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Facing Growth Challenges Alone? Discover How Structured Peer Support Can Change Everything

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For many accounting firm owners, success is a lonely path. Even as revenue grows, teams expand, and client bases strengthen, the weight of daily decisions—capacity planning, strategic pivots, team management—rests squarely on their shoulders. Casual networking and brief connections rarely offer the deep support needed to navigate these unique challenges.

In a recent episode of Who’s Really the BOSS?, hosts Rachel and Marcus Dillon interviewed Ben Gabriel, a former technology consultant and current mastermind group facilitator with over 20 years in the accounting industry. Ben shared a compelling alternative: structured peer support. Unlike traditional networking, these groups foster ongoing, committed relationships where firm owners share their struggles, celebrate successes, and access the wisdom of peers who truly understand their journey. These groups transform professional growth from a solitary pursuit into a collaborative journey, providing a framework for achieving sustainable success without sacrificing values or vision.

Moving Beyond Networking to Structured Support

Professional growth requires more than occasional networking. As Marcus reflects, “These groups were the highlight of my week, my months, sometimes just a season of life—to be surrounded by peers who, while not going through the exact same thing, are facing similar challenges.”

Collective by DBA offers structured peer support at three distinct levels of engagement. The first level, Collective Community, involves self-guided improvement, where firm owners work through challenges independently using resources within the online community. The second level introduces peer groups, Collective Forums, fostering monthly interaction and shared experiences. The third and highest level, Collective Advisory,  involves one-on-one advisory relationships that provide focused guidance and accountability.

Unlike casual meetups or networking events, structured peer groups prioritize consistent, in-depth engagement. Each session opens with members sharing a recent success and a pressing challenge, creating a supportive environment where members can reflect on progress and receive constructive input. As Ben explains, the power of these groups comes from the continuous nature of the relationship, which extends beyond monthly meetings to include group chats, direct messaging, and online forums for real-time feedback and support.

Creating Safe Spaces for Honest Conversations

Structured peer groups excel at fostering psychological safety, allowing members to share personal and professional challenges openly. Rachel highlights the importance of this, admitting, “I get nervous to share things that are personal or that carry a lot of value for me.” This sentiment likely resonates with many firm owners, who may hesitate to share financial or operational details.

Marcus agrees, “For accountants, sharing financials is intimate. To others, it may seem mundane, but for us, it’s deeply personal.” 

However, over time, members build a foundation of trust. Unlike traditional gatherings where vulnerability may feel risky, the recurring nature of structured peer groups allows members to form meaningful bonds, knowing their peers understand the nuanced challenges of running an accounting firm. This creates a space where members receive not just quick fixes but thoughtful, experience-based insights.

Leveraging Collective Wisdom for Complex Problems

One significant benefit of structured peer support is the collective problem-solving that arises, especially when dealing with complex issues like capacity planning or burnout.

Marcus describes burnout as “a misalignment between work and passion. If your work involves tax returns but you dislike tax, you’ll feel burnout no matter your workload.” Structured groups encourage firm owners to explore deeper causes of burnout, like misaligned values or unfulfilling tasks, rather than just focusing on time management.

Rachel echoes this, suggesting a practical approach: “Start by identifying what you don’t like and remove those elements. Whether that’s exiting non-ideal clients or delegating tasks, it creates space for alignment with your goals.” These discussions lead to actionable strategies that members can adapt based on real-world experiences, transforming burnout from an isolated issue into a shared learning opportunity.

Structured groups also allow members to benefit from the experience of peers. Members may exchange insights on hiring virtual assistants, implementing new technologies, or refining service offerings. By learning from others who’ve already navigated similar transitions, firm owners can make more confident, informed decisions, reducing the trial-and-error burden.

Transforming the Professional Journey with Peer Support

Running an accounting firm doesn’t have to be a solo endeavor. Structured peer groups provide more than solutions—they foster community, creating a network of peers who celebrate each other’s successes and offer support through challenges. Whether addressing burnout, capacity planning, or strategic shifts, these groups provide a blend of practical insight and emotional encouragement, empowering members to pursue sustainable growth.

