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Blake Oliver

How to Use AI to Analyze Data and Draft Financial Reports in Minutes

Blake Oliver · April 10, 2025 ·

Imagine being able to turn 4 hours of tedious financial analysis into just a few short minutes, all while uncovering valuable insights you never knew were possible. For those in accounting and finance who often find themselves overwhelmed by spreadsheets and manual reports, this isn’t just a pipe dream—it’s becoming a reality today.

On a recent episode of my Earmark Podcast, I had a great conversation with Nicolas Boucher, who focuses on how artificial intelligence can be used in accounting and finance. We discussed how AI is no longer just a topic of theories and ideas; instead, it’s becoming a valuable tool that is changing the way people in finance do their jobs every day.

The Growing Adoption of AI in Accounting

The accounting field is undergoing a big change with the use of AI. Nicolas notes that in the past, only about 20% of accountants used this technology, but now that number has grown to around 50%. This increasing adoption indicates that more accountants are starting to embrace AI in their work.

“Every three to six months there is a new phase of adoption,” Nicolas explained to me. “Two years ago, almost nobody was using it… then six months after, you had 20-30% of people starting to use it for emails, but then the technologists started using it for financial analysis.”

This adoption happens in waves, with each new phase bringing more sophisticated applications. While early adopters began with simple tasks like drafting emails, many are now creating custom AI agents and analyzing complex financial data.

Practical Examples of AI in Financial Analysis

Cohort Analysis for SaaS Businesses

Nicolas demonstrated how a SaaS business cohort analysis—typically used to track customer retention rates over time—can be transformed from a 3-4 hour task into a minutes-long process.

By uploading a simple dataset with dates, customer IDs, products, and invoice amounts to ChatGPT with a brief prompt to “do a cohort analysis visually,” he produced a sophisticated heatmap visualization showing retention rates across different customer cohorts.

“If you never did it [manually], you will probably need one day because you will have so much trial and error,” Nicolas noted, highlighting the dramatic time savings.

Salary Distribution Analysis Using Box Plots

Perhaps even more valuable than time savings is AI’s ability to suggest visualization techniques that many finance professionals may never have considered. Nicolas shared a powerful example of ChatGPT suggesting using box plots for salary distribution analysis—a visualization method he hadn’t applied despite 15 years in finance.

“The first time I saw the output of the analysis of salaries… I was like, wow. This is actually the best way to show a distribution of salary. After 15 years of finance, I never used that,” Nicolas recalled.

The box plot clearly displayed salary ranges across departments, showing minimum, maximum, and outlier values in a way that averages alone could never reveal. This discovery was so impactful that Nicolas thought, “This is going to change all our lives.”

Automated Financial Reporting

Nicolas also demonstrated a tool called Concourse.io that connects directly with QuickBooks Online and NetSuite to automatically generate comprehensive financial reports.

The tool automatically generates a complete report with executive summaries, revenue analysis, cost analysis, and customizable sections—all with both narrative commentary and visualizations.

Overcoming Implementation Challenges

While AI’s potential for finance is clear, many accounting professionals have hesitated to adopt these tools due to four key concerns:

  1. Data confidentiality: Uploading sensitive financial information to third-party AI platforms
  2. Auditability: Verifying AI calculations and tracing how results were generated
  3. Processing limitations: Most AI tools cannot handle large financial datasets
  4. Scalability: The inefficiency of repeatedly prompting AI for the same analysis

Solutions for Data Security and Auditability

Nicolas demonstrated an ingenious workaround that addresses these concerns. After using ChatGPT to generate a visualization, he asks it to provide the underlying Python code that created the chart. He then copies this code to Google Colab, a free browser-based tool from Google that allows users to run Python code.

“Now it solves the confidentiality of data because you are not in ChatGPT, you are inside your Google environment,” Nicolas explained. “And for auditability, here I can see the source… It’s not random. It’s not like a black box. You can see all of it.”

For professionals who aren’t comfortable with code, Nicolas showed how to implement AI-suggested techniques directly in Excel. For example, after discovering box plots, he asked ChatGPT to provide step-by-step instructions for creating these visualizations in Excel using the “Box and Whiskers” chart option.

