The challenge
Like many, Patrick was open to productive change.
“We’re always looking for ways to connect our systems better. If it can be automated, improved with people, process, or tech, I’m all for it. I usually know what should be automated, but not necessarily how to make it happen technically.”
Previous attempts at automation had limited impact: pre-packaged solutions offered minor tweaks rather than meaningful improvements. An in-house hire also fell short due to a lack of perspective and familiarity with day-to-day operations.
“I’ve tried to build my own automations and even worked with other agencies. But what I got felt like cookie-cutter solutions, four or five generic automations they offered everyone. We also tried in-house, but one person lacks the perspective of a full team that works with accounting firms all day.”
Matt knew that a solution required both technical skill and experience with other firms in the industry. He wanted someone who could see what works, avoid what doesn’t, and guide the team in implementing actionable solutions.
“Your team’s expertise with the tools, combined with your experience across firms, knowing what works and what doesn’t, has been invaluable. That outside perspective has sparked multiple new ideas and shifted how we think about automation.”
The solution
We focused on two critical areas where the firm was losing efficiency and visibility:
Standardized pricing system
A streamlined pricing process integrating a custom pricing tool, Qount and HubSpot, so the sales team can price engagements consistently with minimal input from the accounting team.
Financial visibility dashboards
Qount, QuickBooks Online and time-tracking data integrated through Make.com and Retool, giving the owner real-time gross profit insights per client and per service line.
“Qount has promised us better reporting for 4 years. You gave us visibility into our numbers we never had before,” Matt reflects on the experience.
Tools used
- Qount
- HubSpot
- QuickBooks Online
- Make.com
- Retool
The results
These improvements delivered measurable impact across both operations and financial management:
- Faster, more accurate sales process: Proposals and pricing are now consistent, saving time for both sales and accounting while reducing errors.
- Gross profit visibility: For the first time, leadership can see profitability by client and service line, helping them spot scope creep, time-tracking gaps, and underperforming services.
- Data-driven decisions: Improved reporting has shifted conversations toward advisory and operational improvements instead of guesswork.
Matt plans to continue leveraging our collaboration to streamline and implement further improvements.
“Your onboarding process was simple and clear. The clarifying questions you asked didn’t just help you understand us better, they helped us build a stronger process. From a firm’s standpoint, that alone is worth the investment. I’d recommend this to any firm exploring automation. If you want to improve your workflows and efficiency, this is money well spent.”
