Tax Automation For CPA Firm in Texas

Five Stone, a leading CPA firm in Texas, is committed to providing top-quality tax advice while maintaining high ethical standards. Their operation relied on two key systems: Tax Wizard, their internal software for tax process automation, and a Client Portal where customers could manage their properties and payments. As the firm grew, both systems were showing their limitations.

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The Challenge

Update to improve efficiency

Five Stone's Tax Wizard operated on outdated technology, limiting scalability and efficiency. They were only managing data for Travis County, encompassing around 500,000 properties. The main issue was outdated software that limited scalability and didn't fulfill its expansion needs (they aimed to include Hays County and add 78,000 properties).

Meanwhile, their Client Portal had its own bottlenecks. Invoice processing was limited, and the credit-card-only payment system meant absorbing a 3% fee on large transactions – cutting into both efficiency and budget.

Beyond technical limitations, Five Stone struggled with their existing development team's approach. They lacked proactive communication and didn't focus on scalability and maintainability, creating the technical debt that hindered business growth.

The Solution

Building scalability

Partnering with Xmartlabs, Five Stone launched a comprehensive system overhaul. The project focused on immediate needs while building for future growth:

1. Rebuilt Tax Wizard's core data processing engine
2. Modernized all frontend and backend systems
3. Implemented robust multi-county infrastructure
4. Developed efficient property data handling (processing 8,000 lines per property)
5. Integrated Pay Simple to Client Portal for ACH payment processing
6. Expanded invoice batch processing enabled up to 10,000 per batch
7. Created streamlined county integration systems

Most importantly, Xmartlabs integrated deeply with Five Stone's team, fostering open communication and aligning technical decisions with business objectives.

Results

Impact beyond implementation

The results exceeded expectations. Within the first week of launch, Five Stone:

• Surpassed their $1 million billing target
• Reduced new county integration time to three months
• Achieved 60% client adoption of ACH payments, eliminating costly credit card fees
• Maintained zero invoice errors

Despite tight deadlines during the critical tax season, the team delivered on time, ensuring uninterrupted service. The improved system fostered better collaboration between Five Stone's technical and non-technical staff, creating a more unified work environment.

Ultimately, Xmartlabs not only addressed Five Stone's immediate challenges but also provided a future-proof solution. By addressing both technical hurdles and team dynamics, Five Stone has created a foundation for sustained growth and improved client service.