Client Snapshot
Industry:
CPA / Tax Services
Location:
Chicago, IL, USA
Client Type:
Mid-sized tax firm with a large tax return preparation practice
Service Scope:
QuickBooks accounting and clean-up (backlog)
Key Highlights
Ramp-Up:
1-week pilot expanded to ~300 man-hours in the first month
Cost Impact:
35%+ savings in first two months; ~50% expected ongoing through improved throughput
Delivery Model:
Two-tier review (junior processing + senior review)
Execution:
Faster turnarounds for multi-year backlog work during peak tax season
Client Background
The client is a mid-sized tax firm based in Chicago with a strong track record and a large tax return preparation practice. The firm provides tax resolution, tax preparation, bookkeeping, and accounting services to a diverse base of small-to-medium businesses. The engagement began with a one-week test and quickly expanded due to demand for QuickBooks clean-up and backlog accounting support.
Business Challenge
Peak-season demand and multi-year backlog work strained internal capacity and prevented senior staff from focusing on high-value services.
Multi-Year Backlog Requirements
Many end-clients required books updated to date, including backlog work extending up to six years.
Peak Load Pressure (Sep–Oct Extensions)
High work volumes increased due to extension filings, intensifying delivery requirements.
Fast Turnarounds Needed
Tax-season timelines demanded quick, reliable processing.
Limited Historical Records in Files
Most client files were new with limited history, requiring research to classify expenses correctly.
These constraints created a throughput bottleneck during peak periods and pulled tax resolution specialists into bookkeeping work. The client needed a scalable, QC-led delivery model that could absorb backlog volume while maintaining accuracy and speed.
OHI's Approach & Solution
Specialist Team and Pilot Launch
- Deployed a specialist team experienced in QuickBooks and small-business backlog clean-up
- Ran a one-week pilot to process six months of data each for two end-clients
- Expanded quickly to cover two full-time junior accountants after pilot success
Production Discipline and Quality Controls
- Implemented a two-tier review model: junior accountants processed; a senior accountant reviewed
- Set communication protocols for prioritizing client files
- Used clear workflows and daily schedules to improve visibility into work in progress
Process Innovations to Improve Throughput
- Built common vendor lists across clients to speed expense recognition
- Established and used a review checklist at the processing level
- Captured client instructions and corrections in a process manual to carry learnings across files
- Reduced processing and correction time using QuickBooks–Excel import/export, shortcuts, batch postings, and recurring transaction features
Operational Alignment to Improve Resolution
- Standardized file storage and priority marking on the client server for smoother execution
- Adjusted service timings to create a two-hour overlap with U.S. hours for faster query resolution
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Cost Structure | High cost to staff peak-season accounting work | Offshore backlog clean-up delivery model | 35%+ savings (first 2 months) |
| Ongoing Savings Potential | Hiring/retention costs and capacity constraints | Improved throughput with standardized workflows | ~50% expected ongoing |
| Turnaround Time | Peak-season backlog created delays | Faster processing via QC + process rate benchmarks | Improved throughput |
| Quality Consistency | High accuracy required under time pressure | Two-tier review + checklists + process manual | More consistent outcomes |
| Practice Expansion | Accounting secondary to tax practice | Capacity created to scale accounting offering | Expanded cost-effectively |
| Senior Staff Focus | Tax specialists spending time on books | More time allocated to high-value services | Higher value-add focus |
The pilot-led rollout enabled rapid scaling of QuickBooks clean-up work during peak periods, while maintaining review rigor and improving throughput. This allowed the client to expand their accounting practice cost-effectively and free senior staff to focus on higher-value services.
“The pilot proved OHI could deliver fast, accurate QuickBooks clean-up at scale. The two-tier review and structured workflows helped us expand backlog support during peak tax season.”
Chicago-Based Tax Firm
Managing Partner
Expand QuickBooks clean-up capacity during tax season
Scale backlog accounting with a QC-led delivery model, faster turnarounds, and predictable throughput—without adding permanent headcount.
