Professional Services · CPA Firm Management Software

One connected system for engagements, deadlines, client documents, review sign-off, time and billing.

Manage a CPA firm in one system. Each client has its entities and engagements, and each engagement carries a due date, a document checklist and the people assigned. Files pass from preparer to reviewer to partner, with notes kept on the job. Recorded time and fees feed the invoice, so unbilled work is visible.

Share your requirements

Services, review stages and fee bases entered as your firm works
Client list, engagements and open jobs brought across before busy season
Edits to service lists and checklists handled by GullySystem staff on request

GullySystem configures this system for CPA firms and accounting practices, and the whole practice works inside it. Partners, managers, staff accountants, administrators and clients use it. Each engagement has a due date, a document checklist, review steps and a fee. Hours, write-downs and invoices are recorded against it, so the firm sees what is late and what is unbilled.

Where it breaks today

What goes wrong before the software.

Due dates are kept in a yearly spreadsheet

Return and filing dates are keyed once a year, with extension dates beside them. A change is missed until the date has passed, and a partnership return or an estate filing then goes out late.

Missing documents are found late

Bank statements, brokerage forms, payroll summaries and receipts arrive from clients in pieces. Staff open the file on the day they planned to prepare it and find the gap then.

Review points are scattered

Reviewer comments sit on paper, in email or in chat. The partner receives a file with open points that nobody can list, and the workpapers record nothing of what was cleared.

Fixed fees are not compared with hours

Time goes into a timesheet and fees live in the engagement letter. Overruns surface late. A job that runs well over its fee is noticed only after year end, when realisation has already fallen.

Staff workload is guessed

Managers assign returns from memory during busy season. One accountant holds forty open files, including two partnership returns due the same week, while another has room. Nobody sees it.

Finished work waits for an invoice

The billing step has no owner. Completed engagements, write-downs and unpaid balances are found at quarter end, when nobody recalls what was agreed with the client.

How it runs

How the work flows through it, step by step.

1
Engagement set-up
A proposal is accepted, the engagement letter is signed, and the engagement is created with its services, fee basis, partner, preparer, reviewer and due dates.
2
Document collection
A checklist goes to the client portal. Uploads attach to the job, and reminders go to the client for anything still missing, such as a depreciation schedule or a year-end bank statement.
3
Preparation
The assigned accountant prepares the return or statements, records hours, ties out balances to the trial balance, and notes any open question for the client or the manager.
4
Review and sign-off
A reviewer adds notes against the workpapers, the preparer clears them, and the partner signs off before the file is filed or released.
5
Filing and delivery
The filed copy and the acknowledgement are stored on the engagement. The client receives the final documents through the portal, with the signed e-file authorisation beside them.
6
Billing and follow-up
A fixed fee or recorded time feeds each bill, a partner approves any write-down, and balances still owing drop onto the collections list.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Client and entity register

Hold each client with its entities, owners, family links, contacts and the engagements the firm performs for them. Partnerships, S corporations, trusts and individuals sit side by side on one register.

Engagement letters and proposals

Prepare proposals with service scope and fee, and record acceptance. The signed engagement letter and any representation letter stay on the client file, so scope can be checked when a client asks for extra work.

Deadline calendar and extensions

Raise each return, filing and monthly job from your service list with its due date and extension date. See the week’s deadlines by person. Quarterly estimates and payroll filings sit beside annual returns on the same calendar.

Document checklist and client portal

Send a checklist to the client. Accept uploads by item. Staff see which items are in, which are late and which were chased, so prior-year carryover figures and statements are never requested twice.

Review and sign-off workflow

Move each file through prepare, review and partner approval, with notes kept on the job and cleared before it leaves the firm. Workpaper tick marks and reviewer initials stay with the file.

Time entry and budget tracking

Record hours by engagement and task, compare them with the budgeted fee, and flag jobs that run over. Realisation by partner and by client shows where fixed fees fall short of the effort.

Staffing and busy-season load

Show each person’s open engagements, hours booked and deadlines. A manager gives the next return to someone with room, and seasonal preparers and reviewers are counted in the same view.

Billing and write-downs

Raise invoices from fixed fees, instalments or recorded time. Record each write-down with its reason, and send the invoice to the client. A partner approves every write-down before it posts to the ledger.

Collections and aged balances

List unpaid invoices by client and partner, log the follow-up calls and promises, and flag clients with overdue work in progress. Retainers are applied before the balance is chased.

