--- title: "MAX Automations: AI-Powered Accounting Firm Automation | CountingWorks PRO" description: Discover MAX Automations for accounting firms. Automate client follow-ups, find revenue opportunities, monitor deadlines, and put AI to work. --- [Skip to content](https://help.countingworkspro.com/max-automations-ai-powered-accounting-firm-automation-countingworks-pro#main-content) English Show submenu for translations ![countingworks-pro-logo](https://help.countingworkspro.com/hs-fs/hubfs/countingworks-pro-logo.png?width=400&height=56&name=countingworks-pro-logo.png) Open main navigation Close main navigation - English Show submenu for translations - Go to countingworkspro.com Go to countingworkspro.com Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://help.countingworkspro.com/?hsLang=en) 2. [CountingWorks PRO 3.0](https://help.countingworkspro.com/countingworks-pro-3-0?hsLang=en) 3. [MAX AI](https://help.countingworkspro.com/countingworks-pro-3-0?hsLang=en#max-ai) # MAX Automations: AI-Powered Accounting Firm Automation | CountingWorks PRO ## MAX Automations brings AI-powered automation to your accounting practice. Schedule recurring tasks, identify client opportunities, automate follow-ups, and put your practice data to work—all using everyday language.  **MAX Automations: Your Practice Just Got Smarter** What if your practice management software didn’t just organize your work—but actually helped do it? What if it could find clients who need attention, identify new revenue opportunities, prepare follow-ups, monitor deadlines, and keep your entire practice moving forward? And what if it did all of that automatically, without you having to remember to ask? **Meet MAX Automations, now available in CountingWorks PRO.** Tell MAX what you want done, when you want it done, and MAX takes care of the rest. No complicated workflow builders. No coding. No manually searching through client records. And here’s what makes it different: **MAX can work across your entire client database, using the information already in your practice.** This isn’t simply another productivity feature. It’s a new way to run your accounting or tax practice. **What Are MAX Automations?** MAX Automations are AI-powered, scheduled tasks that automatically execute using MAX Intelligence and the information in your CountingWorks PRO practice management platform. Instead of asking MAX to perform the same task every morning, you can schedule it once and let MAX handle it. For example: “Every Monday at 9 AM, review my business clients, identify potential tax planning opportunities, and give me the five clients I should contact first.” MAX reviews the relevant information, identifies opportunities, and prepares the results. Next Monday, it does it again. Or try: “Every weekday at 11 AM, identify unanswered client messages from the last seven days and prepare responses for my approval.” MAX can monitor your client communications, identify conversations that need attention, and prepare personalized responses. **The important difference is that MAX isn’t just following a predefined workflow. It’s using AI to understand what you’ve asked, evaluate the relevant practice information, and perform the task.** And you’re not limited to a small library of predefined automations. You can create your own using everyday language. **How Do MAX Automations Work?** Getting started is simple. ### **1. Tell MAX what you want done** Open MAX Automations and describe your task. For example: “Every Friday, identify clients with outstanding document requests older than seven days and prepare personalized reminders.” MAX translates your instructions into an automation. You don’t have to create complicated rules, connect workflow steps, or learn a new programming language. ### **2. Choose when MAX should run** You control the schedule. MAX Automations can run: - **Daily:** Morning briefings, appointment reminders, unanswered messages, and deadline monitoring. - **Weekly:** Client follow-ups, opportunity reviews, and workflow summaries. - **Monthly:** Bookkeeping reviews, client relationship monitoring, and recurring reporting. - **On selected days:** Monday, Wednesday, and Friday reminders, for example. - **One time:** Schedule a task that only needs to happen once. You can also configure different schedules for different types of work. For example, your tax practice might need daily deadline monitoring during filing season, while your bookkeeping clients might need monthly reporting reminders. ### **3. Choose which clients MAX should work with** This is one of the most powerful capabilities. MAX Automations can operate across your practice data. Depending on your task, you can configure MAX to work with: **Individual clients:** Automate activities for a specific client. **Client groups:** Target bookkeeping clients, business owners, or another selected group. **Your entire client database:** Review information across your practice to identify issues, opportunities, and work requiring attention. For example, you might ask MAX to review