Ben shared the advice his grandmother gave him: “Keep on moving and don’t shuffle your feet.” To Ben, that advice means there’s no better way to keep moving forward than with the support of peers who truly understand your journey.

To explore how structured peer support enhances your professional growth, listen to the full Who’s Really the BOSS? podcast episode featuring Ben Gabriel. Discover how other firm owners leverage peer groups’ power to build sustainable practices while staying true to their values and vision.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

Why This Modern Firm Still Tracks Time—and How It’s Boosting Their Success

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What if the secret to modern accounting success isn’t abandoning time tracking but reimagining it? Dillon Business Advisors (DBA) discovered that time tracking—separated from billing—is a powerful strategic tool for managing their subscription-based practice.

In a recent episode of the “Who’s Really the BOSS?” podcast, firm leaders Marcus and Rachel Dillon discussed how this traditional practice transformed their modern firm. While many industry thought leaders suggest firms discard time tracking and hourly billing, DBA found that maintaining it—with a crucial twist—provided valuable insights into team management and business growth.

Time Tracking as a Strategic Tool in a Virtual Firm

Traditional firms primarily use time tracking for billing. However, in DBA’s virtual environment, it’s a crucial window into team performance and client profitability.

Marcus explains, “In a virtual environment, it’s hard to wrap my mind around what’s going on. Not that I care how much time is being spent, but it weaves into our project management. It highlights an abnormal month, and then we can discuss what happened.”

Rather than using time data for invoicing, DBA leverages it to gain operational insights—which are especially vital when managing a remote team across multiple client engagements.

When team members feel stressed about particular clients or workloads, time data provides objective evidence to evaluate the situation. Rachel notes, “Often, when there are outside stressors and client requests pulling on you, you may perceive one as your biggest problem over the other, without data to support that.”

Tracking time is also valuable for managing their subscription-based services. The firm regularly compares historical time data against current trends. For instance, “If two months ago it took our team eight hours to complete the engaged work, and now it’s taking 14 hours, is it still the same work, or are there out-of-scope tasks? Has the business increased in volume or complexity?” Data from time logs allows DBA to proactively address scope creep, adjust pricing when necessary, and ensure their team isn’t overwhelmed by expanding client demands.

Combining Manual Oversight with Data Analysis

While many firms aim to fully automate their time data oversight, DBA prefers a manual approach, especially in a virtual environment.

Their monthly review process, which takes Marcus and Rachel around three to four hours, combines tools like Excel pivot tables with human analysis. DBA finds that manual review provides strategic insights that automation might miss.

Rachel explains, “I see it not as invoicing but as clearing out time for write-ups and write-downs. It gives us extra accountability to address issues sooner rather than later. If you’re busy, you might not address out-of-scope issues or potential team burnout as promptly.”

 Marcus agrees, “I need to be looking at this data monthly.”

This intentional review helps the firm quickly identify patterns, recognize potential team burnout, and spot clients needing pricing adjustments—crucial insights they might miss with a fully automated process.

Leveraging Time Data for Strategic Decisions

Time tracking’s strategic value extends beyond daily operations, influencing growth, staffing, and firm valuation decisions.

DBA finds that understanding team capacity through time data helps them manage part-time staff and plan for growth.

For part-time remote team members, time tracking ensures workload balance without compromising quality. Marcus explains, “If a part-time person doesn’t have billable work, they’ll log off, and it’s hard to know—are you willing to give DBA more time, or were you really done?” This led to committing to consistent hours for part-time staff while optimizing their workload using time data.

Time data is also valuable for firm valuation and succession planning. Marcus notes, “Allan Koltin says the most valuable firm is the one with team members and no clients.” He describes a recent M&A event in which “because they had excess capacity, they were more valuable to the buyer—nobody wants to buy overworked and burned-out employees.”

