KW
KelliWorks  ·  Training Hub
KelliWorks Accounting Firm LLC
Patricia Montan  ·  Accounting Operations Liaison  ·  Start: April 14, 2026
Overall
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Welcome, Patricia! 👋

Your complete training roadmap for your training weeks at KelliWorks
Week 1 Progress
Monday
April 13
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Tuesday
April 14
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Wednesday
April 15
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Thursday
April 16
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Friday
April 17
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Week 2 Progress
Monday
April 20
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Meet the Team You'll Work With Daily

You'll meet everyone in the daily 1-hour huddle. Here's who's who and how you fit in together.

👑
Kelli Lewis
Founder & CEO — Your Direct Report
Leads the daily team huddle. Reviews and approves all sensitive client communications, payroll, and state/IRS matters. Reach her on Slack first, always.
🗂️
Tim (Admin KelliWorks)
Operations Admin — Your Day-to-Day Teammate
Tim is your closest operational partner. He manages Asana tasks, email flow, meeting prep, and sends daily EOD recaps to Kelli. He's in every huddle. Loop him in when you need coordination help — and he'll loop you in too.
📒
Rangan (Bookkeeper)
Lead Bookkeeper
Handles QBO reconciliations and bookkeeping across client files. You'll work alongside him on month-end tasks. Note: Rangan typically signs off at 1PM EST — plan your QBO questions accordingly.
Sagar (Bookkeeping Team)
Bookkeeping Team
Supports bookkeeping and client communication alongside Rangan. If you have QBO questions that need a second set of eyes, he's a resource. For client-facing communications — those route through you and Kelli.
📋
Your Daily Rhythm: Each day ends with a short EOD update you'll post in your dedicated Slack channel (Kelli is setting it up). Think of it like Tim's daily recap — what you handled, what's pending, any flags for Kelli. This keeps everyone aligned without extra meetings.

The 5 Core Commitments — How We Do Things at KelliWorks

These aren't restrictions — they're the habits that make you great at this role. Own them from Day 1.

1

Be the client's voice — own the inbox

Clients hired KelliWorks because they trust us. Reply within 2 hours, even if it's just "Got it — I'm on this." Put yourself in their shoes every time. Explain everything clearly. Assume they don't know what we know.

2

Asana is your compass — use it daily

Your tasks live in Asana. Check your My Tasks every morning and update immediately after every huddle. If something is blocking your core work, say so — don't let it snowball. When your tasks are clear, the whole team stays on track.

3

Draft → Share → Send (for anything sensitive)

For payroll runs, IRS/state notices, and any response you're unsure about — draft it first, drop it in Slack for Kelli's eyes, then send. This is how we protect the client and each other. It's not about asking permission — it's about doing it right.

4

Leave a clean trail — always

Every reconciliation adjustment, every change, every note — document it in QBO and Asana. Clean books and clear notes are your signature. When in doubt, over-document. This is how we catch mistakes before they become problems.

5

We move together — communicate early and often

You're part of a team. Slack Kelli when you're unsure — over-communication is always welcome here, never wrong. Share updates, flag blockers, and ask questions freely. Talk things through with the team before going solo on something new. The team wins together.

🌟 Monday, April 13

Welcome · Client Roster · Email Management · Tech Stack Setup
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1A — Welcome to KelliWorks

✓ Done

Before anything else, watch these two videos to understand where KelliWorks came from and exactly what we do for our clients every day.

▶
History of KelliWorks
▶ Click to watch
▶
What Do We Do at KelliWorks?
▶ Click to watch

❓ Questions about Welcome & Orientation? Slack Kelli with subject: "Welcome Question"

✓ Sent to Slack

1B — Client Roster Review (Live with Kelli)

✓ Done

Kelli will walk you through all active clients live during your Day 1 call. Tim will also be in the huddle — he manages the Asana boards and can help you navigate them afterward.

ℹ️
After the roster call, each client has their own project in Asana under the Master Client List KW portfolio. Ask Tim to walk you through how the boards are organized — that's his world and he'll get you oriented fast.

❓ Client Roster questions → Slack Kelli: "Client Roster Question"

✓ Sent to Slack

1C — Managing Email & Client Communication

✓ Done

Email is your primary client-facing tool. Your standard is a 2-hour response window during business hours. Learn the inbox setup before anything else — this is how KelliWorks communicates with every client.

📬 The KelliWorks Email Addresses — Know Each One
Email AddressUsed ForYour Role
service@kelliworks.com Payroll requests, A/R invoices, A/P bills, sales tax reports ✅ Forwarded to you + merged into your mailbox. This is your primary inbox — own it.
reports@kelliworks.com Reporting requests, transaction topics, allocation inquiries ✅ Merged into your mailbox. You monitor and respond — surface anything complex to Kelli.
sales@kelliworks.com New client onboarding, account structure changes 👀 Awareness only — Kelli handles. Flag anything urgent via Slack.
taxes@kelliworks.com Tax preparation & tax client concerns 🚨 Tax clients only — always bring to Kelli. Draft first, never respond alone.
kelli@kelliworks.com Urgent needs, direct client escalations 🚨 Kelli's direct line — forward urgent items here with a Slack heads-up.
✅
Setup note: service@kelliworks.com is forwarded to your Gmail and both the service and reports mailboxes are merged into your view. You will see all incoming emails from both addresses in one place. Respond from the appropriate address so clients see the right sender.
✍️ Your Email Language Standards

KelliWorks tone is: professional, warm, structured, solutions-focused, and transparent. Always sign off with KelliWorks, so you don't have to.

💡
Kelli's rule: "It's always important that you take your time with client communication and give them the full scope. You have to put yourself in their shoes — they're just getting an email and have no idea what it's for, especially if something changed. Explain everything clearly."
📬 Mailbox Training Videos
▶
Email Mailbox Mgmt — service@kelliworks.com
▶ Click to watch
▶
Email Mailbox Mgmt — reports@kelliworks.com
▶ Click to watch
▶
Clearing the Inbox: A Critical Task
▶ Click to watch
▶
GMAIL Tips & Tricks
▶ Click to watch
📤 Email Workflow Video
▶
Email Dispatch, Follow-Up & Escalation
▶ Click to watch

❓ Email questions → Slack Kelli: "Email Question"

✓ Sent to Slack

1D — Tech Stack Setup

✓ Done

All four core tools must be open in separate tabs by 9:00 AM EST every morning. Get set up today.

