How It Works
One System for Your
Entire Practice
From client onboarding to final invoice, WorkFlowHQ replaces spreadsheets, email chains, and sticky notes with a single organized workspace.
Get Started in Minutes
Four Steps to a Smoother Practice
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1
🚀
Sign Up & Choose a Plan
Create your firm account in under two minutes. Pick a plan that fits your team size - every plan includes a 21-day free trial with No Payment Required during Trial Period.
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Add Clients & Staff
Import your client roster and invite team members. Assign roles - owner, admin, manager, or staff - so everyone sees exactly what they need.
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Load a Workflow Template
Open a new engagement and select from 95+ pre-built templates covering 1040s, PTET, cleanup bookkeeping, payroll compliance, tax resolution, and niche monthly closes. All tasks, assignees, and due dates are created instantly.
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Track, Collaborate & Invoice
Monitor every engagement from the dashboard. Log time, attach documents, comment on tasks, and generate professional invoices - all in one place.
Pre-Built Workflow Templates
95+ Ready-to-Use Service Templates
From tax returns and tax resolution to CAS, payroll compliance, and niche monthly closes, every template includes the task sequence, relative due dates, and role hints your team needs.
Individual Tax
- Form 1040 - Individual Return
- 1040 Schedule C - Self-Employed
- 1040 High-Net-Worth Return
- 1040NR - Nonresident Alien
- 1041 Estate & Trust Return
- FBAR / FATCA reporting
Business Tax
- Form 1120 - C-Corporation
- Form 1120-S - S-Corp with K-1s
- Form 1065 - Partnership with K-1s
- State corporate income tax returns
- PTET / SALT election review
- Reasonable compensation review
Payroll & Workforce
- Form 941 - Quarterly Payroll
- Form 940 - FUTA Annual
- W-2 / W-3 Year-End Filing
- Multi-state payroll setup
- State unemployment reconciliation
- Worker classification review
Sales Tax & State
- Monthly sales tax returns
- Nexus reviews
- Sales tax registration
- Voluntary disclosure agreements
- Audit defense
- Exemption certificate management
Bookkeeping & CAS
- Monthly bookkeeping close
- Catch-up bookkeeping cleanup
- Tax-ready year-end close
- Accounts payable management
- Accounts receivable review
- Industry-specific monthly closes
Planning & Resolution
- Annual individual tax projection
- Pass-through tax projection
- Monthly CFO / controller review
- IRS penalty abatement
- Currently not collectible requests
- State tax notice response
See It in Action
What a Template Looks Like
Each template pre-populates a checklist of tasks with assignees and relative due dates. Here are three examples:
1040 Schedule C Self-Employed Return
- 1 Collect organizer, 1099s, and business records
- 2 Review deductible business expenses
- 3 Prepare draft 1040 with Schedule C
- 4 Evaluate estimated tax and retirement options
- 5 Client approval
- 6 E-file & confirm acceptance
Catch-Up Bookkeeping Cleanup
- 1 Assess unreconciled months and missing records
- 2 Import or enter missing transactions
- 3 Reconcile all balance sheet accounts
- 4 Post correcting journal entries
- 5 Prepare cleanup summary
- 6 Transition into recurring monthly close
PTET / SALT Entity-Level Election Review
- 1 Identify eligible PTET states
- 2 Confirm owner profile and deadlines
- 3 Estimate entity-level tax and owner credits
- 4 Prepare elections or payment vouchers
- 5 Coordinate client approval
- 6 Track state treatment for year-end returns
Built-In AI — All Plans
AI Tools That Work Quietly in the Background
Every WorkFlowHQ plan ships with AI tools designed specifically for accounting firm workflows — no external AI subscription, no API keys, nothing extra to configure.
Included on all plans, starting with StarterSmart Task Suggestions
The AI analyzes each engagement's current status, due dates, and your team's workload, then surfaces the single most important next action. Staff spend less time figuring out what to work on next and more time actually doing it.
Client Communication Drafts
Need to send a status update or follow-up? One click generates a professional, context-aware draft — already populated with the client's name, engagement type, and current status. Review, adjust, and send in seconds.
At-Risk Engagement Alerts
The AI monitors progress patterns across all open engagements and flags jobs that are trending toward a missed deadline before it actually happens — giving your team time to intervene, not just apologize.
Workflow Step Intelligence
When you open a new engagement from a template, the AI auto-suggests the best assignee for each task based on role, current capacity, and past performance — turning a blank checklist into an actionable plan in moments.
No setup required. AI tools activate automatically the moment your firm account is created. There is no model to configure, no third-party AI service to connect, and no usage caps. The AI runs entirely within WorkFlowHQ and only has access to your firm's own data.
Appointment Scheduling
Let Clients Book You — Without the Back-and-Forth
Every staff member on your team gets their own personal booking page the moment they activate scheduling. Clients visit the link, see your live availability, and book a meeting in seconds — no phone tag, no endless email threads. You control the meeting types you offer (initial consultation, tax review, planning session, and more), set your buffer times and daily caps, and decide which days and hours clients can reach you. Confirmations and reminders go out automatically, and the appointment lands on both your calendar and the client’s as soon as the booking is confirmed. Because scheduling lives inside WorkFlowHQ, every appointment is automatically linked to the corresponding client record so your team always has context before the call.
Scheduling also connects directly with the tools your team already relies on. Link your Google Calendar or Microsoft Outlook / Microsoft 365 calendar so WorkFlowHQ reads your real-time free/busy status and blocks off time that is already taken — no double-bookings, ever. For video meetings, connect your personal Zoom account and a unique Zoom meeting link is generated and embedded in every confirmation email the moment a client books. Each team member manages their own calendar and Zoom connection from their profile settings, so a 10-person firm can have 10 independent booking pages, each reflecting that person’s actual schedule.