This shifts excess capacity from a cost to a valuable asset, enabling strategic marketing, growth, and succession planning decisions. Whether determining when to “turn on a little bit more marketing” or evaluating pricing for new engagements, time data provides insights for informed decisions on firm growth and future value.

Transforming Traditional Metrics into Strategic Assets

As firms evolve toward value-based pricing, DBA’s experience shows firms can reimagine traditional tools like time tracking for modern practice management.

Viewing time data as a strategic tool rather than a billing metric allows firms to gain essential insights and maintain oversight of team members in a virtual or hybrid environment.

To learn more about transforming traditional metrics into strategic assets, listen to the full episode of the “Who’s Really the BOSS?” podcast. Marcus and Rachel share additional insights about managing virtual teams, optimizing processes, and building a modern accounting practice that thrives beyond the billable hour.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

Beyond EOS: A Better Path Forward for Accounting Firm Growth

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What if the very business system you’ve implemented to streamline operations is stifling your firm’s growth? While popular frameworks like EOS (Entrepreneurial Operating System) promise efficiency and scalability, many accounting firm owners discover that these generic solutions fail to address their unique challenges—from managing seasonal workflows to optimizing tax preparation processes.

In a recent episode of the “Who’s Really the BOSS?” podcast, hosts Rachel and Marcus Dillon sat down with industry consultant Christine Nietzke to dig into operating systems for accounting firms. Drawing from decades of experience working with accounting firms, Christine shared why traditional business systems often constrain rather than enhance firm performance, especially when implementing specialized workflows and managing industry-specific demands.

The Promise and Limitations of Generic Business Systems

The appeal of systems like EOS is clear: they provide a structured approach to running your business through quarterly meetings, defined priorities (called “rocks”), and regular check-ins to maintain momentum. As Christine explains, “It’s a great process. It helps business owners keep at the forefront the things they’re trying to achieve.” There’s even science behind the system’s 90-day check-ins, aligning with natural human motivation cycles.

However, implementing EOS comes with significant commitments and crucial limitations many firm owners don’t initially recognize. EOS requires a “purity” commitment from its implementers that prevents them from providing industry-specific guidance or operational advice outside the system’s framework.

Christine discovered this limitation while exploring becoming an EOS implementer herself. “I would have been prohibited from helping an accounting firm specifically with an operational issue or workflow,” she explains. “That was the deciding factor for me—a deal breaker.” This restriction reveals a fundamental challenge with generic business systems: they prioritize standardization over specialization, potentially leaving accounting firms without the specific guidance they need to address their unique operational challenges.

For accounting firm owners, this means choosing between maintaining system purity and accessing the specialized expertise needed to optimize their practice. Christine shared an example of how this choice can significantly impact firm efficiency and growth.

When Generic Systems Meet Real-world Challenges

Christine worked with a firm owner who inherited his practice from his father—a common scenario in the accounting industry. Along with client relationships came embedded inefficiencies in workflows and processes holding the firm back. Notably, every tax preparer handled each return from start to finish, creating unnecessary complexity and reducing productivity—a challenge that generic business systems can’t address.

“Working with him, I helped reimagine what his tax process looks like in his firm,” Christine explains. By understanding the nuances of tax preparation workflows, she implemented a tax administrative professional role to handle front-end and back-end processes—a change that would have been impossible under the constraints of a generic system focused solely on high-level business practices.

The results were immediate and measurable: fewer tax extensions, improved efficiency, and better workflow management. They didn’t achieve this transformation through general business principles or quarterly goal-setting but by applying specialized industry knowledge of the challenges and proven solutions specific to accounting firms.

As the profession continues to evolve and new challenges arise, firms will continue to need specialized solutions. Forward-thinking firms are discovering that the path to sustainable growth is approaches explicitly tailored to their unique needs.

