MG Tax Inc. — From paper to fully digital in under 30 days.
A $500K tax practice running entirely on paper, cash, and good intentions. No systems, no digital presence, no way to scale. Here's how we changed that in a month.
Three decades of doing things the hard way.
Mark had been running his tax practice since 1994. The business was real — $500K in annual revenue, loyal clients, deep expertise. But everything ran on paper. Cash payments. Filing cabinets. Phone calls to schedule every appointment.
There was no way to work remotely. No way to onboard a new client without them walking in the door. No way to scale without adding more physical space and more staff. The operation was entirely dependent on Mark being physically present, every single day.
- Every client interaction required paper forms and in-person visits
- Payments were cash or check only — no online processing
- No remote work capability whatsoever
- Document retrieval meant digging through physical filing cabinets
- Scheduling done entirely by phone, no self-serve booking
- Zero digital presence — clients couldn't find him online
Mapping every broken touchpoint.
Before building anything, I mapped the full client journey — every step from discovery to tax filing. Each touchpoint was either broken, manual, or missing entirely.
Building the right thing, in the right order.
I didn't start with design — I started with workflow. What needed to exist before anything else could work? The intake form had to come before the portal. The payment system had to come before the booking system.
Key iteration: The first version of the intake form asked for too much upfront — clients were dropping off halfway through. I split it into two stages: basic contact info first, detailed tax information second after a confirmation email. Completion rate went from ~40% to over 85%.
Four systems. One cohesive operation.
Onboarding that works while Mark sleeps.
Built on JotForm with conditional logic, e-signature integration, and automatic confirmation emails. New clients can now fully onboard without ever calling the office.
- Multi-step form with conditional logic
- Built-in e-signature via DocuSign integration
- Automatic confirmation + next steps email
- Data feeds directly into client records
A secure home for every client's documents.
Built on Onehub — clients get a private workspace where they upload documents, track progress, and communicate with Mark. No more emailing sensitive files or dropping off paper.
- Bank-level encrypted document storage
- Drag-and-drop file uploads
- Real-time status tracking per return
- Secure messaging thread per client
Cash-only to fully digital payments.
Integrated Stripe for invoicing and payment collection. Clients receive a professional invoice by email and pay online. Mark gets paid faster and has a full financial record automatically.
- Stripe-powered invoicing and payment links
- Credit card, debit, and ACH bank transfer support
- Automatic payment receipts and records
- Recurring billing for ongoing clients
No more phone tag to book an appointment.
Calendly connected to Mark's Google Calendar. Clients self-schedule consultations, receive automatic reminders, and can join via Google Meet if they prefer remote. The phone stops ringing.
- Self-serve booking via Calendly
- Google Calendar sync — no double-booking
- Automatic reminder emails 24h and 1h before
- One-click Google Meet link for remote sessions
The numbers speak for themselves.
Thirty days after kickoff, the practice was fully operational on every system. Here's what changed.
"I thought going digital would be overwhelming, but Mac made it simple. He saved my business and helped me create a better, more efficient way of working. My clients love it, and so do I."
Your operation could run this smoothly.
Book a free 30-minute call. I'll listen to what's going on and come back with a clear picture of what's possible.
