Accounting and tax software
DispatchMind runs a accounting and tax company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Accounting and tax when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
An accounting practice has two speeds. Tax season is a flood of returns and letters, and the rest of the year is monthly bookkeeping and payroll that repeats like clockwork. DispatchMind books meetings, schedules the recurring work ahead of time, tracks hours per client, and sends the invoice when the work is done.
A typical accounting and tax job in DispatchMind
- A small business owner books a Business setup meeting through your online booking page and picks a phone call.
- After the call you put them on a monthly recurring plan for Bookkeeping and Payroll, and the work gets created ahead of time.
- Each month the job shows up for the assigned staff member, who logs time and adds notes about anything missing.
- When the client forwards an IRS / state letter, you open a new job for it on the same customer page so it doesn't get lost.
- Hours go onto the invoice, the client pays by card through your own Stripe account, and a Year-end review gets booked on the calendar.
What accounting and tax owners tell us slows them down
Monthly work that falls behind
Bookkeeping and payroll repeat, and one missed month snowballs. Recurring plans create the work ahead of time, and the stuck jobs report shows anything that hasn't moved in a while.
Tax season swamps the phones
Everyone calls at once asking where their return stands. Nellie can answer the phone and tell clients the status of their job, and she checks with you before changing anything big.
Time spent but never billed
Quick questions and letter responses eat hours. Time tracking per client puts every hour on the invoice, and reports by job type show where your time actually goes.
Set up for accounting and tax from day one
Your job types
- Tax preparation
- Bookkeeping
- Payroll
- Tax planning meeting
- IRS / state letter
- Business setup
- Client meeting
- Year-end review
The details you keep on each job
- Where
- Service
- Tax year
- Entity type
- Documents received
- Due date
A checklist for the work
Tax return: Engagement letter signed · Documents received · Prior-year return on file · Return prepared · Reviewed · Client signed · Filed · Copy sent to the client
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Individual return
- Business return
- Bookkeeping (per month)
- Payroll (per run)
- Hourly time
- Notice response
Clients come to you
- Appointments without a street address: at your office, by video or by phone.
- Your online booking page lets a client pick a time and who they want to see.
- Keep time on each appointment with a timer or by typing hours, then put the hours on the invoice at your rate.
- No map, routes or truck screens in your way.
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a accounting and tax account she knows how your customers talk and what to ask:
- Personal or business, and for which year?
- Do they have their documents together?
- Did they get a letter from the IRS or the state? What date is on it?
- Office, video or phone, and what time works?
What she treats as urgent: A tax deadline in the next few days; An IRS or state letter with a response date coming up.
What she never does: Never give tax advice or say what someone will owe or get back; Never quote a fee the office hasn’t set; Never ask for full Social Security or bank numbers by text or chat.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
Accounting and tax software: common questions
Can I set up recurring monthly bookkeeping for clients?
Yes. Put each client on a monthly or quarterly recurring plan and DispatchMind creates the work ahead of time. Skip or move one month if a client is late with their papers.
How do I keep track of IRS and state letters?
Open an IRS / state letter job on the client's page, add notes and a photo of the letter, and tag it with what's needed next. It stays in the client's full history.
Can clients book tax planning meetings online?
Yes. Your online booking page lets clients pick a time for a tax planning meeting or client meeting, in the office, by video or by phone.
Can I bill by the hour and by flat fee?
Yes. Track time to bill hours, or use price book items for flat-fee work like tax preparation. Both go on the same invoice if you need them to.
Can I try DispatchMind for my accounting firm before paying?
Yes. There's a 14-day free trial with all features on and no card required. Set up a few clients and their monthly work, and if it fits, keep it month to month.
Related trades
Try DispatchMind free for 14 days
Set up for accounting and tax. No card, month to month.