Ensuring Proper Data Protection

When selecting AI tools, Nicolas emphasized the importance of proper data security:

“Make sure your team is using it without fear of data security. These tools use the best standards in terms of data security. If you sign a contract with them, you can read the data security protocol and make sure you opt out for data training, which is normally standard.”

For those using ChatGPT, he recommends the Teams account, which has data protection built in, rather than the Pro account, which requires explicit opt-out of data training.

The Evolving Role of Finance Professionals

As artificial intelligence changes how we handle financial analysis, the work of finance professionals is also changing. Instead of taking away jobs, these new tools help professionals focus on more important tasks that add greater value.

“Instead of spending a week with five people building a report, it’s just going to be 30 minutes of work. Then you can reinvest that time analyzing which vendors are good or bad, and working with procurement to make some savings,” Nicolas explained.

This shift addresses a long-standing aspiration in finance. “We talk a lot about business partnering and adding value. But when people are behind their Excel files, they cannot do a lot of this,” Nicolas pointed out. AI tools free finance professionals from the technical burden of report creation, allowing them to focus on strategic interpretation.

The evolution comes at an opportune time for the profession, which faces staffing challenges. “You have less people coming into accounting jobs. You have many people retiring. The turnover is really high,” Nicolas noted. 

Organizations that adopt AI tools not only improve efficiency but also enhance their appeal to potential employees by offering more meaningful work.

Getting Started with AI in Finance

When selecting AI tools, Nicolas advised focusing on integration with existing systems:

“If you are already embedded in Microsoft—you use Outlook, SharePoint, Power BI, Azure—it makes sense to go with Copilot,” he explained. Similarly, organizations using Google’s ecosystem should consider Gemini. For smaller organizations without specific ecosystem requirements, ChatGPT provides a flexible solution.

For those looking to develop AI skills, Nicolas recommends following experts on platforms like LinkedIn and YouTube. “It’s crazy to see how much people can learn and implement in just two hours of training,” he says.

He also created a community called the AI Finance Club, where finance professionals can stay current on AI developments. “Every week we provide the most important content in the form of guides, masterclasses, or video courses where experts teach the best ways to use AI for finance.”

From Spreadsheet Specialists to Strategic Advisors

This isn’t just about getting new tools; it’s about a complete shift in how financial experts provide value to their companies.

These technologies are not just about saving time; they actually improve the quality of analysis while keeping data safe and accurate. Incorporating AI doesn’t mean losing control or risking the quality of data.

The professionals who will do well in this new environment won’t necessarily be the ones who are great at coding or become technology experts. Instead, success will come to those who know how to use these tools wisely—making good decisions while letting AI take care of routine tasks in financial analysis.

This change opens up a real opportunity to fulfill the promise of being strategic partners in business, a goal finance professionals have talked about for years. When they are free from making basic reports, finance experts can focus on analyzing insights and providing the valuable guidance that truly drives business success.


Did you find this article helpful? Listen to my full conversation with Nicolas Boucher on the Earmark Podcast for more practical examples and step-by-step guidance on using AI for financial analysis. Plus, you can earn free CPE for listening to the episode or watching the video with the Earmark app.

PCAOB Board Member Reveals Why 46% Audit Deficiency Rate Is Misleading

Blake Oliver · April 1, 2025 ·

When Senator Elizabeth Warren publicly accused PCAOB Board Member Christina Ho of “downplaying atrocious findings” about audit quality, it got me thinking: Do these alarming statistics about audit deficiencies really tell the full story?

The numbers definitely grab attention: Audit deficiency rates rose from 29% in 2020 to 46% in 2023. These figures from the Public Company Accounting Oversight Board (PCAOB) suggest that nearly half of all audits reviewed contained deficiencies so severe that “the audit firm had not obtained sufficient appropriate audit evidence to support its opinion.” At face value, these statistics paint a troubling picture of the accounting profession.

In a conversation on the Earmark Podcast, I asked Christina to help me understand these numbers. Christina explained the gap between headline statistics and meaningful measures of audit quality.

Understanding the PCAOB’s Role

Before getting into deficiency rates, it’s essential to understand what the PCAOB does. Christina explains, “The PCAOB is responsible for making sure auditors who check the publicly traded companies’ financial disclosures are doing their job well.”