ToolPurposeOpen Daily?
GmailPrimary client communication✅ Yes — first
SlackInternal team — message Kelli here, not email✅ Yes
AsanaProject mgmt — each client = a project in Master Client List KW✅ Yes
QuickBooks OnlineAll accounting work✅ Yes
EverhourTime tracking inside Asana tasks✅ Yes
▶
Slack at KelliWorks — Channels, Norms & Communication Rules
▶ Click to watch
▶
Asana Walkthrough — Master Client List Portfolio (Part 1)
▶ Click to watch
▶
Asana Walkthrough — Master Client List Portfolio (Part 2)
▶ Click to watch
▶
Everhour — Time Tracking Inside Asana
▶ Click to watch

❓ Tech setup questions → Slack Kelli: "Tech Setup Question"

✓ Sent to Slack

1E — Document Sharing & Notes Protocol

✓ Done

Everything at KelliWorks has a home. Files, notes, and client documents all go through the right channel — never emailed as loose attachments, never stored only on your device.

📌
Golden Rule: If it's about a client, it lives in Asana. If it's a file that needs to be shared, it goes through the designated folder link. Never send files as email attachments — always share a link.
⚠️
Never do this: Download a client file to your desktop and email it as an attachment. Files emailed this way are untracked, unencrypted, and create liability for the firm.

Saving Your Notes During Training Week

Every module on this site has a notes box at the bottom. Use it — write down anything that surprises you, questions you want to ask Kelli, or things you want to remember. When you're done for the day:

  1. Click Export Progress (top of page) to download your checklist + notes as a JSON file
  2. Name it something like KW_Training_Mon_April14.json
  3. Save it somewhere you'll find it (Desktop or Downloads)
  4. Start each new session by clicking Import Progress to pick up exactly where you left off

📁 Questions about where something should go? → Slack Kelli: "File/Docs Question"

✓ Sent to Slack

📋 Tuesday, April 15

Asana Mastery, Daily Workflow & Client Financial Delivery
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2A — Asana & Daily Workflow

✓ Done

Asana is your command center at KelliWorks. These four videos walk you through how to navigate projects, manage tasks, handle KW emails inside Asana, and build your daily routine so nothing falls through the cracks.

▶
Asana Project Navigation Guide
▶ Click to watch
▶
Slack, Asana & E-Mail Workflow
▶ Click to watch
▶
Asana — Task KW Emails
▶ Click to watch
▶
How to Manage Your Workflow in Asana
▶ Click to watch

❓ Asana questions → Slack Kelli or Tim: "Asana Question"

✓ Sent to Slack

2B — Keeper: Client Financial Delivery

✓ Done

Keeper is the platform KelliWorks uses to deliver financial reports directly to clients. Understanding how Keeper works — including what the client sees — is key to supporting financial delivery and answering client questions confidently.

▶
Reviewing Financials and Keeper (Cash Basis)
▶ Click to watch
▶
Understanding New Features in Keeper
▶ Click to watch
📌 Keeper Site:  app.trykeeper.com — Kelli will walk you through your login and the client-facing view.

❓ Keeper questions → Slack Kelli: "Keeper Question"

✓ Sent to Slack

2C — Escalation Guide

✓ Done

Review the full escalation guide with Kelli during today's team meeting. Know exactly when to handle it yourself vs. when to bring Kelli in — this protects the clients, the firm, and you.

✅ Handle Yourself
  • Invoice status, payment, or billing history
  • Request for prior report or document
  • Routine reconciliation / bookkeeping questions
  • Scheduling, meeting requests, document submissions
  • Following up on past-due invoices
🚨 Always Escalate to Kelli
  • Any IRS notice, state tax notice, or gov't correspondence
  • Client threatening to leave or seriously dissatisfied
  • Any request for tax advice or financial guidance
  • Payroll errors already submitted and processed
  • Legal questions or anything involving an attorney
  • Anything you're unsure about — err on escalating

❓ Escalation questions → Slack Kelli: "Escalation Question"

✓ Sent to Slack

🧾 Wednesday, April 16

Tax Season Deep Dive — Organizers, Pipeline, Documents & Your Role
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3A — Tax Consultation Context

✓ Done

Before you touch any client file, watch these recordings so you understand how KelliWorks consults with tax clients, what the organizer experience looks like from the client's side, and why the intake process matters. Two videos are older — watch them for context only, not as current procedure.

⚠️
Outdated — For Context Only: The next two videos show an older version of our process. We no longer use Smartsheet and some tools have changed. Watch to understand Kelli's consulting style and how we think about client intake — not as a how-to guide.
▶
Kelli Explains the Consultation & Organizer Process
▶ Click to watch
⚠️ Outdated — watch for context & Kelli's approach, not current procedure
▶
Old Smartsheet Workflow Overview
▶ Click to watch
⚠️ Outdated — we no longer use Smartsheet. Watch for general workflow context only.
🎬 Real Consultation Recordings

These are Fathom recordings of actual KelliWorks client consultations. Watch to understand how Kelli communicates, what questions clients ask, and the tone we set from day one.

▶
Tax Consultation — Paul Lee
🎬 Fathom Recording — Click to Watch
▶
Tax Consultation — Ami Song (Current Client)
🎬 Fathom Recording — Click to Watch
▶
Tax Consultation — Additional Client
🎬 Fathom Recording — Click to Watch
▶
Why Bookkeeping Matters — Kelli Explains
🎬 Fathom Recording — Click to Watch

❓ Questions about consultations → Slack Kelli: "Consult Question"

✓ Sent to Slack

3B — The Client Organizer Experience

✓ Done

You cannot support clients through this process without experiencing it yourself first. Today you'll complete both organizers as a test client — this is how you'll know what to look for, what questions clients struggle with, and what "complete" actually looks like.

📌
Use this test identity when filling out the organizers:
Name: Patricia 🌴👩‍👧‍👦  |  Make up the rest of the information (address, SSN dummy, income, etc.)
Go through every section, line by line. Do not skip anything. This is how you'll know what your clients are being asked.
Step 1 — Complete the Personal Tax Organizer

This is the form individual/personal tax clients fill out. Go through every question carefully.

📋 Open Personal Tax Organizer
Step 2 — Complete the Business Tax Organizer

This is the form business clients fill out. Notice how it differs from the personal one.

🏢 Open Business Tax Organizer
What to pay attention to as you go through each organizer:
  • What documents is the client asked to upload or reference?
  • Which sections are clients most likely to skip or misunderstand?
  • What does a "fully complete" organizer look like vs. a partial one?
  • What questions would YOU have if you were the client?

❓ Organizer questions → Slack Kelli: "Organizer Question"

✓ Sent to Slack

3C — Pipeline: The Admin Back End

✓ Done

Pipeline is where all tax client workflow is tracked — from organizer completion to filing. You'll log in under the Taxes identity (taxes@kelliworks.com Google account) and explore what the admin back end looks like. Then watch two meetings Kelli had with Caitlyn to understand exactly how this pipeline runs day-to-day.

