Client Challenge:

A 15-person regional accounting firm faced mounting operational challenges:

Limited Seasonal Capacity: During tax season, the team hit capacity quickly, turning away new business due to resource strain.

Document Processing Bottlenecks: Manual data entry for client tax documents was error-prone and time-consuming.

Inconsistent Client Communication: Clients often experienced delays and inconsistent updates.

Our Solution:

To modernize and streamline operations, CogentixAI implemented an integrated, three-pronged solution:

• AI-Powered Document Extraction
  • Deployed intelligent OCR and NLP models to extract key financial data from tax documents (e.g., W-2s, receipts, bank statements).
  • Reduced manual data entry by 80%, improving both speed and accuracy.
• Automated Client Communication
  • Built a dynamic communication platform that sends personalized updates based on workflow triggers (e.g., “We’ve received your documents,” “Your return is under review,” etc.).
  • Ensured consistent and timely messaging via email and SMS.
• AI Research Assistant for Tax Guidance
  • Integrated an AI assistant trained on up-to-date tax legislation to support staff with complex tax queries.
  • Reduced reliance on manual research and senior staff availability.

Results Within 90 Days:

• Processing capacity increased by 35% without adding staff
• Client response time decreased from 24 hours to under 3 hours
• Staff reported 22 hours per week saved on routine tasks
• ROI of 3.2x on the implementation investment

“We were skeptical about AI implementing in our traditional business, but CogentixAI made the process painless. The systems they built have transformed how we operate, allowing us to take on more clients without increasing headcount. The ROI has far exceeded our expectations.”
— Michael K., Managing Partner