The PCAOB fulfills this mission by registering audit firms, inspecting their work, and enforcing standards through sanctions when necessary. The inspection program represents the largest part of the PCAOB’s operations, with different firms facing different inspection frequencies:

  • The “Global Network Firms” (Big Four plus Grant Thornton and BDO) are inspected annually, with about 50 audits reviewed for each of the largest firms.
  • Firms with more than 100 public company clients are inspected annually, with about 10% of their audits reviewed.
  • Firms with fewer than 100 public company clients are inspected every three years.

The Misleading Mathematics of Deficiency Rates

When the PCAOB announced that 46% of audits reviewed in 2023 contained significant deficiencies, it received considerable attention. In our discussion, Christina pointed out several critical issues with how these numbers are presented and interpreted.

First, these audits aren’t randomly selected. The PCAOB uses a “risk-based approach” that deliberately targets audits they believe are likely to have problems. 

This selection bias fundamentally changes how the statistics should be interpreted. Christina pointed out, “We really can’t extrapolate the deficiency rate to the entire population of all audits because we did not take a statistical sample.”

Even more revealing is what these deficiencies actually mean. Despite the alarming definition, the PCAOB’s own reports include a critical disclaimer that Christina highlighted: “It does not necessarily mean that the issuer’s financial statements are materially misstated.”

In fact, less than 5% of these so-called deficient audits resulted in incorrect audit opinions—the outcome that would truly matter to investors. This stark contrast between the headline figure (46%) and the rate of consequential errors (under 5%) reveals how statistics without proper context can give the wrong impression.

Another significant issue is the PCAOB’s failure to differentiate between levels of deficiency severity. “Our deficiencies… we put everything in the same bucket,” Ho explained. “And in reality, not everything is the same in terms of impact and materiality.”

Unlike internal control evaluations, which distinguish between material weaknesses, significant deficiencies, and minor deficiencies, the PCAOB’s inspection reports do not make such distinctions. This makes it nearly impossible for investors to understand which deficiencies truly matter.

The Disproportionate Burden on Smaller Firms

Christina argued that the current inspection approach unfairly burdens mid-sized audit firms. While the largest firms have a smaller percentage of their audits inspected, firms just above the 100-client threshold face much more scrutiny.

“I personally think that our inspection program is disproportionately burdensome on these firms,” Christina said. This burden is so significant that some firms are intentionally reducing their client base: “They are trying to get rid of their audit clients to get under 100” to qualify for inspections every three years instead of annually.

This creates a troubling situation where firms avoid growth to escape regulatory burden. “I just don’t think it’s good for a very important part of an ecosystem to try to not grow,” Christina said. “We need to make sure we have resilience in the audit marketplace.”

The impact extends beyond individual firms to affect market competition and, ultimately, the capital markets themselves. When mid-sized firms deliberately avoid growth, it concentrates the market among the largest firms—limiting options, especially for smaller public companies.

The Political Fallout

Christina experienced firsthand how deficiency statistics can become political weapons when Senators Elizabeth Warren and Sheldon Whitehouse publicly accused her of “downplaying atrocious findings” after she questioned these metrics in a speech.

“I was very upset about being accused of lying,” Christina told me. “I thought it was very hypocritical of the senators, especially Senator Warren, to essentially bully me because I had a different view from her.”

Rather than reaching out for discussion, the senators sent a letter to the PCAOB Chair, which Christina said left her without “a proper avenue to respond.” This prompted Christina to respond via LinkedIn, where she received significant support from accounting professionals.

This incident highlights how statistics without context can be weaponized in ways far beyond academic disagreements about methodology.

The Search for Better Measures of Audit Quality

Given the problems with the PCAOB’s deficiency rate figures, how should audit quality be measured? Christina suggested several approaches that might be more meaningful:

  1. Look at trends rather than isolated annual statistics. Christina said, “The best way to look at the deficiency rate is not by each year. The best way to look at that data is to be looking at a trend.”
  2. Focus on restatements. Christina said, “Restatements is a much better metric…because that really measures the true impact to investors.” Restatement rates have declined over the past decade, suggesting improvement rather than deterioration in audit quality.
  3. Consider greater transparency. When asked if revealing the names of companies whose audits contained deficiencies would be beneficial, Christina was open to the idea, though she acknowledged the need for broader stakeholder input.
  4. Develop severity ratings. Creating a framework distinguishing between technical violations and substantive errors would provide context for interpreting deficiency findings.