The Power of Industry-Specific Solutions: GRIP in Action

Enter GRIP (Goal Ready Implementation Plan), a solution that exemplifies the move toward industry-specific approaches. Unlike generic systems that apply the same framework to every business, GRIP was designed specifically for accounting firms, with a built-in understanding of tax seasons, industry workflows, and practice management challenges.

“While EOS is a process and a system, GRIP is actually a blueprint,” Christine explains. “It’s going to get you exactly where you want to be. And you have consultants and advisors ready to help you when things aren’t progressing the way you wanted.” This distinction is crucial: rather than just providing a framework, GRIP offers a concrete roadmap tailored to accounting firm success.

The program’s effectiveness comes from its deep integration of industry knowledge. Implementation timelines account for tax seasons, preventing the chaos that can result from instituting significant changes during peak periods. Documentation and delegation strategies are designed specifically for accounting firm dynamics, and ongoing advisory support comes from professionals with direct industry experience.

Firms implementing GRIP bring their blueprint to every leadership team meeting, using it to guide decision-making and track progress. This practical application demonstrates how industry-specific solutions transform high-level goals into actionable improvements—proving that specialized knowledge matters when it comes to accounting firm success.

Embracing Tailored Solutions for Firm Growth

Accounting firms face unique challenges that generic business systems often fail to address. By adopting industry-specific solutions like GRIP, firms can implement strategies that account for the nuances of their operations, leading to sustainable growth and operational excellence.

Ready to transform your firm’s operations with specialized approaches? Listen to the discussion on the “Who’s Really the BOSS?” podcast, where Christine shares additional insights and real-world examples of accounting firms achieving breakthrough results.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

Is Your Accounting Firm Missing Out on the Power of Community-Driven Growth?

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What if the future success of CPA firms depends not just on financial expertise but on building a supportive, purpose-driven community? Rachel and Marcus Dillon, owners of Dillon Business Advisors and co-hosts of the Who’s Really the BOSS? podcast, believe community is the key. With their innovative platform, newly rebranded as Collective by DBA, they’re transforming how accounting firms operate by fostering a community that empowers entire teams—not just the owners.

Addressing Gaps in Accounting Firm Support

Accounting firms today face numerous challenges—from managing remote teams to staying updated with ever-changing regulations. Rachel highlights the struggle:

“We were looking for a community that could serve our team. We wanted accountability and ongoing support solution for the real-life, day-in and day-out challenges our team members were facing—not just the owner but the entire team.”

Existing peer communities in the accounting profession fell short, often focusing solely on firm owners or offering fragmented support. Marcus adds:

“We wanted to support the whole team, from leadership to admin. We wanted to ensure everyone was supported in one place with similar teams.”

Recognizing a gap in comprehensive, team-wide support, Rachel and Marcus, along with Amy McCarty, created Collective by DBA. Their goal was to address the technical aspects of running an accounting firm and the human element—fostering collaboration, facilitating professional development, and cultivating a sense of community across all levels.

Creating a Holistic Support Ecosystem

Collective by DBA is more than a professional network; it’s a carefully crafted ecosystem designed to support accounting firms at every level. At its core, it is a community platform where members, called “Insiders,” can share resources, communicate, and collaborate on topics ranging from client management strategies to the latest tax regulations.

Rachel explains:

“When you join the Collective, you become an Insider. It’s for the firm—not just one person or the owner or a partner. It’s for the whole team.”

The platform offers:

  • Webinars on current topics: Providing insights into industry trends and challenges.
  • Live streams for real-time problem solving: Allowing members to tackle issues collaboratively as they arise.
  • In-person events: Facilitating deeper networking and learning opportunities.
  • Discussion boards: Providing a place for members to share and receive feedback on potential initiatives and current challenges.
  • Resources: Offering guides and templates related to accounting firm operations and management.

The community is structured around three main pillars:

  1. Strategy: Helping firms define their vision, target the right clients, and plan for growth.
  2. Structure: Guiding firms in organizing their teams, roles, and workflows for maximum efficiency.
  3. Systems: Assisting in selecting and implementing tools and processes to streamline operations.

