Accounting firm

A new client signs on, for monthly bookkeeping

Mia builds the document checklist, Cody drafts the fee quote for a partner to approve, Sam tracks what is missing, and Nora drafts the first invoice. You approve each step.

On this job

MiaChief of staff
CodySales and estimates
SamCompliance and checks
NoraBilling, books and reports

New client, Hollis Bike ShopLinden & Cole Accounting

Bookkeeping and payroll3 documents needed

Mia, the AI employee for chief of staff, at a laptop

ChecklistDay 1

MiaChief of staff

Hollis Bike Shop says yes

Mia builds the checklist for a monthly bookkeeping and payroll engagement.

Checklist, Hollis Bike Shop

Mia’s computer

Live

Inbox

YouChecklist, Hollis Bike Shop

Sheets

Checklist, Hollis Bike Shop	Detail	Status
Prior-year return	Requested	Missing
Bank statements, January to September	Requested	Missing
Payroll reports	Requested	Missing
Owner contact	Ben Hollis	On file

Mia is working. Take over to pause Mia and use the computer yourself.

Done: Prior-year return: Requested (Missing)
Done: Bank statements, January to September: Requested (Missing)
Done: Payroll reports: Requested (Missing)
Done: Owner contact: Ben Hollis (On file)
In progress: Checklist, Hollis Bike Shop

Fee quoteDay 1

Handoff: Mia to CodyMia passes the scope to Cody for the fee quote and letter.

CodySales and estimates

Cody drafts the fee quote

Fee quote, Hollis Bike ShopDraft

Monthly bookkeeping$850
Payroll, monthly$300
Total per month$1,150

Engagement letterDrafted from your firm's template, with the scope and fees above. A partner reviews and signs it.

Partner signs offDay 1

The quote and letter wait for a partner

Needs your approval

Approve the fee quote and letter

Email to BenHi Ben, welcome to Linden & Cole. Your engagement letter and fee quote, $1,150 a month, are attached. Please review and sign when you're ready.

WhyThe scope matches the call notes. Fees come from your rate card.

If you approveThe email goes out with the letter for Ben to sign. Omni does not sign for anyone.

Sam watchesDay 8

Handoff: Cody to SamBen signs the letter. Cody passes the file to Sam to watch the documents.

SamCompliance and checks

Sam tracks what is missing

He checks the checklist each morning and flags the document that holds up the work.

1 missing

Checklist, day 8

Sam’s computer

Live

Inbox

YouChecklist, day 8

Sheets

Checklist, day 8	Detail	Status
Prior-year return	Uploaded on day 3	Received
Bank statements	Uploaded on day 5	Received
Payroll reports	Needed for the first monthly close	Missing

Sam is working. Take over to pause Sam and use the computer yourself.

Done: Prior-year return: Uploaded on day 3 (Received)
Done: Bank statements: Uploaded on day 5 (Received)
Done: Payroll reports: Needed for the first monthly close (Missing)
In progress: Checklist, day 8

ReminderDay 8

Handoff: Sam to MiaSam asks Mia to draft the weekly reminder.

MiaChief of staff

Mia drafts the reminder

Mia's computer

Email to BenHi Ben, thanks for the return and the bank statements. We still need your payroll reports for January to September. You can upload them here.

Weekly until receivedWaits for approval

First invoiceDay 10

Handoff: Mia to NoraMia passes the signed engagement to Nora for billing.

NoraBilling, books and reports

Nora drafts the first invoice

Invoice 2042, Hollis Bike ShopDraft

Bookkeeping, October$850
Payroll, October$300
Total$1,150

NoteMonthly from November 1. It goes into QuickBooks only after you approve it.

Sending the invoice waits for a partner.

Whole jobDay 10

One new client, four AI employees

The whole job, Hollis Bike Shop

Done or approvedWaits for you

Built the document checklistMia · 3 documents requested Day 1Done
Drafted the letter and fee quoteCody · $1,150 a month Day 1Done
Approved the quote and letter, sent to BenYou Day 1Approved
Flagged the missing payroll reportsSam · Needed for the first monthly close Day 8Done
Drafted the weekly reminderMia Day 8Waits for you
Drafted invoice 2042Nora · $1,150, monthly Day 10Waits for you

Nothing goes to Ben or to QuickBooks until you approve it. Every step is logged.

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Client onboarding use case