🔑
Login: Use the Taxes Google account (taxes@kelliworks.com) to log into Pipeline. Kelli will give you access — do not use your personal Google account.
You are NOT managing the CRM — that is handled by Kelli. Your job in Pipeline is intake monitoring and document confirmation only.
Log in & Explore Pipeline
⚙️ Open Pipeline Admin Login

Once logged in: navigate to Requests → All and find the 2025 Individual Organizers bundle. This is where all client organizers live.

Watch: Workflow & Pipeline Meetings

These meetings show you exactly how the pipeline back end is managed. Watch for context on workflow — keep in mind, we are adjusting processes now and your specific role is to ensure documents are complete before handoff to Jay (the tax preparer).

▶
Kelli & Jay — Tax Preparer Workflow Meeting
🎬 Fathom Recording — Watch for workflow context & Jay's role
▶
Kelli & Caitlyn — Pipeline & Tax Workflow Meeting (Part 1)
🎬 Fathom Recording — Pipeline back end & handoff process
▶
Kelli & Caitlyn — Pipeline & Tax Workflow Meeting (Part 2)
🎬 Fathom Recording — Pipeline back end & handoff process

❓ Pipeline questions → Slack Kelli: "Pipeline Question"

✓ Sent to Slack

3D — Dropbox: Document Management

✓ Done

Dropbox is where client tax documents live. Once a client completes their organizer, your job is to go into their Dropbox folder and confirm that every document they listed is actually there. When everything matches, you turn the file over to Jay. Use the Taxes identity to log into Dropbox.

📍 Dropbox Path to KelliWorks Tax Clients
📦 KelliWorks Bookkeeping
  → Business Dock
    → Division
      → Tax Division
        → KelliWorks Tax Prep Services
          → Taxes To Go
            → 📂 KelliWorks Tax Clients ← Everyone is here
Your Document Confirmation Process
When a client completes their organizer in Pipeline:
1️⃣  Go to their folder in Dropbox (path above)
2️⃣  Cross-reference their organizer answers against documents uploaded
3️⃣  If everything matches → notify Jay the file is ready
4️⃣  If anything is missing → email the client to request the missing documents
5️⃣  Do not move the file forward until all documents are confirmed ✅
🔑
Dropbox Login: Log in using the Taxes Google account — the same one you use for Pipeline. Kelli will confirm your access.

❓ Dropbox questions → Slack Kelli: "Dropbox Question"

✓ Sent to Slack

3E — Tax Processing SOP: The 10-Phase Workflow

✓ Done

This is the official KelliWorks Tax Processing SOP. Read it fully and understand where you fit inside the 10-phase workflow. The phases highlighted in gold are where your role is most active. Download the full PDF for your records.

📄 Download Full Tax Processing SOP (PDF)
The 10 Phases — At a Glance
⭐ Phase 1 — YOUR ROLE
Intake Monitoring
Patricia: Monitor Pipeline daily. Confirm questionnaire PDF received & documents accessible.
Phase 2
O&A Review
Preparer: Reviews intake, compares to prior year.
Phase 3
Tax Preparation
Jay: Prepares return in Drake software.
Phase 4
Internal Review (QC)
Senior Reviewer: Confirms amounts, state returns.
⭐ Phase 5 — YOUR ROLE
High-Level Summary to Client
Patricia: Complete High-Level Review Form in Pipeline → triggers auto email to client.
Phase 6
Client Approval
Admin/Preparer: Send draft for approval if applicable.
Phase 7
Billing Control
Admin: Confirm invoice paid. Do not move forward until payment received.
Phase 8
E-Signature (DocuSign)
Admin: Upload 8879 forms, send for signature, monitor completion.
Phase 9
E-File
Jay: Files return in Drake. Monitors federal + state acceptance.
Phase 10
Final Delivery
Admin: Email client filed return, acceptance confirmation, save to Dropbox.
⭐ The Golden Rule from the SOP:
Never file without: payment received, signed authorization forms (8879), and all internal reviews complete. Only move a client to the next step when fully done — never skip stages.

❓ SOP questions → Slack Kelli: "SOP Question"

✓ Sent to Slack

3F — Your Role in Tax Season

✓ Done

This is your ownership map for tax season. Be clear on what you own, what you support, and what is not in your scope. When in doubt, escalate to Kelli.

Task Your Role Notes
Monitor Pipeline daily for completed organizers ✅ You Own This Check every morning — Phase 1 of SOP
Confirm documents in Dropbox match the organizer ✅ You Own This Line-by-line document verification before any file moves forward
Email clients about missing documents ✅ You Own This Professional, warm tone — Kelli will provide email language templates
Manage client communication & expectation via email ✅ You Own This Status updates, document requests, timeline questions
Hand off complete files to Jay (the tax preparer) ✅ You Own This Only when ALL documents are confirmed and matching
Complete the High-Level Summary in Pipeline (Phase 5) ✅ You Own This After Jay completes prep — you enter the summary that triggers client email
CRM management 🚫 Not Your Role Kelli manages the CRM — do not modify client records in CRM
Tax preparation / return preparation 🚫 Not Your Role That's Jay's job in Drake software
Tax advice to clients 🚫 Always Escalate Escalate all tax advice questions directly to Kelli — no exceptions
DocuSign / e-signature management 🔄 TBD with Kelli Clarify with Kelli — this may come into your scope as you ramp up
IRS notices or government correspondence 🚫 Always Escalate Never respond to these — forward to Kelli immediately
🔑 The One Sentence That Defines Your Tax Role:
"I make sure the client's documents are complete, the file is ready for Jay, and the client knows where they stand — then I get out of the way and let the professionals do the tax work."

❓ Role questions → Slack Kelli: "Role Question"

✓ Sent to Slack

📬 Thursday, April 17

Real Client Scenarios, Daily Rhythm & The 3-Channel Monitoring System
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4A — 20 Real Client Email Scenarios

✓ Done

These are actual threads from the KelliWorks inbox — real clients, real situations, real outcomes. Study each one. For every scenario you'll see what happened, what went right, what we'd do differently, and the key lesson to carry into your daily work. A few are live action items sitting in the inbox right now.

