🔧 Technology Diagnostic Report
Technology
Assessment for
Garza & Associates
Assessment for
Garza & Associates
Prepared by Nearlytics · April 2026 · Confidential
01 · Executive Summary
What we found — in plain English
After two diagnostic sessions with your team, we identified four critical areas where technology can save time, reduce errors, and improve client experience.
14h
per week lost to manual reporting
4
disconnected tools causing data silos
0%
of client comms currently automated
$48K
estimated annual savings potential
Reporting done manually every month
Your team spends 3+ hours per client compiling financial summaries in Excel. This is fully automatable.
High Impact
No client portal or document sharing
Clients submit documents via email and WhatsApp. No version control, no tracking, no professional experience.
High Impact
Appointment reminders sent by hand
Your admin sends reminders manually via text. Easy to miss. Eliminable with a 2-day setup.
Medium Impact
No visibility into business metrics
Revenue per client, seasonal trends, and team productivity are not measured. Decision-making is intuitive, not data-driven.
Medium Impact
02 · Technology Audit
Your current tech stack
We mapped every tool your team currently uses, how it's used, and how well it fits the job.
| Tool | How you use it | Status | Effectiveness |
|---|---|---|---|
|
QuickBooks Online
Accounting software
|
Bookkeeping, invoicing, tax prep | Working | |
|
Microsoft Excel
Reporting & tracking
|
Monthly reports, client tracking, deadlines | Overloaded | |
|
WhatsApp
Client communications
|
Document requests, reminders, Q&A | Problematic | |
|
Gmail
Email communications
|
Client emails, document attachments | Working | |
|
Paper / Post-its
Internal task tracking
|
Deadlines, to-dos, client notes | Replace | |
|
No CRM
Client management
|
Client data lives across Excel, Gmail, and memory | Missing |
03 · Pain Points Identified
Where your team loses time
Each item below was documented during our diagnostic sessions. Every one has a concrete solution.
01
Monthly reporting takes ~3 hrs per client
Each month, a CPA exports QuickBooks data, manually formats it in Excel, and creates a PDF summary per client. With 22 active clients, this totals 60+ hours of recurring manual work per month that doesn't require professional judgment.
→ ~66 hrs/month · automatable with Python + n8n
02
Document collection is chaotic and untracked
Clients send tax documents via email, WhatsApp, and occasionally in person. There's no central location, no checklist, and no status tracking. During tax season, your admin spends 2+ hours per day chasing documents that were already sent.
→ ~8 hrs/week during peak season
03
Appointment reminders sent manually
Your admin texts or calls clients manually 24h before appointments. On average 30 minutes per day. 12% of appointments are missed anyway because reminders were forgotten or sent at the wrong time.
→ ~2.5 hrs/week · eliminable in 2 days
04
No visibility into business performance
You don't know which services are most profitable, which clients generate the most revenue, or how busy each CPA is at any given time. This information exists in QuickBooks — it's just never been surfaced.
→ Opportunity: data already exists, just not visible
04 · Recommendations
What we recommend — prioritized
Three implementations, ordered by impact and ease of execution. Click each to expand the details.
01
Automated Client Reporting System
Est. annual savings
$28,000
▾
We connect directly to QuickBooks via API, pull each client's monthly data automatically, run it through a Python script that generates a professional PDF report, and n8n delivers it by email on the first business day of every month — without anyone touching it. Your CPAs focus on the 5% of cases that actually need their judgment.
Time to implement
2–3 weeks
Hours saved/month
~60 hrs
Monthly cost to run
$0 (n8n free)
02
Client Portal + Document Collection
Est. annual savings
$12,000
▾
Each client gets a shared Google Drive folder with a standardized checklist. When a document is uploaded, n8n automatically marks it received and updates the status tracker. During tax season, your admin sees in real-time which clients are complete and which still need follow-up — no more chasing.
Time to implement
1 week
Hours saved/month
~24 hrs
Monthly cost to run
$6/mo
03
Business Metrics Dashboard
Strategic value
High
▾
A Looker Studio dashboard connected to your QuickBooks gives you — in real time — revenue by service type, client lifetime value, seasonal workload trends, and CPA utilization. You finally have the data to make decisions on hiring, pricing, and service focus with confidence.
Time to implement
2 weeks
Refreshes
Daily, automatic
Monthly cost to run
$0 (free tools)
05 · Implementation Roadmap
6 months to a fully modern firm
Each phase builds on the previous. By month 6, your team works fewer hours and your clients have a noticeably better experience.
Month 1 — Foundation
Diagnosis & Quick Wins
Technology audit
Appointment automation setup
Google Drive structure
Team training
Month 2–3 — Core Build · You are here
Reporting Automation + Client Portal
QuickBooks API connection
Python report generator
n8n email delivery
Document checklist system
Month 4 — Visibility
Business Dashboard Launch
Looker Studio setup
KPI definition
Revenue analytics
Weekly review process
Month 5–6 — Optimize
AI Integration & Long-term Support
AI-powered FAQ bot (optional)
Process documentation
Team ownership transfer
Retainer or handoff
06 · Investment Plan
What this costs — and what you get back
Priced for a small firm. Designed for maximum ROI. No subscriptions or hidden fees — you own everything we build.
Phase 1
Technology Diagnostic
Two diagnostic sessions, current-state mapping, this report, and a prioritized roadmap. Already completed.
$600
One-time · completed
- 2 × 1-hour sessions
- Full written report
- Prioritized roadmap
- Tool recommendations
Phase 2 — Recommended
Reporting Automation + Portal
The highest-ROI implementation. Fully automated reporting and client document portal.
$2,200
One-time project · 3 weeks
- QuickBooks API integration
- Automated monthly PDF reports
- Client document portal
- n8n automation setup
- Team training (1 hr)
- 1 month of support included
Phase 3
Business Dashboard
Looker Studio dashboard connected to QuickBooks. Revenue, clients, team utilization — live.
$900
One-time · 2 weeks
- Looker Studio dashboard
- QuickBooks data connection
- 5 key KPI pages
- Daily refresh, free to run
Optional
Monthly Retainer
Ongoing support, updates, and priority access. Best for firms that want a long-term tech partner.
$350/mo
Cancel anytime
- Priority support & fixes
- Monthly system review
- New automation requests
- Dedicated WhatsApp line
Our commitment: You own 100% of everything we build — the code, the workflows, the reports. If you ever stop working with Nearlytics, your automations keep running. We build for your independence, not your dependency.
M
Manuel
Founder & Technology Consultant
NEARLYTICS · nearlytics.co