From Deadline Chaos to Coordinated Financial Operations
The moment a client's missing documents are identified during intake — not three weeks into tax season.
Recommended starting point:Foundation Package
The Problem
Most accounting and CPA firms don't lose clients because of bad work — they lose them in the gaps between inquiries, documents, deadlines, and follow-ups. Calls and emails arrive during peak periods (tax season, quarter-end, audits). Clients ask the same questions repeatedly about filings, timelines, and "what do you need from me?" Documents are submitted late or incomplete. Follow-ups are manual and inconsistent. Staff spends hours chasing missing information instead of doing billable work. There is no unified memory across inquiry → onboarding → document collection → filing → post-filing follow-up. The result is operational leakage: missed deadlines, staff burnout, reduced margins, and a client experience that feels reactive instead of professional.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Firms Start
Most accounting and CPA firms begin with the Foundation Package, which installs the core infrastructure required to run Operator inside the firm.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer inbound calls or website inquiries during business hours, after-hours, or peak seasons
- Provide approved, non-advisory information (services offered, hours, general process explanations)
- Capture inquiry intent (service type, deadline sensitivity, new vs existing client)
- Route inquiries for follow-up or scheduling
What it intentionally does NOT include: Tax logic, compliance workflows, document orchestration, deadline tracking, client lifecycle automation, or cross-system coordination. The Foundation Package establishes ownership, privacy, and local execution — it is the on-ramp, not the full system.
Capability Expansion Path
HQ Pro for Accounting applies templated, niche-specific logic aligned to common accounting workflows — service-aware intake, standardized onboarding questions, and deadline sensitivity awareness. Intake behaves like a system instead of ad-hoc emails.
HQ Pro is standardized and guardrailed by design. Customization is limited, but the system now reflects how accounting firms actually operate.
Operator HQ coordinates the Core Stack as a single system:
All HQs share memory. Client inquiries, document requests, and follow-ups are executed across the firm — not just captured.
Custom Operator is designed for firms with complex or unique requirements — multi-partner firms, multi-location practices, advisory-heavy models, or compliance-sensitive environments.
This includes deep workflow excavation, bespoke system architecture, custom integrations with accounting, document, and practice management systems, compliance-specific configurations, and extended team training. This is not a template — it is a system built specifically around how that firm operates.
Every tier reduces operational leakage — higher tiers add coordination, niche intelligence, and ultimately full-system control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts firms from fragmented workflows to coordinated financial operations.
Pricing Notes
Packages cap scope, not capability.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.