Christina noted that measuring audit quality has been challenging because “audit quality is not quantitatively easily measurable.” And yet, the PCAOB’s approach to deficiencies is to treat all issues identically—regardless of severity or impact.

The PCAOB has been exploring “audit quality indicators” for approximately 15 years but has yet to develop more meaningful metrics. This lack of meaningful data makes it difficult to evaluate the effectiveness of the PCAOB’s oversight or the true state of audit quality.

Has Audit Quality Improved?

Christina believes the PCAOB has helped improve audit quality over the past two decades despite the challenges in measurement. When asked about evidence for improvement, she pointed to declining restatement rates and feedback from audit committee chairs and controllers who report improvements in audit and financial reporting quality.

“If you look at the data on the number of restatements and you look at the last ten, twenty years… restatement has been on the decline,” Christina said. “If you look at the AICPA/CAQ study that they released last year… if you talk to [audit committees], they feel that the audit quality has been improving.”

This more nuanced perspective indicates that, despite the worrying headlines about deficiency rates, the overall reliability of financial reporting might be improving.

Looking Ahead: The Future of Audit Oversight

As artificial intelligence and other technologies transform audits, Christina argues for “a more agile approach” to quality measurement—one that can adapt to technological change and focus on outcomes rather than inputs.

After talking with Christina, it’s clear to me that to move forward, we need to find a balance between regulatory oversight, an understanding of how audits work, and what affects the reliability of financial statements. If we don’t, the profession will get bogged down by misleading metrics that only check compliance boxes rather than enhancing what counts: protecting investors through trustworthy financial reporting.

Want to hear the entire conversation with Christina Ho about PCAOB deficiency rates, audit quality measurements, and her experience with political criticism? Listen to the complete episode of the Earmark Podcast.

Streamlining Sales Tax Compliance: Exploring Avalara’s Managed Returns for Accountants

Blake Oliver · March 21, 2025 ·

Managing sales tax is one of the most challenging services to offer clients as an accounting firm.

Collecting sales information and filing tax returns traditionally involves a lot of work. It means logging in to multiple state portals, keying in sales data, and filing returns one at a time. With multiple clients filing in multiple jurisdictions each month, this quickly becomes unmanageable.

There’s also a big risk of making mistakes—if you slip up in one small way, it can lead to extensive notice correspondence and mounting penalties.

During an Earmark Expo webinar, hosts Blake Oliver and David Leary explored how modern compliance platforms such as Avalara’s Managed Returns for Accountants (MRA) allow you to expand your services without substantially increasing staff, risk, or costs.

Introducing a New Approach with Avalara

Avalara’s solutions aim to eliminate much of the repetitive manual work by consolidating data and automating return filings. John Sallese, Director of Strategic Accountant Solutions & Partnerships from Avalara showcased how Managed Returns for Accountants offloads the filing burden onto Avalara after the firm has reconciled the data. 

Here’s how it works:

  1. Data Collection and Review: Firms import or sync sales data from QuickBooks, Shopify, Amazon, or other systems into Avalara. The platform can also recalculate sales tax liability if needed.
  2. Approval by the Firm: After confirming the monthly numbers are correct, the firm marks each return “Approved to File.”
  3. Automated Filing and Payment: Once approved, Avalara files and remits payment on time, assuming responsibility for meeting deadlines, sending confirmations, and handling notices.

John noted that if the firm misses the approval deadline—usually around the 10th of each month—Avalara auto-approves to avoid late filings. 

As an added safeguard, if any Avalara-caused delay results in penalties or interest, Avalara covers those costs under the terms of service.