every business client’s outstanding tasks while preparing monthly report reminders only for your bookkeeping clients. ### **4. Let MAX do the work** Once activated, MAX runs the automation on schedule. The results are saved as MAX sessions, allowing you to review what happened. Depending on the task and your settings, MAX can prepare recommendations, generate drafts, or perform supported actions. You remain in control of which actions require your approval. --- **20 Ways to Use MAX Automations in Your Accounting Practice** The best way to understand MAX Automations is to imagine what you would ask a capable assistant to do if that assistant already understood your practice. Not just your calendar. Not just your tasks. **Your clients, their history, their outstanding work, and the opportunities sitting inside your business.** Here are 20 ways to get started. **1. Grow Revenue: Find Opportunities Already in Your Practice** Most accounting firms spend considerable time looking for new clients. But some of the best opportunities may already exist within their current client relationships. MAX Automations can help surface those opportunities. ### **Automation 1: Find Tax Planning Opportunities** **Tell MAX:** “Every Monday at 9 AM, review my business clients and identify potential tax planning opportunities. Give me the five clients who deserve attention first and explain why.” **Why it matters:** Helps you move from reactive tax preparation toward proactive tax planning and advisory services. ### **Automation 2: Identify Client Expansion Opportunities** **Tell MAX:** “On the first Monday of every month, identify existing clients who may benefit from additional services our firm offers but aren’t currently using.” **Why it matters:** Helps uncover potential revenue growth within your existing client base. For example, a business receiving tax preparation services might benefit from quarterly planning, bookkeeping, or CFO advisory services. ### **Automation 3: Recover Stalled Proposals** **Tell MAX:** “Every Wednesday, find proposals that have been outstanding for more than seven days and prepare personalized follow-up messages.” **Why it matters:** Prevents qualified opportunities from being forgotten because someone didn’t follow up. ### **Automation 4: Reconnect With Inactive Prospects** **Tell MAX:** “Every Friday, identify qualified prospects who haven’t engaged with our firm in the last 90 days and recommend which ones we should contact.” **Why it matters:** Helps turn dormant leads into potential new engagements. **Think bigger:** Instead of simply asking MAX to complete an administrative task, ask it to identify where your next opportunity for growth might come from. --- **2. Retain Clients: Strengthen Relationships Automatically** Client retention isn’t just about completing the work. It’s about communication, responsiveness, and making clients feel that someone is paying attention. MAX Automations can help you identify relationships that may need additional attention. ### **Automation 5: Identify Clients Who May Be Disengaging** **Tell MAX:** “Every Friday, identify active clients with unresolved requests, extended communication gaps, or other signs they may need attention.” **Why it matters:** Gives you an opportunity to address potential service issues before they escalate. ### **Automation 6: Prepare Proactive Client Check-Ins** **Tell MAX:** “Every Monday, find clients with active engagements who haven’t received an update in the last 14 days and prepare personalized progress messages.” **Why it matters:** Helps maintain client communication without requiring someone to manually review every engagement. ### **Automation 7: Remember Client Birthdays and Anniversaries** **Tell MAX:** “On the first day of every month, identify clients with upcoming birthdays or relationship anniversaries and prepare personalized messages.” **Why it matters:** Small gestures help reinforce relationships beyond tax returns and financial statements. Where the relevant dates are available, MAX can help make these interactions part of your regular client service process. ### **Automation 8: Identify Review and Referral Opportunities** **Tell MAX:** “Every Friday, identify recently completed engagements that may be appropriate for a client review or referral request.” **Why it matters:** Makes it easier to consistently request feedback and build your firm’s reputation. **Think bigger:** What if every client relationship received the same attention and follow-through as your very best relationships? --- **3. Save Time: Automate Bookkeeping and Accounting Workflows** Recurring bookkeeping and accounting engagements are natural candidates for MAX Automations. The work often follows a predictable monthly schedule, but managing outstanding items and client communication can consume significant time. ### **Automation 9: Review Monthly Bookkeeping Progress** **Tell MAX:** “On the fifth of every month, review my bookkeeping clients and identify accounts with unfinished monthly work, missing documents, or