Recurring bookkeeping and payroll jobs

Run monthly bookkeeping, payroll and sales tax jobs from a template with a fixed checklist, a bank reconciliation step and a fee that repeats.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Quote & Proposal Management
The scope and fee of each proposal are kept as revisions, and an accepted one becomes the engagement with its signed letter.
Service Reminders
Return and filing dates, with extension dates, raise a reminder to the assigned accountant and the manager before each falls due.
Client Portal
Clients log in, see the checklist for each engagement and upload against every item, while staff watch what has arrived.
Workflow and Approvals
A file moves from preparer to reviewer to partner, and each step waits for the one before it to be cleared and recorded.
Project Time Tracking
Hours are logged by engagement and task, and the running total is set against the budgeted fee for the manager.
Resource Allocation
Managers see each accountant’s open engagements and hours booked before assigning another return, so the load stays balanced.
Invoice Management
An invoice is raised from the fixed fee or the recorded time, and any write-down carries a reason and an approver.
Collections and Payment Follow-Up
Unpaid invoices appear by client and partner with a log of calls and promised dates, so follow-up has an owner.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For partners

See engagements awaiting review, jobs over budget, unbilled work and the fees collected by client and service. Compare realisation across the tax, attest and advisory teams in one view.

For managers

Assign engagements, watch deadlines and extensions, and read each person’s workload during busy season. Move a return to a colleague with room, and the preparer sees it at once.

For staff accountants

Open your list of files, follow the checklist, record hours and read the reviewer’s notes on each job. Tie out the balances. Clear the workpaper points one by one.

For administrators

Send document requests and chase clients. Assemble engagement letters and organisers for each client, and prepare invoices for the billing lead.

For clients

Reports

The numbers the owner asks for.

Deadlines and extensions by week and person
Document requests outstanding by client
Files awaiting review or partner sign-off
Hours and realisation against budget by engagement
Unbilled work and write-downs by partner
Aged balances by client
Fees billed by service line and month

Good fit

Who this is built for.

Small CPA firms run by one or two partners
Mid-sized practices with tax, audit and advisory teams
Firms with bookkeeping and payroll clients billed monthly
Practices that add seasonal staff during busy season
Firms with more than one office

Honest answer

When it is not the right choice.

A sole practitioner with a handful of returns can manage with a calendar and the tax software’s own client list.
A firm that only needs ledger entries and trial balances will find an accounting package closer to what it needs.

Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Your service list and stages

Each service has its own checklist, review steps and due-date rule, matching how your firm handles personal returns, partnership returns, compilations and payroll work.

Fee bases and rates

Fixed fees, hourly rates by grade, instalments, retainers and write-down rules follow the terms in your engagement letters, so a partner reads realisation the way the firm defines it.

Client list and open jobs

Clients, entities, contacts and engagements in progress arrive from your spreadsheet or practice tool. A manager checks a sample of workpaper links, balances and due dates before busy season opens.

Currency and tax settings

Each country brings its own currency, tax lines and invoice wording, and your advisers confirm them with us during the build.

Hosting and later changes

Every office of the firm runs on GullySystem hosting, so a partner in one town reads the same engagement as the preparer in another. Changes to checklists, portal wording and templates are made by our staff.

Works alongside

Client portal
Email
SMS
Card and bank payments
Tax preparation software export
Accounting package export
Calendar

Common questions

Questions owners ask before a demo.

Does it replace our tax preparation software?

No. Returns are still prepared and filed in that software. This system tracks the job, holds documents and workpapers, records review and sign-off, and keeps the filed copy and the acknowledgement beside the engagement.

How do clients send documents?

Through a portal login. Clients see a checklist for each engagement and upload against each item, from bank statements to payroll summaries. Staff see arrivals at once, and the system reminds the client about any gap.

Can a partner see what is waiting for sign-off?

Yes. The review queue lists files by client, deadline and open notes. A file with unresolved points cannot be marked ready for the partner.

How are extensions handled?

An extension is recorded on the engagement with its new date. The deadline calendar shows both dates, and the preparer sees the one that now applies. A reminder follows the new date.

Does it track hours against a fixed fee?

Yes. Hours are recorded by task and compared with the budget set on the engagement. Jobs running over are flagged early, so the manager can talk to the client before the realisation is lost.

Can it run monthly bookkeeping and payroll jobs?

Yes. A recurring template creates each month’s job with its checklist, bank reconciliation step, assigned person and fee. Completed months stay on the client’s history for later review or the next audit.

Can we limit what seasonal staff see?

Yes. Each person sees what their role and their client list allow. A seasonal preparer sees assigned engagements only, and every view of a file is recorded.

How do we move client data across?

Share the client list and the open jobs from your current sheet or practice tool. Entities, contacts and due dates are loaded, and a manager checks a sample of files before busy season starts.

How is it priced?

The figure depends on staff numbers, the services you run and the portal set-up. A walk-through with a partner and your office manager comes first, then a written proposal. No price is published.

Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.

Industries

Businesses that use this.

CPA firms

Related products.

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