How one tax firm transformed its preparation process

For tax and accounting professionals, peak season often means the same familiar challenges: mountains of paperwork, frantic hiring of seasonal staff, and the constant pressure to process more returns without sacrificing quality. But what if there was a better way?

Keestan Willes, Accounting Manager at Scottsdale CPAs, PLLC, faced these exact challenges. Her firm’s manual, paper-based tax preparation process was time-consuming, costly, and increasingly difficult to scale. Today, her story offers a roadmap for practice managers looking to transform their operations and achieve measurable results.

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The challenges of manual tax prep 

Before adopting digital solutions, Scottsdale CPAs operated like many traditional firms. The tax preparation process relied heavily on manual data entry and paper-based workflows that consumed valuable time and resources.

The staffing situation presented an ongoing challenge. Finding and retaining qualified seasonal employees during peak tax season proved difficult year after year. These temporary workers required extensive training, yet many would leave just as they became productive.

The operational costs kept climbing. Manual processes meant longer turnaround times, increased overhead, and limited capacity for growth. The firm knew they needed to change, but the question was how and whether the investment would deliver real returns.

Modernizing tax workflow with an integrated digital approach

Scottsdale CPAs took a strategic approach to modernization, implementing three Thomson Reuters solutions that work seamlessly together: SafeSend, UltraTax CS, and SurePrep 1040SCAN.

SafeSend revolutionized their client delivery process. What once took significant time and effort now happens in under 3 minutes per return. “I can process a return in SafeSend in under 3 minutes,” Willes explains. The solution streamlined the entire delivery workflow, eliminating bottlenecks that had previously slowed down their operation.

UltraTax CS became the backbone of their tax preparation capabilities. The platform efficiently handles all of the firm’s tax preparation needs, processing approximately 1,200 returns annually. “We do about 1200 returns a year, and UltraTax CS handles all our tax prep,” says Willes.

SurePrep 1040SCAN completed the digital transformation by eliminating paper processes entirely. The solution digitized working papers, making documents organized, accessible, and searchable. This proved particularly valuable as remote work became more prevalent. “We wanted everything to be able to be accessed from anywhere,” Willes notes.

The real impact for Scottsdale CPAs PLLC

The results of this digital transformation exceeded expectations. The integrated solutions didn’t just improve processes; they fundamentally changed how the firm operates.

Operational efficiency

Scottsdale CPAs now runs with fewer staff members than before, yet handles the same volume of returns with greater efficiency. The firm completely eliminated its dependency on seasonal interns, solving one of their most persistent challenges.

Perhaps most impressively, the firm achieved significant revenue growth over the past four years despite reducing headcount. “We’ve decreased our staff and increased our revenue significantly over the past four years,” Willes confirms. This outcome demonstrates the powerful ROI potential of strategic technology investments.

Enhanced client experience

Modernization delivered benefits beyond internal operations. Clients noticed the difference immediately.

The electronic process provides clear instructions and automated reminders that keep clients informed throughout the preparation process. Communication became more consistent and professional, reducing confusion and back-and-forth exchanges.

Clients find the digital experience more engaging and efficient compared to paper-based methods. Document submission is simpler, status updates are automatic, and the overall interaction feels more professional and current.

The result? Measurably higher client satisfaction scores and improved retention rates.

A practice manager’s perspective

For Willes, the transformation has been comprehensive. “SafeSend has been a game-changer for our firm. It reduced the time to send returns to under 3 minutes, which is a huge improvement,” she shares.

The impact of UltraTax CS on daily operations has been equally significant. “UltraTax CS has allowed us to handle all our tax preparation needs efficiently, even with a high volume of returns,” Willes explains.

When it comes to organization and accessibility, SurePrep 1040SCAN delivered exactly what the firm needed. “SurePrep 1040SCAN has digitized our working papers, making the process more organized and accessible, especially for remote work,” she notes. The solution has become so integral to their workflow that Willes says, “I really don’t know how I’d prepare a return without it at this point. It definitely keeps us organized.”

A tax firm’s path forward

The Scottsdale CPAs story demonstrates that transitioning from manual to modern tax preparation processes delivers tangible, measurable benefits. Their proven results include increased efficiency, reduced operational costs, improved client satisfaction, and revenue growth.

For tax and accounting professionals facing similar challenges, the question isn’t whether digital transformation is worth pursuing. The question is how much longer you can afford to wait.

The integration of SafeSend, UltraTax CS, and SurePrep 1040SCAN shows how connected solutions multiply their individual benefits, creating a workflow that’s greater than the sum of its parts. When your tools work together seamlessly, your entire practice operates more effectively.

Ready to transform your tax preparation process? Contact Thomson Reuters for a demo of SafeSend, UltraTax CS, and SurePrep 1040SCAN to discover how these integrated solutions can help your firm increase efficiency, reduce costs, and enhance client satisfaction. Your path from manual to modern starts with a conversation.