overdue tasks.” **Why it matters:** Helps your team focus on the clients and issues holding up the monthly close. ### **Automation 10: Prepare Monthly Client Reporting** **Tell MAX:** “On the tenth of every month, review my bookkeeping clients, identify which monthly reports are ready, and prepare the appropriate reports and client communications for review.” **Why it matters:** Helps streamline recurring reporting and reduce manual coordination. Report generation depends on the available reporting data and connected MAX capabilities. Your team should still review financial reports before distribution. ### **Automation 11: Follow Up on Missing Documents** **Tell MAX:** “Every Tuesday and Thursday, identify bookkeeping clients with outstanding document requests and prepare personalized reminders explaining what is missing.” **Why it matters:** Reduces repetitive follow-up work and helps keep engagements moving. ### **Automation 12: Identify Bookkeeping Bottlenecks** **Tell MAX:** “Every Friday, review active bookkeeping engagements, identify overdue work, and explain what is preventing completion.” **Why it matters:** Gives managers visibility into problems without manually reviewing every client account. **Think bigger:** Rather than spending Monday morning figuring out where every engagement stands, imagine MAX already having the answers ready. --- **4. Reduce Risk: Stay Ahead of Deadlines and Unfinished Work** Deadlines, unsigned documents, and unanswered client messages are easy to overlook when a practice gets busy. MAX Automations can help your firm monitor these issues consistently. ### **Automation 13: Monitor Upcoming Deadlines** **Tell MAX:** “Every morning at 8 AM, identify client engagements with deadlines approaching in the next seven days and flag missing documents, incomplete tasks, or other issues that may prevent timely completion.” **Why it matters:** Gives your team more time to address issues before deadlines arrive. ### **Automation 14: Follow Up on Outstanding Signatures** **Tell MAX:** “Every Monday, Wednesday, and Friday, identify clients with unsigned documents and prepare reminder messages.” **Why it matters:** Helps prevent engagements from stalling while waiting for signatures. ### **Automation 15: Prepare Daily Appointment Reminders** **Tell MAX:** “Every morning at 8 AM, identify clients with appointments scheduled for today and prepare appointment reminders.” **Why it matters:** Reduces routine administrative work and helps keep clients informed. ### **Automation 16: Monitor Unanswered Client Messages** **Tell MAX:** “Every weekday at 11 AM, review client messages from the last seven days, identify conversations needing a response, and prepare replies for approval.” **Why it matters:** Makes it easier to maintain responsive client service as your practice grows. **Think bigger:** What if your team could identify tomorrow’s problems today? --- **5. Run a Smarter Practice: Let MAX Keep You Informed** One of the most valuable things MAX can do is help owners and managers understand what is happening across their practice. Instead of opening multiple dashboards, reviewing message threads, and checking individual tasks, you can have MAX prepare the information for you. ### **Automation 17: Your Daily Practice Briefing** **Tell MAX:** “Every morning at 9 AM, give me a summary of my practice, including overdue tasks, unanswered client messages, upcoming deadlines, and the five most important things I need to address.” **Why it matters:** Start the day knowing what deserves your attention. ### **Automation 18: Prepare for Client Meetings** **Tell MAX:** “Every morning, review today’s client appointments and prepare a briefing for each meeting, including recent communications, outstanding work, and suggested discussion points.” **Why it matters:** Spend less time gathering information and more time preparing to advise your clients. ### **Automation 19: Identify Workflow Bottlenecks** **Tell MAX:** “Every Friday, identify client work that has been stalled for more than seven days. Explain what’s holding it up and recommend the next step.” **Why it matters:** Helps prevent delays from becoming persistent operational problems. ### **Automation 20: Your Weekly Practice Summary** **Tell MAX:** “Every Friday at 3 PM, summarize what my team completed this week, what remains outstanding, and what needs attention next week.” **Why it matters:** Gives owners and managers a consolidated view of practice activity. **Think bigger:** Imagine having a practice manager who reviews your entire operation every day and brings you the information that matters most. --- **The Real Opportunity: Automate What You Haven’t Thought to Automate** The examples above are only the beginning. One of the biggest advantages of MAX Automations is that you don’t need to choose from a limited set of predefined workflows. You can describe what you want MAX to accomplish. And because MAX has access to the relevant information in your CountingWorks PRO practice, it can perform tasks that would otherwise require manually reviewing client records, communications, and workflows. To discover your next automation, ask yourself five questions. ### **What do I check every morning?