Two Distinct Service Models: MRA vs. Returns for Accountants

Avalara offers two different models for accounting professionals:

  1. Managed Returns for Accountants (MRA)
  • Firm’s Role: Gather and reconcile monthly data, approve liabilities.
  • Avalara’s Role: File returns, handle payments, and manage notices.
  • Key Benefit: Reduced risk for late filings and penalties, as Avalara takes over once data is approved.
  • Typical Cost: Ranges around $25–$30 per filed return (volume discounts may apply).
  1. Avalara Returns for Accountants (sometimes referred to as “ARA”)
  • Firm’s Role: Owns the full process—import data, finalize calculations, file, pay, and manage notices.
  • Avalara’s Role: Provides the software platform, automation tools, and supports advanced e-filing flows.
  • Key Benefit: Complete control and flexibility over the entire return process.
  • Typical Cost: Generally lower per return because the firm does more of the work.

Many firms adopt both solutions. 

Straightforward filings can go on the MRA model, where the firm approves data and lets Avalara handle the rest. 

Complex cases, such as back-filing multiple years, voluntary disclosures, or clients with inconsistent monthly data, might be better served with the RA model, which grants the firm end-to-end control.

Notice Management and Advisory Opportunities

In addition to filing returns, MRA includes comprehensive notice management. This means Avalara addresses notices from tax authorities and resolves them directly, relieving firms of much of the back-and-forth associated with sales tax inquiries. 

Firms also gain better visibility into potential advisory projects. “You’re not just filing returns,” John emphasized. “If you see clients calculating tax in states where they’re not registered, you can help them register or do a voluntary disclosure.”

Using these platforms can elevate the firm’s role from simple compliance processing to a strategic advisor, offering value-added services around taxability research, nexus studies, registrations, and more.

Implementation Considerations

John shared what to consider when you’re implementing Avalara MRA:

  • Data Integration: Ensure you can connect client systems (eCommerce, accounting, POS) to flow data automatically. This reduces manual entry and ensures more accurate filings.
  • Monthly Workflow: Clearly define who imports data, who reviews it, and when approval is due. MRA’s auto-approval protects against accidental late filing.
  • Client Onboarding: When setting up each client’s “filing calendar,” you’ll specify which returns need filing, the frequency, and any special state requirements. Avalara’s team verifies each setup to confirm accuracy.
  • Pricing Your Services: Whether you pass the per-return fees directly to clients or bundle them into a flat monthly charge, clarify the difference between MRA’s delegated model and RA’s self-service approach.

Elevate Your Sales Tax Practice

Sales tax compliance no longer has to be a necessary evil fraught with manual effort and risk. By choosing the right workflow model—either delegating filings to Avalara (MRA) or keeping them in-house (RA)—firms can scale sales tax services while maintaining appropriate oversight. The key is matching each client’s needs to the best approach.

Want to See a Live Demo?
Catch the full Earmark Expo session featuring Avalara, hosted by Blake Oliver and David Leary. You’ll see a real-time walkthrough of the platform and learn how to seamlessly integrate advanced compliance solutions into your firm’s existing workflow. 

Earn Free CPE

Visit earmark.app to watch the webinar and earn free NASBA-approved continuing professional education credit.

Beat Spreadsheet Chaos and Improve Audit Efficiency  

Blake Oliver · February 18, 2025 ·

If you’re running an accounting firm, one statistic should be on your radar: 30% of audit engagements fail to stay on time and within budget. In an era of talent shortages and rising client expectations, this isn’t just a scheduling issue—it threatens profitability and long-term client relationships.

The Frustrations of Manual Approaches

Anyone who has worked in public accounting knows how messy things can get trying to manage work with Excel spreadsheets, SharePoint folders, and long email threads. You may try to keep everything in one email, but it often becomes too cluttered. If you create several threads for each request, you can easily lose track of them. This confusion can lead to clients forgetting which documents they have sent, and the audit team spends too much time trying to find out what is still missing.

Many firms face challenges with low realization rates and delayed projects, largely due to cumbersome manual workflows. As a result, client experience can also suffer. Keep in mind that your client contact has a full-time job, and sifting through emails to locate the correct request only adds to their frustration.

Enter Suralink: Reinventing the PBC Process

In a recent Earmark Expo, Ryan Smith showcased Suralink, describing it as the industry’s leading “Provided by Client” (PBC) solution, serving over 1,100 CPA firms and 6,500 client users, including 60% of the top 200 CPA firms. Suralink was born from a CPA’s firsthand frustration with spreadsheets and email threads. The goal? Streamline client collaboration so that everything—document requests, file uploads, comments, and status updates—happens in one secure portal.

