Faced with time-consuming manual processes, Madsen, O’Meara and Company turned to SurePrep to streamline their tax workflow. The result: faster turnaround, reduced headcount, and elevated client service through smarter automation.
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As tax professionals navigate a shifting industry, accounting firms are constantly seeking innovative solutions to increase efficiency, productivity, and client satisfaction. That was certainly the case for Edgar Madsen of Madsen, O’Meara and Company, a full-service tax, accounting, payroll, and consulting firm serving Bloomington, Minnesota.
What began as a test drive during the off-season evolved into SurePrep becoming a foundational part of this firm’s tax workflow and a catalyst for smarter, more scalable operations. Let’s take a look.
The challenge: Time-consuming, manual data entry
Like many accounting firms, Madsen, O’Meara and Company was consumed with manual data entry and struggled to manage their workload during tax season given the high volume of work and limited staff. They dedicated a lot of their precious time to “ticking and tying numbers” rather than focusing on higher-value tasks and strategic work.
“We were so pressed for time to try to get the work out the door at any price, there just was not enough hours in the day,” says Edgar Madsen.
The firm’s journey with SurePrep began during the off-season, with the team initially using it for clients as an extension of UltraTax CS. The idea was to scan documents and bookmark them for easy access. This trial run allowed the firm to test the waters and understand the potential benefits of SurePrep before busy season hit.
The solution: SurePrep for scan, organize, and review
Within two months, the firm fully integrated SurePrep across all tax clients. What won them over wasn’t just the feature set, it was the future roadmap and automated data sharing integration with UltraTax CS.
“SurePrep has really changed the volume we can produce and the ease with which we can process tax returns,” says Edgar.
The implementation had a profound impact on the firm’s overall operations. They were able to produce more work in less time and quickly realized the potential of:
Centralized scanning to ensure consistency and eliminate guesswork about who scanned what.
Automated document recognition and bookmarking (which makes importing to UltraTax faster and cleaner).
Standardized processes that reduce error rates and improve review efficiency.
“SurePrep has really changed the volume we can produce and the ease with which we can process tax returns,” says Edgar.
The transformation: Key outcomes of SurePrep integration
By streamlining the tax return preparation process and improving overall workflow efficiency, SurePrep has significantly improved Madsen, O’Meara and Company’s productivity. Automated data entry and source document organization enable staff members to complete tax returns in nearly half the time, thus freeing up capacity without sacrificing quality.
“Previously, the whole process for an average client might take an hour and a half. That process now takes about 35 to 40 minutes and we don’t charge any less than we did for our tax returns,“ says Edgar.
The impact of SurePrep:
Cut tax return prep time by 50%
Reduced headcount, increased volume of tax returns
Faster, more insightful reviews
Improved client experience
This dramatic efficiency boost meant the firm could take on more clients without needing to expand headcount. In fact, the firm has cut staff from 8 or 9 to just 4, while actually increasing client volume — a testament to the efficiency SurePrep provides. In addition, employees also benefit from a reduction in repetitive work, which boosts morale and allows more time for meaningful, strategic engagements with clients.
“We have taken on more clients as we’ve had staff leave. We have not replaced them. We’ve gone from a staff of eight or nine to four and we’re doing more volume than we ever did and providing better quality service to our clients as well.”
With standardized processes and improved quality control, the firm can consistently deliver a comprehensive, organized PDF tax package that includes all supporting source documents which are both bookmarked and organized. This transparency improves communication and helps clients better understand their tax returns.
“The review process has gotten faster for us as it recognizes more and more data as it comes in. For example, a brokerage statement, that’s pretty much a guarantee now that it’s going to be accurate. We don’t even really have to think much about that. We just notice that our job is easier.”
Most importantly, SurePrep’s consistent structure and reliable data imports empower staff to shift their focus from routine compliance tasks to higher-value services such as tax planning and advisory, helping the firm elevate their service model while supporting professional growth and job satisfaction.
“Now we can spend time actually saying, ‘What does this mean? Are there tax strategies that we can use to try to save the client some tax dollars?”
A foundational workflow for smarter, more scalable operations
Today, Edgar can’t imagine running his firm without SurePrep. The solution has become so embedded in his processes that switching away would be nearly impossible.
“I think, again, anything beyond just a part-time practitioner, SurePrep is going to save you time and it’s going to save you quality. We’ve used it forver 10 years and it continues to get better. We notice how it integrates into UltraTax better. We notice how the scan–organize–review process has improved from our perspective. It’s easier every year. The software recognizes proforma things, and each year, it’s just better and better.”
Learn more about the power of SurePrep today!