** Maybe it’s overdue tasks, unanswered messages, upcoming appointments, or outstanding client documents. Have MAX check for you. ### **What does my team do repeatedly?** Think about preparing client reminders, checking signatures, reviewing bookkeeping progress, or following up on proposals. If the process repeats, it may be a good candidate for automation. ### **Where could we be missing revenue opportunities?** Consider existing clients who might benefit from additional services, qualified prospects who haven’t responded, or proposals that have gone quiet. Ask MAX to look for them. ### **What do I wish someone would tell me before it becomes a problem?** Maybe it’s a client who hasn’t received an update, a deadline approaching without required documents, or work that’s been stalled for too long. MAX can help monitor for those situations. ### **What would I ask an assistant to do if they understood my entire practice?** This might be the most important question. **Don’t limit your thinking to the automations you’ve used before. Think about the work you wish someone else could handle.** That’s where MAX Automations becomes especially powerful. --- **MAX Can Recommend Automations Based on Your Practice** Here’s another feature worth exploring. **You don’t have to think of every automation yourself. MAX can recommend them.** Because MAX works with your practice information, it can identify patterns and suggest ways to automate recurring work. For example, MAX might discover: - Hundreds of qualified prospects with no recent activity. - Client intake forms awaiting review. - Overdue tasks that are accumulating. - Unsigned documents that need follow-up. - Client communications that haven’t received a response. Instead of requiring you to discover those problems manually, MAX can recommend an automation designed to address them. Each recommendation explains what MAX found, why it matters, and what the automation can do. You can review the recommendation and decide whether to activate it. **This changes automation from something you have to plan into something your practice management system can actively recommend.** --- **How Is MAX Different From Traditional Practice Management Automation?** Most accounting practice management systems help firms organize work through task lists, deadlines, workflows, and reminders. Traditional workflow automation generally follows predefined rules. For example: When a client uploads a document, update a task. When an engagement reaches a particular stage, send a notification. When a deadline approaches, create a reminder. Those workflows are valuable. But MAX introduces another layer of intelligence. Rather than simply executing a predefined step, MAX can evaluate practice information, identify what needs attention, and prepare the next action. | **Traditional Practice Management Automation** | **MAX Automations** | | --- | --- | | Based primarily on predefined rules | Uses natural-language instructions and AI | | Reacts to configured events | Runs scheduled reviews and tasks | | Follows established workflows | Can analyze information and recommend actions | | Requires users to configure workflow logic | Lets users describe what they want accomplished | | Helps manage known work | Can also identify overlooked opportunities | | Tracks activity | Helps determine what deserves attention | MAX doesn’t eliminate the need for traditional workflows. It makes your practice management system more intelligent by connecting automation with information about your clients and your practice. **It’s the difference between software that tracks your work and software that helps you figure out what work should happen next.** --- **Why AI-Powered Practice Automation Matters** For years, accounting firms have been encouraged to automate routine work. The challenge has been that many automation tools require firms to spend considerable time designing, maintaining, and updating workflows. MAX introduces a more accessible approach. ### **Less administrative work** Instead of repeatedly checking records, preparing reminders, and gathering status information, your team can have MAX perform supported tasks automatically. ### **More proactive client service** MAX can help identify clients who need communication, follow-up, or additional attention. ### **More opportunities for growth** By reviewing existing relationships and inactive prospects, MAX can surface potential revenue opportunities that might otherwise go unnoticed. ### **Greater visibility across the practice** Daily and weekly briefings can help owners and managers understand what’s happening without manually reviewing every engagement. ### **More time for advisory services** When repetitive administrative work requires less attention, professionals can spend more time on tax planning, business advice, and higher-value client relationships. The objective isn’t simply to complete tasks faster. **It’s to create a practice that spends less time managing work and more time creating value for clients.