Independent bookkeeping
Dozens of entities, records arriving late and closes that slip. Collection is tied to the period, so an expected document that failed to arrive shows up before the close is at stake.
Recurring engagements
Forty entities, four deadlines a year apiece: the cycle repeats itself, and what is missing shows up before the period is at risk.
7 days, 20 answered calls, no card
The task it takes over
A recurring engagement is a matter that starts over. Sales tax remittances, payroll, the monthly close, year end, the annual return: the same request, to the same person, on a different date. Multiplied by the number of entities you serve, that repetition takes up a slice of the firm that bills nothing.
This add-on holds the cycle. For each entity it knows the frequency, the current period, the document list that belongs to that period, and the person on the client side who has to supply it. It opens the period, asks, reminds, stops on receipt, and surfaces whatever failed to arrive while there is still time to act.
It also keeps open questions. A statement that will not reconcile, an expense that needs classifying, an answer the client owes before the close: each point stays attached to its period, with its owner. When the period closes, the report goes out, and the next collection is already staged.
Step by step
- Scope
Entities, frequency, boundaries
Which entities, at what rhythm, on which client-side software, and who supplies what. The scope is written once and approved, because that is what stops a request going to the wrong person for two straight years.
- Open the period
Collection starts by itself
On the scheduled date, that period’s document list goes to the named person at the client. It is attached to the period, not to the client in general: a March record does not plug a February gap.
- Track gaps
What failed to arrive, while time remains
Expected documents that fail to show up are flagged and raised. Open questions stay visible with their owner, on the firm side as much as on the client side.
- Close
The report, then the next period
The professional approves the treatment and closes the period. The report goes to the client, the next collection is scheduled, and a closed period does not reopen by accident.
An add-on, not a base capability
The professional services base qualifies the call and opens the intake record. It holds no cycle. This add-on brings recurrence: entities, periods, per-period lists, open questions and the report back.
Within its scope it already contains the collection from documents and deadlines, which is not bought twice. It sits alongside case preparation, and the two share collection rather than double-counting it. Accounting treatment, review and advice stay with the professional.
What this changes for your business
CPA firm
Review engagements, advisory and multi-entity groups. Requests go out in batches by client-side owner, versions and open questions are traced, and a reviewer signs off before delivery.
Payroll and remittances
The rhythm is not negotiable. The period list goes out, exceptions are flagged, and the firm sees at a glance which entities are ready and which are waiting on an answer.
Corporate upkeep
Renewals, annual resolutions and minute-book updates: deadlines per entity repeat year after year, and the request goes out without anyone keeping a calendar by hand.
What it receives
- Your list of client entities, with their frequency and their approved scope
- The named person at the client who supplies that period’s records
- Your document lists per engagement type and per period
- Files that come in, and answers to the open questions
What it produces
- An open period per entity, with its list and its internal date
- Chasing that stops on receipt, document by document
- A view of gaps and open questions, with their owner
- A closed period, a report to the client, and the next collection scheduled
You approve the scope, you do the work, you close the period. Your receptionist gives no tax or accounting advice, confirms no eligibility, and takes down no figure and no social insurance number by message.
What is metered, and what comes from elsewhere
The allowance has two faces: entities tracked at the same time, and document matters handled each month.
- Entities under recurring engagement, tracked at the same time
- Document matters handled per month, reset at each period
- A document page allowance for records and their versions
- Calls stay metered on the base, separately from this add-on
Third-party costs stay separate: the client’s accounting software, an outside upload portal, or electronic signature from an outside provider are billed by that provider.
With practice software
The status shown is technical qualification, as the software register establishes it. With nothing connected, the cycle lives in Zenvox.
- No connected softwareZenvox native modeEntities, periods, lists, open questions and reports stay in Zenvox, readable from the app.Work without connected software
- KarbonTo qualifyOrganizes work and clients; header-based access is documented. The client-request lifecycle and the permission boundary still have to be proven.Karbon
- ClioTo qualifyFor recurring legal engagements. Regional app and permissions, with a separate account per operating region.Clio
- ProNotaire, JurisConcept and engagement platformsTo qualifyThe access contract is unsettled. Named because they are widespread in firms here, not because they are wired in.ProNotaire and JurisConcept
Questions about this add-on
What happens when a record fails to arrive?
It surfaces while there is still time to act, with its owner, rather than at the close. The period stays open with its list and its internal date, and chasing stops on receipt, document by document.
Where do open questions live?
Each point stays attached to its period, with its owner: a statement that will not reconcile, an expense that needs classifying, an answer the client owes before the close.
Does it close the period for me?
No. You approve the scope, you do the work and you close the period. Your receptionist gives no tax or accounting advice and confirms no eligibility.
Do I need documents and deadlines on top?
Not within this add-on's scope: the collection sits inside it and is not bought twice. Alongside case preparation, the two share collection rather than double-counting it.
What is metered when I turn this add-on on?
The allowance has two faces: entities under recurring engagement tracked at the same time, and document matters handled per month, plus a document page allowance. Calls stay metered on the base, separately.
Where to next
Go back to your situation, or see how the add-on sits beside your base.
Recurring engagements