Free OpenClaw Skill for CPA Firms: Workflow and Client Coordinator Agent (Download)

What this skill does for your CPA firms

• Chases PBC documents through Suralink, TaxDome, SmartVault, or Citrix ShareFile with the staff senior alerted only when the client has gone silent for 14 days.
• Stages the tax return workflow from organizer to delivery, with returns tagged by complexity tier and review-by-partner thresholds enforced in the config.
• Triages incoming IRS notices (CP2000, CP504, LT11, CP2501, Letter 6173, 5071C) and drafts the response or the client-call request with the deadline calendar entry pre-staged.
• Runs the engagement letter cycle annually, with the SSARS 21 compilation language, the ASB attest language, and the consulting agreement language pulled from the firm's template library and routed to the partner for sign-off.
• Tracks every client touch and every billable note across TaxDome and Karbon so the partner billing review surfaces actual realization, not what the staff thought they wrote down.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: cpa-firm-workflow-coordinator
description: Workflow and client coordinator agent for CPA firms. Handles PBC document chase, tax return workflow staging, IRS notice triage, engagement letter cycle, and partner billing review. Integrates with CCH Axcess, Lacerte, UltraTax, TaxDome, Karbon, Suralink.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/cpa-firms
---

# OpenClaw Skill: CPA Firm Workflow and Client Coordinator

## Overview

This skill turns the OpenClaw agent into a workflow and client coordinator
for your CPA firm. It does not replace the staff, senior, manager, or partner
roles: it amplifies all of them. The skill owns the PBC chase, the engagement
letter cycle, the IRS notice triage, and the billing review prep so the human
team spends their day on the technical work that needs a CPA.

It is designed for CPA firms with 5-50 professionals running a mix of tax
compliance, attest, and advisory work. Larger firms (150+ professionals) will
generally have invested in workflow automation already and this skill operates
as the cross-tool orchestration layer above.

## What this skill does

1. PBC (Prepared by Client) document chase through Suralink, TaxDome,
   SmartVault, Citrix ShareFile
2. Tax return workflow staging by complexity tier with review thresholds
3. IRS notice triage (CP2000, CP504, LT11, Letter 6173, 5071C) with response
   deadline calendar
4. Engagement letter cycle automation with SSARS 21, attest, and consulting
   language libraries
5. Partner billing review prep with WIP and realization tracking
6. Cross-firm K-1 chase coordination for pass-through entities

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 7 * * 1-5"          # Weekdays 7am
    action: run_morning_pbc_chase

  - type: heartbeat
    schedule: "0 8 * * 1"            # Mondays 8am
    action: compile_weekly_workflow_review

  - type: heartbeat
    schedule: "0 9 15 1 *"           # January 15
    action: start_engagement_letter_cycle

  - type: heartbeat
    schedule: "0 7 1 3 *"            # March 1 (pre-deadline crunch)
    action: heightened_pbc_chase_mode

  - type: on_event
    event: notice.uploaded_by_client
    action: triage_irs_notice

  - type: on_event
    event: engagement.staffed
    action: send_organizer_and_pbc_request

  - type: on_event
    event: return.partner_reviewed
    action: prep_for_delivery
```

## Workflow: PBC chase

When a return is in workflow, the agent maintains the per-engagement PBC list:

1. On engagement opening: drafts the organizer and PBC request to the client
   through TaxDome or the firm's secure portal
2. At day 7: drafts a courtesy reminder if items are outstanding
3. At day 14: drafts a focused chase email referencing the specific
   outstanding items
4. At day 21: drafts a "we need to discuss" message with a calendar link to
   the manager
5. At day 30: alerts the manager with a recommendation to call the client

During the crunch window (March 1-15 for partnerships and S-corps, April 1-15
for individuals), the cadence tightens to daily.

## Workflow: tax return workflow

Returns are staged by complexity tier with review thresholds in the config:

- Tier 1 (1040 simple, under $200K AGI, W-2 + investment income): prepared
  by staff, partner-skip review allowed
- Tier 2 (1040 with Schedule C, Schedule E rental, K-1s): prepared by senior,
  partner review required
- Tier 3 (1040 with multistate, foreign reporting, AMT, NIIT, multi-Schedule
  C with reasonable comp issues): manager preparer, partner review required
- Tier 4 (1120-S, 1065, 1041, 990, 706, 709, large 1040): manager preparer,
  partner review required, second partner review on tier 4 above firm
  complexity threshold

The skill routes the return through the workflow based on its tier and
alerts when a return is parked in any stage longer than the firm's SLA.

## Workflow: IRS notice triage

When a client uploads a notice, the agent classifies and stages:

- CP2000 (Underreporter): pull the original return from the tax software,
  compute the proposed adjustment, identify whether the IRS is correct,
  stage the partner-reviewable response with either agreement or disagreement
  worksheet
- CP504 (Notice of Intent to Levy): high-priority alert, drafted client call
  request inside 24 hours, response deadline calendar entry
- LT11 (Final Notice of Intent to Levy): immediate partner alert, response
  deadline at 30 days
- Letter 6173, 5071C, 5747C (Identity Verification): drafted client guidance
  for the IRS Identity Verification Service portal
- CP2501 (Underreporter pre-CP2000): drafted partial agreement worksheet

The skill never signs or submits to the IRS. The CPA submits.

## Workflow: engagement letter cycle

Starting January 15, the agent runs the annual engagement letter cycle:

1. Pulls the prior-year engagement letter for each client
2. Identifies any scope changes (new entity, new state, attest level change,
   advisory engagement add-on)
3. Drafts the current-year engagement letter using the firm's template library:
   - SSARS 21 compilation language for compilations
   - ASB attest language for reviews and audits (ASB AU-C 800, 805, 905)
   - Consulting agreement language for advisory
   - Standard 1040 engagement letter for individuals
4. Routes to the partner-in-charge for review and signature
5. Tracks client signature via TaxDome or DocuSign
6. Alerts at day 14, 30, 45 of unsigned engagement letters

## Workflow: partner billing review

Each month the agent compiles the WIP and realization report:

- WIP by client, by engagement, by professional
- Realization rate by partner, by engagement type
- Variance from budgeted fees
- Stale WIP (over 60 days) flagged for write-up or write-down decision
- Pre-bill draft with the staff time, expenses, and partner-adjustment line

## Memory keys