A standout feature of Collective by DBA is its vendor-free environment. Marcus emphasizes:

“There are no vendors in this group. Behind the paywall are other firm owners. There’s nobody with a vested interest in a software company trying to sell you something.”

This approach fosters open, honest discussions about software, best practices, and industry challenges without the pressure of sales pitches. Members can freely share their experiences with different tools or strategies, ensuring the focus remains on practical, peer-tested solutions.

Embedding Core Values into Operations

At the heart of Collective by DBA is a clear vision and core values guiding every operation. Rachel articulates this vision:

“We are creating a future where success is measured by the positive impact we make on individuals, businesses, and our communities by connecting and inspiring professionals focused on continual learning and leaving a legacy.”

Their core values, encapsulated in the acronym IMPACT, are:

  • Integrity. “When we say yes or no to the size of an event or the location of an event, we’re doing back to those values,” Rachel notes. “Does it align? If it doesn’t, then it’s an easy no.”
  • Meaningful work. “We want our Insiders to continually get better. So we want to see a change—a noticeable difference, a positive impact,” Rachel says.
  • People first. This value is evident in their commitment to supporting entire accounting teams, not just firm owners.
  • Appreciation. “This has always been on our heart and, really, a calling to serve others, to serve our peers in the industry,” Rachel explains.
  • Collaboration. Central to their community platform, encouraging knowledge sharing among peers.
  • Transparency. This influences their approach to events and vendor relationships. Marcus notes, “We’ve turned down some people for various reasons. These are hand-selected people that DBA uses, and they’re not there to sell.”

Looking ahead, Collective by DBA plans to expand its offerings. Marcus outlines:

“We will build out different types of accountability at different levels, all the way through to one-on-one support. At the end of the day, you’re either going to spend money or spend time.”

This tiered approach ensures firms of all sizes can find the right level of support to meet their needs and drive growth.

Conclusion

By addressing the need for comprehensive, team-wide support, creating a vendor-free community focused on practical solutions, and embedding core values into every aspect of their operations, the Collective by DBA community meets the holistic needs of high-achieving accounting firms.

Imagine an accounting profession where firms collaborate, share best practices freely, and support and value every team member. Collective by DBA is working to realize this vision.

This community offers an exciting opportunity for CPA firm owners and accounting professionals to transform how they operate, collaborate, and grow. Whether you’re grappling with team management, seeking innovative ways to serve clients, or looking for a supportive community of like-minded professionals, Collective by DBA provides a new path forward.

Ready to transform your accounting firm? Listen to the full Who’s Really the BOSS? podcast episode to learn more about how Collective by DBA can benefit your practice.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

Are Your Remote Accountants Thriving? Learn from This Firm’s Game-Changing Approach

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Marcus and Rachel Dillon, hosts of the “Who’s Really the Boss” podcast, have transformed their virtual accounting firm, Dillon Business Advisors, with innovative strategies for motivating remote teams. Their approach reimagines compensation, leadership opportunities, and team engagement in a virtual team. 

In a recent episode, they offered valuable insights for CPA firm owners and accounting professionals looking to thrive in a remote environment.

Incentivizing the Right Behaviors

The Dillons recently overhauled their bonus structure to align more closely with client expectations and give team members more control over their compensation. Previously, bonuses were tied to bringing in new Client Accounting Services (CAS) clients. While this structure helped the firm grow its CAS engagements, the system had limitations. As Marcus explains, “There was some disconnect. People could not calculate what their bonus was going to be at any one point, and they didn’t have control over the sales process.”

The new structure offers each team member a $25 bonus for every client whose financials are delivered by the 15th of the following month. With teams of three serving each client, that’s a potential $75 bonus per client per month. This system directly rewards the timely delivery of financial data, a fundamental client expectation.