** --- **You’re in Control of Your Automations** MAX Automations are designed to work with the practice information and permissions available within CountingWorks PRO. You decide what MAX should do, when it should run, and which clients or groups the automation should evaluate. You can review and manage your active automations. Each scheduled execution creates a MAX session, giving you visibility into the results. For tasks involving client communications or other sensitive actions, appropriate review and approval remain important. MAX can help prepare recommendations, messages, and other work, while your team retains responsibility for professional decisions. **The goal is to remove repetitive work, not professional judgment.** --- **Frequently Asked Questions About MAX Automations** ### **What is MAX Automations?** MAX Automations is an AI-powered automation capability within CountingWorks PRO that allows accounting and tax firms to schedule recurring tasks using natural-language instructions. It can help manage client communications, monitor workflows, identify opportunities, and prepare practice intelligence reports. ### **How does MAX Automations use my client database?** MAX uses relevant information available through your CountingWorks PRO practice management platform to perform scheduled tasks. Depending on the automation, it can evaluate individual clients, selected groups, or information across the practice, subject to applicable access permissions. ### **Can MAX Automations help grow my accounting firm?** Yes. MAX can help identify potential advisory opportunities, stalled proposals, inactive prospects, and existing clients who might benefit from additional services. These insights can help firms pursue opportunities that might otherwise be overlooked. ### **Can MAX automatically follow up with clients?** MAX can help identify clients requiring follow-up and prepare personalized communications. Available sending and approval options depend on the configured automation and supported messaging capabilities. ### **Can MAX automate bookkeeping workflows?** Yes. MAX can help automate bookkeeping-related administrative processes, such as monitoring outstanding tasks, identifying missing documents, reviewing monthly work, and preparing reporting-related follow-ups. Specific report generation depends on the available data and supported tools. ### **Can I schedule daily, weekly, or monthly automations?** Yes. MAX supports daily, weekly, monthly, and one-time scheduling. You can select the appropriate schedule for the task. ### **Can MAX run automations for specific clients?** Yes. Automations can be configured for individual clients, selected client groups, or broader practice activity, depending on the task. ### **Do I need coding skills to use MAX Automations?** No. You can create automations using everyday language. Simply describe what you want MAX to do and when you want it done. ### **Can MAX identify tax planning opportunities?** MAX can analyze relevant practice information to help identify potential tax planning opportunities and clients who may benefit from additional attention. Tax recommendations and planning decisions remain subject to professional review. ### **Can MAX prepare a daily practice briefing?** Yes. MAX can prepare scheduled briefings covering information such as overdue tasks, outstanding client messages, upcoming deadlines, and other practice activity. ### **Where can I review completed automations?** Automation results are saved as MAX sessions in CountingWorks PRO, allowing you to review the work completed during each scheduled execution. ### **Is MAX Automations included in CountingWorks PRO?** MAX Automations is available within the MAX experience in CountingWorks PRO. Access to particular functionality may depend on your subscription, enabled features, and permissions. --- **Ready to Put MAX to Work?** MAX Automations is available now in CountingWorks PRO. Getting started is easy. **1. Open MAX.** Select Automations from your MAX workspace. **2. Tell MAX what you want done.** Describe your task in everyday language. **3. Choose your schedule.** Select when it should run and which clients or groups it should apply to. **4. Activate your automation.** MAX handles the scheduled work and saves the results for review. Not sure where to begin? Start with your daily practice briefing. Or have MAX identify stalled proposals, unanswered client messages, or potential tax planning opportunities. Then start experimenting. Ask MAX to handle the recurring work that consumes your day. Ask it to identify opportunities that deserve your attention. Ask it to keep an eye on the things you don’t have time to monitor yourself. **Your practice already has the information. Now MAX can put that information to work.** ### **Stop managing every task. 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