Does it ever feel like you’re doing everything except actual tax and accounting work?

Chasing down documents. Managing endless to-do lists. Sending the same “Just checking in on this …” email. Juggling tasks across six different apps.

When you got into this profession, you probably expected some admin busywork. Sure, it comes with the territory, but if you’re like most tax pros, you’re surprised—and maybe even overwhelmed—by just how much of your day gets eaten up by these tasks.

At some point, you’ve probably asked yourself: Isn’t there a better way to run this business I’ve worked so hard to build?

There is. And it starts with three essential tools: your CRM (Customer Relationship Management) system, client portal, and practice management software.

They handle most of the busywork, so you can get back to the work that lights you up: Solving complex problems, supporting your clients, and offering advice that makes a real difference in their lives; the work that encouraged you to get into the profession in the first place.

In this article, we’ll break down what each system does, why it matters, and how the right tech stack can help you build a more efficient, scalable, and client-friendly firm. 

CRM: Stay organized and proactive

Your CRM keeps track of every detail, touchpoint, and follow-up so you don’t have to. Client notes, emails, contact info, proposals, and even birthdays; it’s all stored in one place, ready when you need it.

No more digging through inboxes, searching spreadsheets, or forgetting to follow up on that prospect who said, “Let’s talk after tax season.”

A good CRM takes busywork off your plate by:

• Automatically logging interactions and reminders so nothing gets missed.
• Segmenting your client base for smarter, targeted outreach.
• Tracking every lead, proposal, and conversion in your pipeline.
• Triggering automated email campaigns and seasonal check-ins.

During tax season, your CRM helps you stay focused on client delivery instead of digging through emails, wondering who’s overdue, or trying to remember who you last spoke with. During the rest of the year, a CRM keeps you top of mind with relevant communication that builds loyalty and opens the door to new services.

Busywork it replaces: Follow-up emails, pipeline tracking, calendar reminders, and lead nurturing.

Client portal: Deliver a collaborative, modern experience

Let’s talk portals. Clients expect digital convenience, now more than ever. They want secure, 24/7 access to upload documents, view returns, sign engagement letters, and do more on their own time, from any device and from wherever they’re located. A modern client portal such as SmartVault delivers just that.

In fact, a portal isn’t just a nice-to-have any longer. If you can’t offer your clients this level of convenience, they’ll seek another firm that can.

A purpose-built portal eliminates busywork by:

• Automatically organizing client documents into the right folders.
• Sending out templated document requests; no need to write a new list for every client.
• Tracking real-time activity so clients don’t keep asking “Are we done yet?”
• Offering self-service access to prior-year returns, so you don’t have to dig them up.

For Nick Boscia, EA, CPA, requiring clients to upload their source docs through a portal was a “game-changer.” This process improvement, according to Nick, “significantly [reduces] the administrative burden and [streamlines] operations.” Nick’s firm has since doubled their client base while improving work-life balance across his team. In fact, it’s so streamlined that Nick regularly steps away for multi-week vacations.

SmartVault is available for Intuit® Lacerte® Tax and ProSeries® Tax, and will soon be available for ProConnect™ Tax—Nick isn’t an outlier. Many firms using client portals report a significant (up to 75% for some) reduction in phone calls and follow-up emails because clients have what they need, when they need it. The best part? Using it feels effortless for clients and for your team.

Busywork it replaces: Chasing documents, fielding status update calls, searching for prior-year files, manually sorting documents, and files scattered across apps and computers.

Practice management software: Run your firm better

If the CRM manages relationships and the portal manages collaboration, your practice management software runs the actual operations. It’s the system that keeps everything (and everyone) moving forward.

Without it, you’re left juggling priorities, constantly reacting instead of executing with purpose.

Practice management software clears out busywork by:

• Assigning tasks automatically based on workflows you define once.
• Tracking progress and deadlines without needing constant check-ins.
• Standardizing how work is done, so your team isn’t reinventing the wheel.
• Centralizing team communication so everything lives in one place.

Whether you’re solo or managing a growing team, this software lets you stop guessing, start delegating, and actually plan your workload instead of constantly reacting to it.

Busywork it replaces: Team check-ins, manual task assignment, deadline tracking, and spreadsheet-based project management.

Bringing it all together: The power of integration

The magic happens when your CRM, portal, and practice management systems work in harmony rather than as isolated tools. Consider a typical client lifecycle: Your CRM identifies a prospect, nurtures them through automated communications, and converts them to a client. The practice management system creates the engagement, assigns resources, and manages deadlines. The client portal facilitates secure document exchange and maintains ongoing communication.

No more duplicate data entry. No more “did anyone follow up with the Smiths?” No more wondering where that important document went. Integration creates a seamless client experience while making your life significantly easier.

As Nick shared in a recent interview: “We integrate Lacerte with SmartVault for secure document management, and use our practice management tool to manage workflows. When these systems talk to each other, our processes become exponentially more efficient—allowing us to complete more returns in less time without burning out the team.”

Choosing the right systems for your firm

Success depends on selecting solutions built specifically for tax and accounting firms. Generic business software rarely addresses the unique compliance, security, and workflow requirements of tax and accounting practices. Look for vendors who understand your industry’s seasonal patterns, regulatory requirements, and integration needs.

Consider scalability, security compliance, and the vendor’s commitment to ongoing development in the accounting space. The best solutions grow with your practice while maintaining the specialized features that make them valuable.

Final thoughts: More than just tools

The firms thriving today aren’t necessarily the largest or most established; they are the ones that see technology as more than just tools. Instead, they are investments in getting back to the work that lights them up: strategic conversations, complex problem-solving, and those breakthrough moments when they help a client see a path forward they didn’t know existed.

Ready to implement a tech stack that can do that for your firm? Start with your portal. Discover your options and see how we can help.