OPERATING SYSTEM — ACCOUNTANTS BOOKKEEPERS
The Practice OS
The operating layer for small accounting and bookkeeping firms. Runs on top of the CRM and tools you already pay for — and does the operator-side work they leave on your desk.
See the system run.
One real event, start to finish — the workflows firing, the skills drafting, the owner report updating. This is the operator-side work The Practice OS does for you. Decide in seconds whether from $49/mo is worth it.
A live schematic of the operator-side work Practice OS runs automatically. You stay in control — it drafts, routes, and flags.
An operating layer,
not another CRM.
A Notion workspace, working automations, Claude Skills, and a community channel — engineered for the operator-side work your CRM leaves on your desk.
Triage client email
Fires on each inbound email your relay POSTs to the webhook: matches the sender to a Client Hub row, classifies intent, logs attachment metadata against open document asks, and writes a partner-reviewable draft reply that is never sent to the client. Practice OS ships no Comms Log database, so with db_comms_log blank the record of each triaged email is a…
Chase missing documents
Every weekday at 07:00 this pulls every document request that is due for a nudge, scores it by deadline proximity and age, and sends the reminder to the client unattended — email through Resend, SMS through Twilio, and no other channel. Anything it cannot send (a channel with no API in this build, a missing address or key, a failed tone check, or…
Run month-end close checklist
Runs every morning at 06:00 and stages nothing unless today is the first business day of the month (weekends, US federal banking holidays and your custom_holidays skipped). On that day it clones an entity-matched close checklist per active client, assigns it off the Staff & Capacity roster, marks runs blocked on missing client documents, and posts a…
Onboard new client
Polls Engagement Letters every 15 minutes for rows marked Signed that it has not already stamped AUTO-ONBOARDED, then activates the Client Hub row, opens the scope-driven document asks, records a KYC vault row, proposes kickoff times by email, and seeds the client's filing deadlines. A letter missing its linked client, independence note or conflict-check…
Generate deadline heatmap
Every Sunday at 18:00 this reads the next 14 days of open filings, weights them against each person's capacity in Staff & Capacity, and flags over-capacity days, same-day high-effort collisions, and filings still Not Started within five days of due. The week-ahead view lands as a Notion sub-page of emoji grid cells under your dashboard plus the same grid as…
Sync receipts to books
Fires on each receipt your Drive / OneDrive / Karbon relay POSTs to the webhook: reads it with Claude vision when an Anthropic key is set (HEIC is unsupported and falls back to filename guesses), matches it to a client, checks for duplicates, and writes a Pending row to the Transaction Categorization Queue for a human to approve. Nothing is ever posted to…
Built for a specific operator.
You'll run this if…
You lead a small team that has outgrown spreadsheets and a legal pad and whoever remembers the deadline. You treat AI as an instrument, not a magic trick. You'd rather buy sharp software than maintain dull software.
Skip this if…
You want a one-click "AI grows my business" button. You won't spend an hour on setup. You expect outcome guarantees — this product does not sell those.
Memory + inbox
Not a CRM. It sits on top of yours and absorbs the operator-side process work that currently lives in your head and your sent folder.
Take one of the skills. Free, complete, yours.
We have no testimonials to show you. This product is new, and inventing them was never an option — so here is better proof: summarize-month-end-readiness is one of the real skills from Practice OS, given away whole. Paste where a close stands and get back what is actually blocking it and who owes what.
It needs nothing but a Claude plan that runs Skills — no workspace, no API key, no automation tool. Run it on your own work and judge the output before you pay for anything.
Get summarize-month-end-readiness free →
The workspace
A free Notion account is all it takes. You get the databases, the SOPs and one worked example, ready to run by hand.
The skills
Needs a paid Claude plan. Drafted work on demand — the free sample above is one of these.
The automations
Needs an always-on n8n, plus an account for each kind of send you want. The same work, unattended.
EACH LAYER WORKS ON ITS OWN — MOST OPERATORS STOP AT LAYER 2 FOR THE FIRST WEEK. THE SETUP GUIDE IS SPECIFIC ABOUT WHAT LAYER 3 COSTS IN TIME, INCLUDING THE CARRIER REGISTRATION THAT TAKES DAYS TO WEEKS IF YOU WANT SMS.
One price list.
No sales call.
Answers, before you ask.
Q.01Does this connect to QuickBooks Online or Xero?
No, and we won't pretend otherwise. There is no live GL pull in v1. Practice OS tracks and chases the work around your books: which client is blocked on which document, which close runs are ready for your review, which filings collide next week, which vendors need a W-9. Reconciliation status is entered by your team — the close workflow leaves those fields `Pending` and emails you the client-by-client list to key in, rather than showing you a green checkmark it didn't earn. You keep working in QBO or Xero exactly as you do today.
Q.02What do I actually need to run it, and how long does it take?
Three stages, honestly: 1. **Same day** — the Notion workspace and the SOPs. Duplicate, rename, start using the Dashboard / Today page. No keys, no accounts, no waiting. 2. **Minutes** — the eight Claude Skills. If you use Claude Code, the terminal app, the `skills/` folders go into `~/.claude/skills/`. If you use claude.ai in a browser, the mobile apps or Claude Desktop, that folder does nothing — there you upload the skill files to Claude instead. Either way it's the same markdown and your own Claude account. 3. **Longer** — the six workflows. These need your own n8n instance (self-hosted or cloud), a Notion internal integration t
Q.03Does this give tax advice?
No. Every substantive output — categorizations, monthly reports, 1099 batches, anomaly flags, client replies — is a draft for partner review. The bundle exists to make your review faster, not to replace your judgement. Tax positions, deductibility calls, filing decisions, and client-facing tax answers all stay with you. Client emails classified as tax questions are deliberately not drafted at all. The messages that do go out unattended are administrative only: a reminder that a document is outstanding (AI-drafted, tone-guarded, capped per day), a request to resend an unreadable receipt, and the new-client onboarding notes — the last
Q.04Will it email my clients on its own?
Three of the six workflows will, once you enable them, and you should know which before you buy. `chase-missing-documents` sends document reminders to clients on its own, every weekday morning, with no per-message sign-off — that is the entire point of it. `onboard-new-client` sends the KYC request, kickoff-slot options and welcome note when an engagement letter is marked Signed. `sync-receipts-to-books` asks the sender for a clearer copy when a receipt won't scan. The other three — email triage, month-end close, deadline heatmap — write to Notion and to your inbox only, and triage in particular drafts replies it never sends. Your c
Q.05Is client tax data flowing through your infrastructure?
No. The workflows run in your n8n against your Notion with your keys — the data path never touches us. Our only server-side role is delivering your download and validating your Notion token during setup, which happens in memory and is never stored. Separately, the workspace itself is designed to hold firm-side metadata only: clients, deadlines, engagement scope, document-request lineage, storage links, and card last-4. Raw client tax documents — SSNs, W-2s, 1099 forms, full bank statements — stay in your existing document portal.
Q.06Will this replace Karbon / Canopy / TaxDome?
No, and it doesn't integrate with them either. There is no Karbon or Ignition connector in v1. This sits alongside your practice-management tool as the partner cockpit and the Claude-skills layer — the structured Notion surface plus eight skills those platforms don't ship.
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