#1
The Name Spelling & 5-Day Document Gap
Irene Caro · Tax Documents
⚠ Watch This
🚨 What We Need to Fix
  • Her name was misspelled in the opening line — small detail, big impression
  • 5 days passed between our request and her response — was there a follow-up? No.
  • No confirmation of receipt was sent after she submitted her documents
💡 The Lesson
  • Always copy-paste the client's name from their profile — never type it from memory
  • If no response in 48 hours, send one warm follow-up: "Just checking in — did you see our request?"
  • When docs arrive, reply same day: "Got it — thank you, Irene! We'll be in touch once reviewed."
#2
Entity Info Done Right — Attachment + Link, Same Day
James Stover · New Entity Setup
✅ Great Example
✅ What We Did Right
  • Gave the client two options (attachment OR live form) — zero friction
  • Friendly, non-pressuring tone — client felt empowered
  • Same-day response from client proves the approach worked
  • Clear next step set — client knew exactly what was needed
💡 The Lesson Remove barriers to "yes." When you make it easy, clients respond fast. Always offer the option that takes the least effort on their end.
#3
VIN Error Fixed, But No "What's Next" Given
German Villasenor · Team Signal · Balance Sheet Correction
⚠ Watch This
⚠ What's Missing Here
  • The correction was made — but the client has no idea what happens next
  • Does this affect his tax filing? Will the updated balance sheet be resent? When?
  • "Let me know if there's anything else" puts the burden on the client
✅ How We'd Say It Better
  • "Hi German — the VIN has been corrected on your balance sheet. The updated report will be available in Keeper by [date]. No action needed on your end. Let me know if anything else looks off!"
  • Client knows: (1) it's fixed, (2) where to see it, (3) when, (4) they don't have to do anything
💡 The Lesson Every resolution email needs a "what happens next" sentence. Never leave a client wondering what they're supposed to do or expect.
#4
13-Year Client Frustration — "Multiple Misses Are Disconcerting"
Aaron Twersky · Bricks & Sticks / Atlantic PR · March–April Thread
🔴 Internal + Client
🚨 Two Separate Failures Here
  • Client-facing: AmEx charges were posted to the wrong entity — and this wasn't the first time. A 13-year client noticed pattern-level errors.
  • Internal: When Kelli asked for a direct response to the client, the report was forwarded back to Kelli as "FYR" instead. That's the opposite of the instruction.
⚠ Why This Matters to You
  • When Kelli gives a specific instruction (e.g., "send this to the client"), execute it exactly — no interpretation
  • "FYR" (For Your Review) sends something back UP the chain. "Send to client" means it goes OUT.
  • A long-tenured client saying "disconcerting" is a trust alarm — flag these to Kelli immediately, don't let them sit
💡 The Lesson Read instructions word for word. If Kelli says "send X to the client" — that means compose a response, address it to the client, and send it. When you're unsure, ask before acting. And when a long-time client expresses frustration, always escalate to Kelli — never handle it alone.
#5
"We Can't Verify Payment" — Client Went to Bank Themselves
Lee Caulfield · Circle PR · Payment Verification
⚠ Watch This
🚨 What Went Wrong
  • We sent a "we can't verify" message before checking with Kelli or the correct account
  • The burden fell on the client to go verify with their own bank
  • Kelli resolved it the next day — meaning it was findable, just not checked properly
💡 The Lesson If you can't locate a payment in your first check, the next step is NOT "ask the client to check their bank." Escalate to Kelli: "Lee Caulfield says payment was sent yesterday — I don't see it yet. Can you check?" Never make the client do homework we should be doing.
#6
Q1 Statements Just Arrived — Live Action Item in the Inbox
Mareike Opeña · Q1 Bank Statements · Arrived Today 7:51 AM
🔴 LIVE TODAY
⚠ This Is in the Inbox Right Now
  • This email arrived at 7:51 AM this morning — it is unread and unprocessed
  • Patricia: this is a real action item for you today
✅ What Patricia Should Do
  • Step 1: Reply to Mareike: "Hi Mareike — got it, thank you! We'll get these processed. We'll be in touch if anything is needed."
  • Step 2: Download and file the statements to Dropbox: KelliWorks Tax Clients → Mareike Opeña → 2026 → Q1 Statements
  • Step 3: Create an Asana task: "Process Mareike Q1 statements" — assign to yourself, due today
  • Step 4: Let Kelli know at the 11:30 AM huddle: "Mareike's Q1 statements arrived — filed and task created."
💡 The Lesson Morning email sweeps should happen before 9:30 AM. Every document that arrives gets: (1) acknowledged, (2) filed, (3) tasked. Same day, every time.
#7
ADP Payroll Setup — IRS Business Name Required First
Gian Ferdi Enterprise · Payroll Onboarding via ADP
⚠ Watch This
✅ What We Did Right
  • Explained specifically what was needed and why
  • Gave the client two ways to respond (forward the letter OR tell us the name)
  • Flagged the common pitfall (punctuation differences) proactively
💡 The Lesson Third-party vendor setups (ADP, payroll, insurance) almost always need IRS-exact information. Never assume the business name a client gives you casually matches their legal filing. Always verify with the EIN letter.
#8
Weekly Cash Requirements Report — Know Your Recurring Deliverables
GEMCO · okGEMCO.com · Weekly Reporting
✅ Recurring
✅ What This Represents
  • GEMCO receives a weekly cash requirements report — every single week
  • This is a scheduled, repeating deliverable — it goes out regardless of whether the client asks
  • If this misses a week without communication, it creates concern on the client side
💡 The Lesson Know your recurring deliverables by heart. These are in Asana as repeating tasks. If you see a recurring task due and the report hasn't been prepared — flag it to Kelli before the deadline, not after. GEMCO expects this every Monday morning.
#9
"I'll Follow Up Shortly" — You OWN That Promise
Unleashed Management · Campaign Invoice · Multi-Party Chain
⚠ Watch This
⚠ The Hidden Risk
  • "I'll follow up shortly" is a commitment — the clock starts the moment you send it
  • If you forget to follow up, the client remembers you said "shortly"
  • Multi-party chains (client + production team CC'd) mean your delay is visible to everyone
✅ The Right Move After Sending This
  • Immediately open Asana → create task: "Follow up Unleashed invoice discrepancy" → due: same day or next morning
  • Or: set a Slack reminder on the thread → "/remind me in 2 hours about this"
  • Never let a "follow up shortly" go overnight without resolution
💡 The Lesson Every acknowledgment that includes a future promise creates a task. Build the habit: send the acknowledgment → immediately create the Asana task → never trust your memory.
#10
Technical Questions Get Escalated — Kelli Steps In Professionally
Brian Gilhooly · Team Signal · Depreciation & Reconciliation
✅ Great Escalation
✅ What Was Done Right
  • Responded quickly — Brian didn't sit waiting with no acknowledgment
  • Didn't attempt to answer technical accounting questions (that's Kelli's domain)
  • "Looping in Kelli" sets the right expectation — clear handoff
  • Tone stayed warm and professional, not dismissive
💡 The Lesson Depreciation schedules, tax advice, reconciliation methodology — these are always escalate-to-Kelli topics. Your job is to receive the question gracefully, acknowledge it fast, and hand it off correctly. Never attempt to answer technical accounting questions on your own.
#11
The Baycos ADP Chaos — No Credentials, 3-Week Delay
Baycos Inc · Tomasz Pabisiak, VP · ADP Billing Dispute · Feb–Mar
🔥 Chaos Thread
🚨 What Made This Chaotic
  • KelliWorks had no login credentials on file for Baycos's ADP account — a basic information gap
  • Client reported recurring charges on Feb 4. First real action didn't happen until Feb 6. ADP resolution: Feb 25. That's 3 weeks of ongoing charges.