Key Features for Modern Audit Workflows

Here’s how Suralink helps to address the challenges of manual processes and reimagine client engagement for faster and more profitable audits:

  1. Single Source of Truth
  • All request items are tracked within one platform—no more scouring inboxes, no more juggling Excel checklists.
  • Color-coded statuses (Outstanding, Fulfilled, Returned, Accepted) make it easy for clients to see what’s pending. Turning “boxes” yellow or green creates a sense of progress and gamification.
  1. Assignment and Permissions
  • Each request can be assigned to a firm user or a specific client contact. Users see only the items relevant to them, reducing confusion.
  • Sensitive requests (e.g., payroll data) can be “locked,” so only designated individuals see those documents. Clients appreciate the added confidentiality.
  1. Consolidated Communication
  • Instead of cluttered email threads, each request includes its own dedicated comment section. Conversations stay in context; everyone can refer to them as needed.
  • Daily digest notifications keep the engagement team updated on new uploads or comments, while an “escalate” feature sends real-time alerts for mission-critical deadlines.
  1. Roll-Forward Simplicity
  • For recurring engagements—like annual audits—Suralink’s roll-forward function saves last year’s request structure and assignments. When the new cycle begins, your client can see what was provided before, drastically reducing guesswork and set-up time.
  1. Secure File Sharing and eSignature
  • Documents are uploaded directly into a secure portal, eliminating the need for unencrypted email attachments.
  • A built-in eSignature feature allows firms to send engagement letters, Form 8879, or other documents for electronic signatures. Clients receive an automated prompt and can sign right into the platform.
  1. Dashboard and Visibility
  • Partners and managers get an at-a-glance view of every active engagement. They can filter by department, office, or individual staff member to see where bottlenecks occur.
  • A complete audit trail logs every upload, download, comment, and status change, ensuring full transparency.

Efficiency, ROI, and Client Satisfaction

When CPA firms switch to Suralink they see up to 40% time savings in managing document requests alone. Instead of struggling through manual checklists and email clutter, engagement teams focus on higher-value tasks—like analyzing data and advising clients.

Clients also notice a major improvement in service quality. Everything is in one place, and they can easily upload or view what’s needed. Ryan Smith mentioned that some clients have explicitly told their CPA firms, “If you ever leave Suralink, I’ll find another firm that uses it.” That’s a telling endorsement for any technology investment.

Laying the Groundwork for an AI-Driven Future

The future of audit and assurance services will undoubtedly involve artificial intelligence. Suralink is already preparing to add document preview and AI-driven checks—so the platform can verify whether clients have uploaded the correct file or automatically flag mismatched data.

Behind the scenes, an extensive API allows firms to integrate Suralink with other core systems, from CRM platforms that create new engagements automatically to document storage solutions for archiving. This open architecture paves the way for AI tools that handle basic document verification, sampling, and initial quality checks. Think of it as building a modern foundation that supports the next wave of innovation in accounting tech.

Fast Implementation and Transparent Pricing

Beyond the technology itself, Suralink stands out for its rapid onboarding:

  • Implementation: Firms with hundreds of users have gone live in about a week or two.
  • Training: Options range from weekly webinar sessions to dedicated Customer Success Managers under the Professional plan.
  • Pricing: Typically per firm user (around $29 per month under the Standard plan). All clients, engagements, and storage are included, so there’s no added cost per client or per project.

Why Now Is the Time to Innovate

With talent shortages squeezing firms, rising client demands for better digital experiences, and a 30% risk of engagements blowing past budgets, now is the moment to rethink your PBC process. Modern collaboration tools like Suralink eliminate inefficient back-and-forth, keep data secure, and free your team to focus on what really matters—delivering high-quality audit and advisory services.

And this is just the beginning. As AI capabilities expand, the right platform will let you tap into automated reviews, faster document verification, and other efficiencies we’re only starting to imagine. By choosing a solution designed for the future, you’ll protect the investment you make today and position your firm for years of innovation and growth.

To learn more about how Suralink can transform your engagements and improve client collaboration, check out the Earmark Expo. Whether you’re a solo practitioner or part of a top 25 firm, it’s time to break free from the old way of doing things—and close the door on that 30% problem for good.

