Case study: Blueprint for firm turnaround and growth

When a firm hits a wall due to staff turnover, operational breakdowns, or mounting backlogs, it’s easy to slip into survival mode. But as Kafoo CPA demonstrated in their work with one client tax firm in particular, a crisis can become a catalyst. In just six months, Kafoo helped a struggling practice stabilize operations, rebuild trust, and lay the foundation for scalable growth.

Here’s how your firm can do the same.

Start with stabilization and transparency

Before you can build, you need to stop the bleeding. That means catching up on filings, reconciling accounts, and restoring visibility. Kafoo began with weekly owner meetings and real-time dashboards that showed exactly what was complete, in progress, or blocked. This radical transparency rebuilt trust and gave leadership the clarity needed to make decisions.

If your firm is in crisis, prioritize open communication and visible progress. Don’t wait for perfection. Show your work, share updates, and make accountability a daily habit.

Clear the backlog and meet deadlines

Kafoo tackled unfinished work head-on. By April 15, all critical filings were submitted, and extensions were wrapped up well before the October deadline. For the first time in years, the firm had clean books and breathing room.

Your goal in this phase is momentum. Focus on what’s urgent, eliminate bottlenecks, and give your team the structure they need to execute consistently.

Document your workflows to enable scale

Once the backlog was cleared, Kafoo addressed the root issue: the lack of standardized processes. They documented every step of the bookkeeping workflow and created an internal playbook. This gave the team clarity, reduced errors, and created a scalable foundation.

If your firm relies on tribal knowledge or ad hoc methods, it’s time to codify your operations. A documented process isn’t just a training tool; it’s a growth engine.

Modernize your tech stack

Kafoo’s client firm was paying for QuickBooks® Online, but still using QuickBooks Desktop. Kafoo led a full migration, cleaned up legacy accounts, and eliminated redundant tools. They also introduced a CRM, task management software, shared file systems, and a team communication channel.

Modern tools reduce friction, improve collaboration, and eliminate wasted time. Audit your software stack, eliminate what’s not working, and centralize your workflows.

Fix cash flow with subscription billing

Outdated pricing and reactive invoicing were hurting revenue. Kafoo updated rates, transitioned clients to monthly subscriptions paid upfront, and automated the billing. They also requested view-only bank access from clients, allowing the team to reconcile accounts without chasing documents.

Predictable revenue and streamlined operations free your team to focus on service, not collections. If your billing model is reactive, consider how subscription pricing and automation could transform your cash flow.

Empower your team with structure and support

The remaining staff at the firm felt overwhelmed and isolated. Kafoo CPA introduced daily 10-minute stand-ups to surface blockers and foster accountability. Weekly meetings with ownership continued, reinforcing alignment and morale.

Your team needs more than tools. They need rhythm, visibility, and support. Short, consistent check-ins build trust and help teams move from reactive to proactive.

Deliver financial visibility to clients

Clients at the firm were used to see their books once a year, if at all. Kafoo changed that by delivering monthly financial statements and walking clients through them. This proactive cadence eliminated confusion and built lasting trust.

If your clients are in the dark until tax time, you’re missing an opportunity. Regular financial visibility turns compliance into advisory and positions your firm as a strategic partner.

From survival to scale

Six months after Kafoo stepped in, the firm had clean books, streamlined systems, predictable revenue, and a confident team. The transformation wasn’t just operational—it was cultural.

Turning around your firm requires more than catching up. It demands transparency, structure, and a commitment to scalable systems. Whether you’re facing a backlog or preparing for growth, this blueprint offers a clear path forward.