  • Kelli's initial reply to Tomasz was "The service needs to be cancelled" — no action plan, no next steps given to the client
  • Tomasz had to ask again for login credentials — we still couldn't provide them
  • Then: ADP required an ownership transfer document, adding another layer of delay
✅ How It Resolved Tim filed the ADP service request, the account was eventually closed, and Tomasz thanked Kelli warmly at the end. The relationship held — but it required significant back-and-forth that could have been avoided.
💡 The Lesson
  • Every vendor account KelliWorks manages should have credentials documented (ADP, insurance portals, payroll systems)
  • When a client reports a billing problem: (1) acknowledge same day, (2) tell them the specific action being taken, (3) give a timeline
  • Never leave a client with just "the service needs to be cancelled" — that's a statement, not a plan
  • If you receive a vendor dispute and can't locate credentials: Slack Kelli immediately with the details
#12
Client Departure Handled With Grace — Offboarding Done Right
Unleashed Management · Cheyenne Arnold · Client Offboarding
✅ Gold Standard
✅ Why This Response Was Gold
  • Zero defensiveness — no "we're sorry to see you go" guilt language
  • Kelli immediately offered concrete help (3 specific offboarding supports)
  • Introduced a new value-add (invoicing automation) even in the exit conversation — kept the door open
  • Result: client left feeling grateful, not just "let go." They booked the walkthrough.
💡 The Lesson Offboarding is not a failure — it's a reputation moment. How you handle departures is how clients describe you to their peers. Always: thank them genuinely, offer specific exit support, and leave the door open. Never let a client offboard without a proper handoff plan.
#13
$206K in Unidentified Deposits — KW Caught It First
Daps Inc · McKinley Projects / Adidas Job · Proactive Reconciliation
✅ We Showed Up
✅ Why This Matters
  • KelliWorks flagged $206,325 in unmatched deposits before the client noticed or asked
  • The client provided project context, invoice match, and explained the $3,675 union fee variance
  • Result: clean books, no surprises, client sees KW as attentive and thorough
💡 The Lesson Proactive financial monitoring is the difference between a bookkeeper and a trusted advisor. When you see something unusual in the accounts — unmatched deposits, unexplained charges, gaps — you flag it first, before the client asks. That's the KelliWorks standard.
#14
Contractor Illness, Delayed Billing & a Professional Property Manager Thread
Gary Loo · Sun Garden Landscape · Jeffrey Boucher (Property Mgr) Negotiation
✅ Handled Well
✅ Why This Response Worked
  • Acknowledged the human situation (illness) with genuine warmth — not just "noted"
  • Confirmed the accommodation clearly: "noted the one-month skip"
  • Took ownership of follow-up with Gary directly — didn't leave it with the property manager
  • Kept it brief and professional — Jeffrey is a third party, not our client directly
💡 The Lesson Sometimes client situations are personal. Meet them with empathy first, then the administrative details. And whenever a third party (property manager, attorney, partner) loops in about a client, acknowledge them professionally and confirm you'll handle the client-side follow-up.
#15
Florida Annual Report — $400 Late Fee Coming May 1
KSW Drywall · Florida State Compliance · LIVE Action Item
🔴 LIVE — Due May 1
🚨 This Is in the Inbox Right Now — Unread
  • KSW Drywall's Florida Annual Report is due May 1, 2026 — 15 days from today
  • Late fee: $400. Potential consequence: administrative dissolution of the LLC
  • This email has not been actioned yet
✅ What Patricia Should Do Right Now
  • Step 1: Slack Kelli: "KSW Drywall Florida Annual Report is due May 1 — $400 late fee. Should I file or flag for them to handle?"
  • Step 2: Create Asana task: "KSW Drywall FL Annual Report — due May 1" → assign to Kelli, due April 25 (buffer)
  • Step 3: Do NOT ignore state compliance emails — these have hard deadlines with real financial consequences
💡 The Lesson Government and state compliance emails are never routine. Any email from a Secretary of State, IRS, or state agency goes directly to Kelli — do not hold, do not archive. Immediate Slack notification required.
#16
Client Sends Bank Statements — The Filing Workflow
AZ Nutrition Center · Capital One Q1 Statements
✅ Standard Workflow
✅ The Complete Filing Workflow
  • Acknowledge receipt same day (done above)
  • Save all three PDFs to Dropbox: KelliWorks Tax Clients → AZ Nutrition Center → 2026 → Bank Statements → Capital One
  • Create Asana task: "Reconcile AZ Nutrition Capital One Jan–Mar" → assign appropriately
  • Note in Asana if any statement looks unusual (missing pages, unclear transactions)
💡 The Lesson Every document that arrives follows the same three-step pattern: acknowledge → file to Dropbox (correct folder) → create Asana task. This is automatic, every time, without exception.
#17
Bookkeeping Finalization — Clean Account Closure Communication
Hydro Hydration · Account Wrap-Up
✅ Clean Close
✅ What Makes This Communication Excellent
  • Gives a clear "as of" date — client knows exactly what period is covered
  • Points them to Keeper — client knows where to look
  • Bullet points cover specific items the client cares about (the vendor credit, the P&L)
  • Sets expectation for next communication: "April close timeline"
💡 The Lesson Monthly close emails aren't just "done." They should tell the client: (1) what period is finalized, (2) where to find the reports, (3) any notable items resolved, (4) what's coming next. Four elements, every time.
#18
Insurance Bill Forwarded to Reports@ — Routing It Right
Carol Mendez · Greener by Design · Hartford Insurance
⚠ Watch This
✅ What Was Done Right
  • Answered Carol's actual question: does this go through you? No — pay directly.
  • But didn't just say "not our problem" — logged it for reconciliation purposes
  • Asked for payment confirmation date — helps KW keep books current
💡 The Lesson Clients sometimes CC or forward bills to reports@ just to "make sure someone knows." Always answer their actual question, confirm your role in the transaction, and close the loop by asking them to confirm payment so you can record it.
#19
Wise Payment Confirmation — Match It to the Books
Daps Inc · International Payment via Wise
✅ Payment Tracking
✅ The Right Moves Here
  • Repeated the transaction confirmation number in the reply — creates a paper trail in the thread itself
  • Set realistic expectation: 1–3 days for Wise international transfers
  • Committed to confirming once posted — client doesn't have to follow up
💡 The Lesson Non-standard payment methods (Wise, Zelle, Venmo Business, crypto) require special handling. Always: (1) confirm the reference number, (2) note the platform, (3) add a "pending match" note in QBO or Asana, (4) confirm once it clears. Never assume it will match itself.
#20
Prior Bank Statements Requested — The Document Retrieval Process
Circle PR · Lee Caulfield Team · Prior Period Statements
✅ Standard Process
✅ Document Retrieval Best Practices
  • Confirmed the request and gave a clear turnaround: 24 hours
  • Said HOW the documents will be sent (secure Dropbox link) — not just "I'll send them"
  • Asked about format/additional needs proactively — auditor requests often have specific requirements
⚠ Before You Pull Documents, Check With Kelli If:
  • The request is from a third party (auditor, attorney, lender) rather than the client directly
  • You're unsure which entity or account the statements belong to
  • The request mentions "audit," "legal," or "court" — always escalate those
💡 The Lesson Document requests should always go via Dropbox — never email attachments for sensitive financial documents. Set a 24-hour turnaround expectation and deliver on it. If something is unclear about the scope of the request, ask before pulling.