Connect Your Calendar
Each team member links their Google Calendar or Outlook calendar from Profile → Integrations. WorkFlowHQ reads live free/busy data so only genuinely open slots are shown to clients.
Connect Zoom (Optional)
Link your personal Zoom account in the same integrations panel. A unique meeting link is auto-generated for every booking — no manual setup per appointment.
Set Your Availability
Define your weekly schedule, block off lunch or focus time, set minimum notice periods, and cap daily bookings per meeting type. Changes reflect on your booking page instantly.
Share Your Booking Link
Send clients your personal booking URL or embed it on your firm website. They pick a slot, fill in details, and confirm — you get an in-app notification and a calendar event.
Document Signing
Get Engagement Letters & 8879s Signed in Minutes
Send any PDF for legally-binding electronic signature without leaving WorkFlowHQ. Powered by Documenso - ESIGN- and UETA-compliant, with a tamper-evident audit trail attached to every completed document.
Available on Firm Plus & Enterprise plans onlyUpload or Pick a Template
Upload a PDF (engagement letter, Form 8879, W-9, NDA) or reuse one of your saved signing templates.
Add Signers
Add as many signers as you need - staff, clients, witnesses - in any signing order. Auto-fill from a linked client record.
Sign Anywhere
Signers receive a secure email link, sign on any device, and you can sign embedded inside the app yourself. Optional SMS/TEXT OTP verification.
Stored & Auditable
The signed PDF and full audit trail (timestamps, IPs, OTP events, SHA-256 hash) are filed against the engagement automatically.
Optional: SMS/TEXT OTP Verification (Bring Your Own Twilio)
Add an extra layer of identity verification by requiring each signer to enter a one-time code sent to their phone before they can view and sign the document. We use Twilio for SMS/TEXT delivery - you bring your own credentials.
Setup in five steps
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Create a Twilio account
Sign up at twilio.com. Trial accounts include a small credit so you can test SMS setups before registering brand numbers.
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Copy SID & Auth Tokens
From the Twilio Console homepage, copy your Account SID (starts with AC...) and Auth Token. Keep the Auth Token secure.
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Acquire a Twilio Phone Number
Buy an SMS-capable phone number in the Twilio console. For US delivery, make sure it is configured for A2P 10DLC compliance.
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Register A2P 10DLC (US senders only)
For sending to non-Twilio US/Canada numbers, complete the one-time A2P 10DLC registration in Twilio to prevent carrier blocks.
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Paste Credentials
Inside your tenant dashboard, navigate to Settings → Signing → SMS OTP, enter your SID and Token, and save. SMS verification immediately activates.
Single Sign-On (SSO)
Enterprise-Grade Identity & Access Management
Streamline user provisioning and secure your firm's sensitive client data. Our Single Sign-On (SSO) integration connects your identity provider directly to WorkFlowHQ using industry-standard protocols.
Available on the Enterprise planSupported Protocols & Providers
Connect with any Identity Provider (IdP) supporting modern federated identity standards:
- • SAML 2.0 & OIDC: Fully supports Security Assertion Markup Language (SAML 2.0) and OpenID Connect (OIDC) protocols.
- • Popular Identity Providers: Plug-and-play configuration for Okta, Microsoft Entra ID (formerly Azure Active Directory), Google Workspace, and Ping Identity.
- • Just-In-Time (JIT) Provisioning: Optionally auto-create user accounts for team members on their first login based on provider attributes.
Admin Enforce & Bypass Controls
Maintain complete control over login options and secure access pathways:
- • Enforced SSO Login: Admins can disable standard email/password login for staff, forcing all authentication through your IdP to guarantee password policy compliance.
- • Bypass & Recovery Rules: Setup designated administrator backup bypass routes to ensure continuous system access in the event of an IdP outage.
- • Secure Session Lifespans: Configure maximum idle session durations to automatically log out inactive users on public or shared workstations.
IRS Form 8879 KBA Authenticator
IRS-Compliant Identity Verification for Remote Signatures
E-file taxes with absolute peace of mind. Meet IRS Pub. 1345 guidelines (IAL2) automatically using dynamic Knowledge-Based Authentication (KBA) powered by Persona.
Available on Firm Plus & Enterprise plansHow the KBA Signing Process Works
Secured Taxpayer Link
The client receives a secure, unique link to sign their Form 8879. They input their basic details (First & Last Name, Date of Birth, Address, and full SSN) which are posted directly and securely to Persona over TLS (we do not store their SSN).
Dynamic Bureau Questions
Persona instantly generates out-of-wallet multiple-choice questions from credit reporting bureaus and public registries (e.g., "Which of the following street names have you lived on?"). The taxpayer has a limited window to answer.
Passed, Failed, or Locked
Taxpayers get up to 3 verification attempts per envelope. If passed, they immediately proceed to sign. If they fail 3 attempts, the envelope locks automatically, and the taxpayer must sign a paper copy as per IRS regulations.
PIN Entry & E-Signature
Once verified, the taxpayer enters their 5-digit electronic signature PIN to sign. The PDF is instantly stamped, the full audit trail is recorded, and the completed package is filed directly against the engagement.
Transparent Usage-Based Billing
The Form 8879 KBA Authenticator is a paid optional package. Activation registers the firm to pay a usage fee per verification attempt.
Charged Per Attempt
Only Billable States
API errors are ignored
Charges are compiled monthly based on active usage during the billing cycle and automatically invoiced and charged to the active credit card or payment method on file.