How to: Use CountingWorks PRO to Create Custom Engagement Letters

Watch the tutorial and then try it out with the instructions below

Every tax and accounting professional should be using engagement letters for every client interaction—whether for new or existing clients. Not only do many insurance policies require them, but they also help set clear expectations and define responsibilities.

With Max AI in CountingWorks PRO, you can quickly generate customized engagement letters tailored to each client’s specific needs. Below, we’ll walk through how to create a client-specific engagement letter using Max AI.

Step 1: Define the Engagement Scope

Instead of using a generic template for all clients, use Max AI to generate a personalized engagement letter by providing detailed instructions.

Example Scenario:

You need an engagement letter for a tax planning and virtual CFO engagement with an auto dealership that sells used cars in California and nationwide.

AI Prompt Example:

"Create a client engagement letter for my tax and accounting client. The engagement includes tax planning and virtual CFO services for a used car dealership operating in California and nationwide. Customize the letter to include client responsibilities, my responsibilities, scope of services, fees, payment terms, and termination clauses."

Step 2: Let Max AI Generate the Engagement Letter

After processing the request, Max AI will generate a detailed, structured engagement letter, including:

• Client’s Name & Business Information (if provided)
• Scope of Services (e.g., Tax Planning, Virtual CFO, Compliance Advisory)
• Client Responsibilities (e.g., Providing accurate financial records, compliance with tax deadlines)
• Your Firm’s Responsibilities (e.g., Providing advisory services, ensuring compliance with tax regulations)
• Fees & Payment Terms (can be customized with specific pricing details)
• Term & Termination Policy (contract duration, early termination clauses, renewal terms)
• Governing Law & Dispute Resolution (state-specific legal guidelines, mediation/arbitration clauses)

Tip: If you have stored client data in Max’s memory, the AI can auto-fill details like client names, contact information, and engagement details for even faster customization.

Step 3: Fine-Tune & Personalize

After generating the draft, review and edit the engagement letter as needed:

• Add specific service fees for the engagement
• Modify the payment schedule if necessary
• Include any special terms based on the client’s business structure
• Adjust legal clauses to align with state regulations

If needed, you can also ask Max AI to refine or expand certain sections.

Example Refinement Prompt:
"Expand the section on client responsibilities to include their obligation to provide accurate quarterly financials and maintain proper tax documentation."

Step 4: Finalizing & Sending the Engagement Letter

Once the engagement letter is finalized:

1. Review & Edit – Ensure all details are accurate and client-specific.
2. Format & Export – Convert it into a professional document (PDF or Word).
3. Send for Signature – Use an e-signature tool to have the client sign electronically.

Key Takeaways

• Personalized Engagement Letters – Easily customize engagement letters for each client rather than using generic templates.
• Quick & Efficient – Use Max AI’s voice-to-text or manual prompts to generate engagement letters in seconds.
• Greater Accuracy – The more details you provide, the better the customization.
• Seamless Client Experience – Clear engagement letters help manage expectations and legal compliance.

By leveraging CountingWorks PRO, you can streamline client onboarding, enhance professionalism, and reduce the time spent drafting engagement letters manually.