❓ Scenario questions → Slack Kelli: "Scenario Question"

✓ Sent to Slack

4B — The 3-Channel Monitoring System

✓ Done

Your job runs across three channels simultaneously — the reports@ inbox, the Slack #activity feed, and your Asana task list. Nothing gets dropped because you're watching all three, all day. Here's exactly what to watch for in each.

  • Check first at 9:00 AM — before anything else
  • New documents (statements, W-2s, organizers) → file & task same day
  • Client questions → acknowledge within 2 hours
  • State/IRS/government emails → Slack Kelli immediately
  • Payment notifications → log reference # in Asana
  • Re-check mid-afternoon (around 2–2:30 PM)
🚨 Never let an email sit 24 hours without a response or Asana task created.
Slack #activity
  • Monitor throughout the day — this is real-time client activity
  • Client check-ins → respond within 30 minutes
  • If Kelli posts a task or direction → acknowledge and execute
  • Anything you're unsure about → ask in Slack before acting
  • See something unusual? Slack Kelli: "Heads up — [client] just asked about X"
  • Before huddle: quick scan of morning activity to brief Kelli
🚨 Slack is not optional — it's where fast decisions happen.
✅ Asana Task Board
  • Start each morning by reviewing your Asana "My Tasks" view
  • Everything you promise in email or Slack gets a task created immediately
  • Recurring tasks (GEMCO report, weekly deliverables) → check due dates
  • Tasks without a due date → set one before leaving for the day
  • Complete tasks promptly — an overloaded task list creates blind spots
  • End of day: no task left without a status update
🚨 If it's not in Asana, it doesn't exist.

❓ Monitoring questions → Slack Kelli: "Monitoring Question"

✓ Sent to Slack

4C — Your Daily Time Block (9 AM – 4 PM)

✓ Done

Flex hours don't mean unstructured hours. Here's the daily rhythm that keeps all three channels covered, leaves space for focused task work, and sets you up to stay ahead instead of playing catch-up.

9:00 AM
Morning Sweep ASANA
Open reports@ — read and triage every new email. Acknowledge any client messages that came in overnight. Check Asana "My Tasks" for today's priorities. Note anything to surface at huddle.
9:30 AM
Deep Work Block — Client Tasks ASANA
Work through your Asana task list. This is focused time: document filing, reconciliation prep, organizer processing, statement matching. Minimize interruptions — save Slack for urgent items only.
11:00 AM
Pre-Huddle Prep SLACK
Quick scan of Slack #activity. Review any new emails that came in. Write down 2–3 items to mention at huddle: what you processed, what's pending, anything that needs Kelli's input.
11:30 AM
🟣 Daily Huddle with Kelli KELLI
KelliWorks daily team standup. Come prepared with: (1) what you completed this morning, (2) what's in progress, (3) any blockers or questions, (4) any client items that need Kelli's eyes. Keep it crisp — this is a 15-minute check-in, not a deep dive.
12:00 PM
Lunch / Break
You're flex — take your break here. Step away from the screen. A clear head makes the afternoon more productive.
1:00 PM
Afternoon Deep Work — Focus Tasks ASANA
Pick up where you left off on your task list. This is the longest uninterrupted block of the day — protect it. Batch similar tasks: all document filing together, all email drafts together.
2:30 PM
Email Re-Check & Client Follow-Ups SLACK
Second email sweep of the day. Respond to anything that arrived after the morning. Check Slack for afternoon activity. This is also the time to send follow-ups you promised earlier: "Just following up on X from this morning."
3:15 PM
Asana Cleanup & Next-Day Prep ASANA
Close out any completed tasks. Make sure every open task has a due date. Add notes to in-progress items so you can pick them up easily tomorrow. Flag anything that needs Kelli's attention before end of day.
3:45 PM
🟢 End-of-Day Wrap ASANA
Final email check. If anything came in that can't wait — action it or Slack Kelli. Close Asana — your task list should be clean or have clear next-day items. At 4 PM, you're done. Log off.

❓ Schedule questions → Slack Kelli: "Schedule Question"

✓ Sent to Slack

4D — Turning Slack Conversations into Asana Tasks & Reminders

✓ Done

Slack is where things get said. Asana is where things get done. Your job is to be the bridge. Any time something actionable comes through Slack — a client update, a task from Kelli, a follow-up you promised — it needs to live in Asana within minutes, not in your head overnight.

1
Spot the Action in Slack Watch for: requests ("can you check on X?"), commitments you made ("I'll look into that"), updates that affect a client ("Kelli mentioned Aaron Twersky's report needs to go out today"), or deadlines dropped casually in conversation.
2
React + Save the Message React to the Slack message with ✅ so the sender knows you saw it. Then click the three dots (···) on the message → Save for Later → or use the Asana Slack integration to convert directly to a task.
3
Create the Asana Task — Within 5 Minutes Don't wait until later. Open Asana → My Tasks → Add Task. Title: be specific (not "check email" — use "Follow up: Baycos ADP cancellation status"). Assign to yourself. Set due date. Paste the Slack message link in the task description as context.
4
Set a Slack Reminder if It's Time-Sensitive For things due in a few hours (not days): hover over the Slack message → clock icon → Set Reminder. Options include: 20 minutes, 1 hour, 3 hours, or custom. Slack will ping you with the original message as context — perfect for "I'll follow up shortly" promises.
5
Acknowledge in Slack After You Complete It When the task is done, go back to the original Slack message and reply: "Done — [what you did]." This keeps the team informed without requiring a separate check-in. Kelli sees it in the thread. Client-facing actions should be confirmed in Asana and Slack.
⏰ The 3 Types of Reminders You'll Use Most:
Slack Reminder — best for same-day, hours-away follow-ups
Asana Due Date — best for multi-day tasks and deliverables
Asana Due Time — best for time-critical items (e.g., "send report by 5 PM")
🔄 Real Example — Baycos Scenario Applied:
Kelli says in Slack: "Patricia — can you check in on the ADP status for Baycos? Tomasz is waiting."