Accounting Firms Boost Profits by 10% Without Losing Clients—Here’s How

Blake Oliver · February 7, 2025 ·

Are outdated billing practices holding your accounting firm back? 

While many firms see proposal and payment systems as necessary yet purely administrative, forward-thinking practitioners are discovering their immense potential to reshape client relationships—and boost profitability.

In a recent Earmark Expo webinar, Tom Maxwell of Ignition showed how modern engagement systems do more than simply streamline operations. They fundamentally change how clients perceive and value accounting services. Forward-thinking CPAs are eliminating accounts receivable, implementing annual price increases, and shifting from after-the-fact billing to genuine value-based partnerships.

The results are striking: Firms report implementing 10% annual price increases with no negative impact on client acceptance rates. More importantly, they’re building stronger relationships rooted in transparency, clarity, and mutual respect.

Below, we explore how these systems turn traditional billing bottlenecks into opportunities for transformation.

The Billing Bottleneck: More Than Just a Payment Problem

For many accounting firms, getting paid feels like an administrative hassle. However, according to Tom Maxwell, this challenge runs deeper—right to the heart of client relationships and firm profitability.

After talking to thousands of firms, Tom identified three main reasons clients struggle to see the true value of accounting services:

  1. Mandatory compliance work: Clients often see compliance as a “must-do” rather than a “value-add.”
  2. Expertise gap: Clients rarely grasp the depth of expertise required for high-quality work.
  3. Value disconnect: When billing happens long after services begin, clients lose sight of the direct benefit.

The result is a vicious cycle of payment delays and weaker client relationships. But forward-thinking firms find that modern engagement systems address both the practical and psychological barriers head-on—starting with the first client interaction.

Transforming Client Engagement from Day One

Modern engagement systems reshape the client experience right from the start, setting clear expectations and articulating value. Gone are outdated PDF proposals, manual credit card processing, and clunky engagement letters—all of which can subtly lower the perceived value of your services.

Instead, clients receive a digital, professional proposal that:

  • Clearly lays out services and value
  • Offers up to three package options with different billing frequencies
  • Guarantees payment authorization before work begins

“My favorite feature,” Tom says, “is that clients must enter payment information before accepting the proposal. That ensures you get paid for your services before you even get started.”

This process is also more secure—no more mishandling of credit card details. Once clients accept a proposal, they receive a signed engagement letter, and their payment information is securely stored for future billing. This streamlined approach does more than save time; it also signals professionalism and shifts the conversation from awkward payment requests to demonstrating tangible client value.

From Reactive to Proactive: Managing Dynamic Client Relationships

With a rock-solid foundation in place, modern systems empower firms to become more proactive. They not only enable systematic price increases but also enhance client relationships.

“We found that Ignition customers were increasing prices by about 10% on average in the past year,” Tom explains. “And when we added the feature enabling a standard price increase, there was no change to proposal acceptance rates.” 

These tools also end stressful negotiations around scope creep or service changes. Firms can quickly update both service levels and pricing, and automated billing continues seamlessly. Every adjustment is tracked for full transparency, reducing tensions and letting both parties focus on a healthy working relationship.

Integrated workflows further enhance automation. For instance, if you integrate payroll data, your fees can automatically scale based on fluctuating employee counts—so you’re always fairly compensated as client needs evolve. By treating billing adjustments and scope changes as a routine, expected part of the engagement, firms solidify their value without appearing adversarial or inflexible.

Embracing Modern Engagement Systems: The Path to Business Transformation

This evolution—from billing bottleneck to strategic asset—goes beyond operational efficiency. It marks a foundational shift in how firms approach client relationships.

By tackling the practical and psychological pain points of billing, modern engagement systems let you focus on what truly matters: delivering measurable value. The evidence is clear:

  • Accounts receivable evaporates
  • Annual fee increases of 10% become standard—with minimal client pushback
  • Client relationships strengthen through transparency and respect

Watch the full Earmark Expo to see these tools in action. You’ll see how industry leaders implement automated billing, consistent price updates, and stronger client relationships—freeing them to concentrate on higher-value, growth-oriented services.

The future favors firms that view proposal and payment systems as strategic levers for better, more profitable client relationships. The question isn’t if you should upgrade your engagement systems—it’s how soon you can begin.

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