```yaml
memory:
  - key: client.profile[{client_id}]
    description: Per-client metadata
    schema: { client_id: string, entity_type: enum, states: array, complexity_tier: int, partner_in_charge: string }

  - key: engagement.state[{engagement_id}]
    description: Per-engagement workflow state
    schema: { engagement_id: string, client_id: string, type: enum, year: int, stage: enum, days_in_stage: int, pbc_complete_pct: number }

  - key: engagement.pbc_list[{engagement_id}]
    description: Per-engagement PBC item status
    schema: { items: array, complete: int, total: int, outstanding: array, last_chase: date }

  - key: notice.queue[{notice_id}]
    description: IRS notice triage state
    schema: { client_id: string, notice_type: enum, received_date: date, response_due: date, stage: enum, partner_assigned: string }

  - key: firm.realization_tracker
    description: Firm-wide realization by partner and engagement type
    schema: { partner: string, engagement_type: enum, month: string, realization_pct: number }
```

## Required integrations

| Integration              | Purpose                                        | Read | Write |
|--------------------------|------------------------------------------------|------|-------|
| CCH Axcess Tax           | Return status and complexity scoring           | yes  | no    |
| Lacerte (Intuit)         | Return status                                  | yes  | no    |
| UltraTax CS              | Return status                                  | yes  | no    |
| ProConnect Tax Online    | Return status                                  | yes  | no    |
| Drake Tax                | Return status                                  | yes  | no    |
| Karbon                   | Practice management, tasks, time               | yes  | yes   |
| TaxDome                  | Client portal and PBC                          | yes  | yes   |
| Suralink                 | PBC document tracking                          | yes  | yes   |
| SmartVault               | Document repository                            | yes  | no    |
| Citrix ShareFile         | Document repository                            | yes  | no    |
| DocuSign                 | Engagement letter signature tracking           | yes  | yes   |
| QuickBooks Online        | Client books for tie-out                       | yes  | no    |
| OpenClaw Memory          | Engagement memory                              | yes  | yes   |
| OpenClaw Heartbeat       | Scheduled cadences                             | yes  | yes   |

## Professional responsibility notes

The skill stages workflow around return preparation, attest engagements, and
IRS notice response. The CPA prepares the return, the CPA signs the return,
the CPA submits to IRS. The skill does not perform return preparation, attest
substantive work, or IRS submission.

For attest work (audits, reviews), the skill stays out of the substantive
workpapers. SSARS 21 compilations and reviews get engagement letter and
representation letter staging only. ASB attest engagements (audits and
reviews of issuers) get engagement administration only. The substance of
attest work is partner-level human activity.

For tax practice, the skill operates within Circular 230. It does not give
written advice (other than drafting client communication for CPA approval),
does not represent itself as a CPA, and routes anything that looks like tax
opinion to a CPA for sign-off.

## Configuration

```yaml
config:
  firm_name: "Your CPA Firm"
  voice: "professional-warm"
  approval_mode: manager_approves_all
  complexity_tiers:
    1: { max_agi: 200000, schedules: [A, B, D], partner_review: skip_allowed }
    2: { max_agi: 1000000, schedules: [A, B, C, D, E, K-1], partner_review: required }
    3: { multistate: true, foreign: true, partner_review: required }
    4: { entity_types: [1120-S, 1065, 1041, 990, 706, 709], partner_review: required, second_partner_review_threshold: complex }
  pbc_chase_cadence_days: [7, 14, 21, 30]
  pbc_chase_cadence_days_crunch: [3, 7, 10, 14]
  engagement_letter_cycle_start: "01-15"
  irs_notice_priority:
    CP504: high
    LT11: critical
    CP2000: medium
    Letter_6173: medium
    CP2501: medium
  partner_billing_review_day: 15
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv cpa-firms.md ~/.claude/skills/cpa-firm-workflow-coordinator.md
# Edit the config block to match your firm
```

Launch OpenClaw and the skill is live. Run `run pbc chase` or
`triage irs notices` to invoke it on demand, or wait for Heartbeat to fire
on the configured schedule.

## Want it wired to your stack?

The free SKILL.md is the starting point. If you want it plugged into your
specific CCH Axcess workflow, your Suralink PBC structure, your house
engagement letter library, and your partner review thresholds on a
fixed-price two-week clock, the door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded cpa-firms.md as ~/.claude/skills/cpa-firm-workflow-coordinator.md (or your firm-level .claude/skills/). OpenClaw picks up new skill files on next agent launch.

2. 2

   Connect your tax software, practice management, and PBC tool

   Edit the integrations block to point at your CCH Axcess Tax, Lacerte, or UltraTax instance, your Karbon or TaxDome practice management, and your Suralink or SmartVault PBC tool. Read access is enough for the chase and triage workflows.

3. 3

   Launch in approval mode, validate, then flip to autonomous

   Run for three weeks with the manager approving every outbound client message and every IRS notice draft. The skill defaults route anything that touches tax advice, attest opinions, or fee discussions to the partner or manager. After validation, flip the routine PBC chase, organizer follow-up, and IRS notice acknowledgment to autonomous; keep substantive responses in approval mode.

Example conversation

Common questions

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