✅ You react to the message in Slack.
✅ You open Asana → New Task: "Check ADP status for Baycos / update Tomasz" → Due: Today 2:00 PM
✅ You paste the Slack message URL in the task description.
✅ You email/call ADP → get status update → email Tomasz.
✅ You reply in Slack: "Done — ADP update sent to Tomasz. Status: [X]."

That's the full loop. Nothing falls through.

❓ Workflow questions → Slack Kelli: "Workflow Question"

✓ Sent to Slack

🎯 Friday, April 18

Sales Tax, Workers Comp, Payroll, 1099s & Week 1 Wrap
0%
🧾

5A — Sales Tax Filing Quarterly

✓ Done

Sales tax is a quarterly responsibility — Patricia gathers the numbers, pulls the reports, and files directly. Each state (NY, NJ) has its own portal and process. Shopify clients have an additional layer since sales tax is collected through the platform. These three videos walk through each workflow.

▶
Paying NY State Sales Tax
▶ Click to watch
▶
Paying NJ Sales Tax
▶ Click to watch
▶
Shopify Sales Tax Training
▶ Click to watch
📋 Patricia's Sales Tax Role:
Gather numbers from QBO/reports → pull the relevant sales figures for the quarter → log into the state portal (NY: tax.ny.gov / NJ: njbusinessgateway.gov) → file and confirm → save confirmation to Dropbox → create Asana task marked complete with confirmation number. If a filing ever looks off — Slack Kelli before submitting.

❓ Sales tax questions → Slack Kelli: "Sales Tax Question"

✓ Sent to Slack
🦺

5B — Workers Comp Audits Annual

✓ Done

Workers comp audits are an annual task Patricia owns end to end. This video walks through exactly how to complete one — from the audit notice through pulling the payroll and classification data to submitting the response to the insurance carrier.

▶
How to Complete the Workers Comp Audit
▶ Click to watch

❓ Workers comp questions → Slack Kelli: "Workers Comp Question"

✓ Sent to Slack
💵

5C — Payroll Processing Recurring

✓ Done

Payroll runs through two workflows at KelliWorks: processing in patches (for batch or off-cycle runs) and the standard ADP processing workflow. Payroll is time-sensitive — errors that go through have real consequences for employees and clients. Watch both videos and flag any questions before you run payroll live.

▶
Process Payroll in Patches
▶ Click to watch
▶
How to Process Payroll in ADP
▶ Click to watch
🚨 Payroll Rule — Never Submit Without Confirmation
Always confirm payroll figures with Kelli before processing. A submitted payroll run cannot be undone without consequences. If hours, rates, or deductions look unusual — stop and Slack Kelli before hitting submit. This applies every single run until Kelli explicitly clears you to process independently.

❓ Payroll questions → Slack Kelli: "Payroll Question"

✓ Sent to Slack
📄

5D — 1099 Preparation Annual

✓ Done

1099 prep happens once a year (January season) and spans three platforms at KelliWorks: Keeper, QuickBooks Online, and Track1099 software. You'll use all three — each plays a different role in identifying contractors, pulling payment totals, and filing with the IRS. Watch all three in order.

▶
1099 Prep in Keeper
▶ Click to watch
▶
1099 Prep in QuickBooks Online
▶ Click to watch
▶
1099 Filing in Track1099 Software
▶ Click to watch
📅 How the 1099 Workflow Flows:
Keeper → identify which contractors were paid $600+ during the year
QBO → verify payment totals, confirm vendor info (name, TIN, address)
Track1099 → enter contractor details → e-file with IRS → send recipient copies

The January 31 deadline is firm. Clients get very anxious about 1099s — communicate proactively on timeline.

❓ 1099 questions → Slack Kelli: "1099 Question"

✓ Sent to Slack
🔧

5E — Misc Tasks & Tools

✓ Done

A few workflows that don't fit neatly into one category but come up regularly. RPM Garage is a specific client workflow. The Keeper delivery video shows how financials get pushed to clients — and walks through how Kelli herself approaches a client review conversation.

▶
Running RPM Garage
▶ Click to watch
▶
Delivering Financials from Keeper / Double
▶ Click to watch
▶
How I Would Explain or Do a Client Review
▶ Click to watch

❓ Misc task questions → Slack Kelli: "Task Question"

✓ Sent to Slack
🏁

5F — Week 1 Wrap & Week 2 Preview

✓ Done

🎉 You Did It, Patricia!

Five days. Every tool, every workflow, every real client scenario — you showed up, engaged, and brought great energy all week. The feedback has been outstanding. Week 2 is where it all comes to life. You're ready.

✅ What You Covered This Week

📘 Monday — Orientation & KelliWorks Foundation
  • KelliWorks firm overview, services, and client types
  • Tool setup: Slack, Asana, Keeper, Dropbox, Pipeline
  • Team structure and communication expectations
  • reports@kelliworks.com — your primary inbox
📋 Tuesday — Asana, Daily Workflow & Keeper
  • Asana project navigation, task management, and KW email workflow
  • Slack → Asana → Email daily rhythm
  • Keeper: how financials are delivered to clients
  • Escalation guide: handle yourself vs. always escalate to Kelli
🗂 Wednesday — Tax Season Deep Dive
  • Tax consultation context — what clients experience and expect
  • Client organizers: personal and business, test as "Patricia 🌴"
  • Pipeline back-end: the admin view of the tax workflow
  • Dropbox document management and the full folder path
  • Tax Processing SOP: all 10 phases, Patricia's primary role in Phases 1 & 5
📬 Thursday — Real Scenarios & Daily Rhythm
  • 20 real KelliWorks client email scenarios — what went right, what to fix, and the lesson
  • The 3-Channel Monitoring System: reports@, Slack #activity, Asana
  • Daily time block: 9 AM – 4 PM with 11:30 AM daily huddle
  • Slack → Asana task conversion: the full 5-step action loop
🎯 Friday — Recurring Tasks & Annual Workflows
  • Sales tax: quarterly filing for NY, NJ, and Shopify clients
  • Workers comp audits: completing the full audit process end to end
  • Payroll: patches workflow and ADP processing
  • 1099 prep: Keeper → QBO → Track1099 annual flow
  • Misc: RPM Garage, financial delivery, client review walkthrough

🔭 Week 2 — What's Coming

Week 2 is where the training becomes real. You'll move from watching and learning to doing alongside the team. Expect lighter structure and more live action.

