reporting
• All integrations (Zapier, Google Calendar)
• Real-time collaboration

For a solo practitioner, that's $60/year total. For a firm with 10 staff, that's $600/year for complete practice management - with unlimited client access at no extra cost. No feature tiers. No per-engagement charges. No hidden costs.

14-day free trial - set up your client roster and see the difference before tax season hits.

#Get Started Today

Accounting is demanding enough without losing track of deadlines, documents, and client engagements. t0ggles gives you the clarity to see your complete practice - plus the automation to reduce administrative overhead and the client portals to streamline document collection.

Stop drowning in spreadsheets. Start managing your practice with confidence.

Start your free trial and transform how you run your firm.