The impact was almost immediate. In a client meeting, a Client Service Manager proactively addressed the new system: “We’re going to change up what we issue to you because we’ve got this new incentive plan at DBA, and I get a little bonus if we issue the core financials by the 15th. But some of the budget reports might go out after the 15th, but as close to the 15th as possible.”

To help increase buy-in and address potential concerns, the Dillons used an “optimist/pessimist” activity during the rollout. Team members were paired up and asked to share positive and negative aspects of the new structure. This approach encouraged open dialogue and allowed the Dillons to address concerns directly and immediately.

Fostering Leadership and Expertise in a Virtual Environment

Recognizing the need for clear career advancement paths and leadership opportunities in a remote setting, Dillon Business Advisors introduced two innovative programs: Subject Matter Expert roles and an Onboarding bonus system.

The Dillons designated subject matter experts in three primary areas: accounting, tax, and payroll. These roles come with an additional stipend of about $900 per year. As Marcus explains, “That’s the person. If you’ve got a tax question or an accounting question or a payroll question, that’s who you go to. I’m not saying they know all the answers, but they’re going to help find them. And they’re also going to help educate the team throughout the year.”

The Onboarding bonus system incentivizes efficient client onboarding. Teams can earn up to 50% of the onboarding fee as a bonus, with the percentage decreasing on a sliding scale based on how quickly the onboarding is completed. This encourages team members to streamline the process and quickly get new clients up and running.

The impact of these changes was immediate. In a test run before the full rollout, team members began proactively analyzing new client data and preparing recommendations before the kickoff call. Marcus notes, “What came out of the conversation was, ‘Well, I’m going to go ahead and go into their QBO file and really look at it, really analyze it first. And then I’m also going to proforma their tax returns and look at those ahead of the client kickoff call.’ Then we can make recommendations at the kickoff call versus saying we’re going to look them over in the next few days.”

Investing in Team Engagement: The Power of Strategic Retreats

While innovative compensation structures and career development opportunities lay the foundation for a high-performing remote team, the Dillons recognized the importance of face-to-face interaction. Their solution? Strategic team retreats that complement and reinforce their other motivational strategies.

Dillon Business Advisors’ recent retreat in Florida included a team meeting to roll out new bonus structures and leadership opportunities, followed by group activities like a boat trip to Crab Island. The investment is significant—the recent domestic trip cost about $6,000 per couple or $3,000 per person. However, the Dillons view this as crucial for team performance and retention.

The benefits of these retreats align perfectly to create high-performing remote teams:

  1. They strengthen team bonds and company culture, which is crucial for collaborative remote work
  2. They provide face-to-face time for meaningful discussions and feedback on new initiatives
  3. They increase employee satisfaction and retention, supporting the firm’s investment in talent
  4. They offer a tangible reward for meeting company goals, reinforcing the performance-based culture

At the final dinner, Marcus highlighted each team member’s contributions in front of their colleagues and spouses, reinforcing the appreciation culture. He also provided handwritten cards to each team member, a personal touch that made a significant impact.

Transforming Remote CPA Teams into High-Performing Units

By tying bonuses to client-centric metrics, creating new opportunities for innovation and leadership, and investing in team engagement through retreats, the Dillons have transformed their remote team into a high-performing, self-motivated unit. As Marcus aptly puts it, “If you’re kind of scratching your head on how to make your employees do what you want them to do, throw some dollars where it matters most.”

These strategies drive individual performance by fostering a collaborative culture that consistently exceeds client expectations and contributes to firm growth. With remote work becoming the norm rather than the exception, such approaches are crucial for CPA firms looking to thrive.

As more firms transition to remote or hybrid models, those that can effectively motivate and engage their virtual teams will have a distinct competitive advantage. The Dillons’ experience demonstrates that remote teams can be just as effective—if not more so—with the right incentives and opportunities than traditional office-based teams. Listen to the full episode of the “Who’s Really the Boss” podcast for all the details.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA , supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.