👁 Shadowing Kelli
  • Sit in on client calls and meetings
  • Watch how Kelli handles questions in real time
  • Observe the tone and approach for different client types
👥 Group Sessions with Kelli & Tim
  • Work sessions with the full team
  • Q&A on anything from Week 1
  • Process walkthroughs done together
🤝 Light Live Actions
  • Handling client info gathering with guidance
  • Processing documents with Kelli watching
  • Drafting client emails for Kelli to review before sending
🗂 Client Onboarding
  • Full client onboarding workflow
  • What happens from contract signed → first deliverable
  • Setting up new clients across tools
💚 One Thing to Remember Going Into Week 2:
You don't need to have everything memorized. Week 1 was about exposure — building the mental map. Week 2 is about application with support. Ask questions early, confirm before acting, and trust the systems you've learned. You've got this.

🚀 Monday, April 20 — Week 2

Delivering Financials in Keeper & Tax Return Delivery via Pipeline
0%
📊

6A — Delivering Financials in Keeper & Double

✓ Done

Today's first task is sending out financials for the clients on the backlog list — all clients marked done for March (and February where applicable). Watch the video first for the updated Keeper steps, then use the client list to work through each one.

▶
Delivering Financials from Keeper — Updated Walkthrough
▶ Click to watch
📋 Open Client Status List

This Google Sheet is the most up-to-date log showing every client and their current status. Work from this list — send financials for all clients marked done for March (and February where applicable).

📋 Keeper Configuration — Do This for Each Client:

1
Set the Date Range In the Reporting section, move the date range to March (or February if the client is ready through February). Only proceed if the client shows as ready — if it's not there, they're not ready.
2
Set Branding to "Practice" On the first page, make sure branding is set to Practice — this pulls in the KelliWorks logo at the bottom. Settings: small, date small, branding practice.
3
Add Table of Contents Turn on the Table of Contents. This gives the client a clean, navigable report.
4
Add Profit & Loss for the Month The system will likely default to a year-to-date P&L — that's fine, keep it. But also add a Profit & Loss for the month separately. Select: Profit and Loss → set the correct month timeframe.
5
Add Top 10 Vendors & Customers Go to Configure Page → select Customers and Vendors. This shows clients who they spent the most with and who spent the most with them — adds real value. Set to Top Spend.
6
Confirm Executive Summary Is Included Check that the Executive Summary is in the report. It should be included by default — just verify it's there before publishing.
7
Publish & Notify Click Publish → turn on Notify the client by email → enable Interactive videos → publish. The client will receive an email from reports@kelliworks.com with their financials.
🔷 Special Case — Creative Forge (Multiple Companies)
Creative Forge has multiple companies under their account. Deliver each company's financials through Keeper as normal — then also send a consolidated email separately from Claude, combining all entities into one summary message. This goes from the reports@ email. Kelli will walk you through the consolidated email format.
✅ All financial delivery emails go out from reports@kelliworks.com.
This is where all client communication lives. Do not send from any personal or other address.

❓ Keeper delivery questions → Slack Kelli: "Keeper Question"

✓ Sent to Slack
📁

6B — Tax Return Delivery via Pipeline & Dropbox

✓ Done

ACP will upload completed tax returns and extensions to the KelliWorks Dropbox folder. Once they're there, your job is to go into Pipeline, locate each client, upload their return at Step 33, and trigger the e-file notification email. You'll also save a copy of each return to the client's TY2025 folder in Dropbox — so KelliWorks always has the document on file if a client needs it or help is needed. For extension clients, you'll send the extension acceptance email using a pre-built template.

▶
Tax Return Delivery — Pipeline Walkthrough
▶ Click to watch
📂 Open Tax Dropbox Folder ⚙️ Log Into Pipeline

Log into Pipeline using your Taxes Google account. Log into Dropbox using the Taxes Google login as well.

✅ For Clients With a Completed Tax Return:

1
Open Pipeline & Clear Filters Log in → Remove all filters → click Clear Filters → select All. Then search for the client's name from the list.
2
Handle Duplicates Some clients may have duplicate pipeline entries — this is a known internal issue. Close the one with fewer steps and work from the one with the most steps completed.
3
Skip the Payment Step If Needed If the client got stuck at the payment section and never moved past it, click Skip This Step to advance their pipeline past it. The back end of the portal shows all uploaded files, the engagement letter, questionnaire, and any messages.
4
Navigate to Step 33 — Submit E-File Scroll to Step 33: Submit E-File. This is where ACP's completed tax return gets uploaded. Go to Dropbox, locate the client's completed return, and upload it here.
5
Complete the Step → Email Sends Automatically Once you upload and complete Step 33, the system automatically sends the client a notification email. The return is delivered.
6
Save a Copy to the Client's TY2025 Dropbox Folder After uploading in Pipeline, save the completed return to KelliWorks' own records in Dropbox.

Path: KelliWorks Bookkeeping → Business Dock → Division → Tax Division → KelliWorks Tax Prep Services → Taxes To Go → KelliWorks Tax Clients → [Client Name] → TY2025

This is how KelliWorks keeps its own copy on file — so if a client ever needs their return again, or if help is needed, the document is in our records.
7
Confirm With Kelli After Your First One After completing the first client — Pipeline upload, Dropbox filing, and email sent — Slack Kelli so she can confirm the email was received correctly before you continue with the rest of the list.

📋 For Clients Under Extension:

1
Compose a New Email in Pipeline Open the client's pipeline → click Compose Email → add the client as the recipient.
2
Use the Extension Template Scroll to the bottom of the compose window → click the three dots (···) → select More Options → go to Templates → select 2025 Extension Acceptance. The template will populate automatically.
3
Attach the Extension Confirmation Before sending, attach the client's extension confirmation document (uploaded by ACP to Dropbox). Then send.
⚠ Dropbox Dependency:
You can only complete Step 33 once ACP has uploaded the completed return to the Dropbox folder. If a client's return isn't there yet — skip them for now, move to the next name on the list, and circle back once ACP uploads. Don't hold up the whole list waiting on one return.

❓ Pipeline questions → Slack Kelli: "Pipeline Question"

✓ Sent to Slack