The Schulz Advisory operating system: the portal you started, extended until your whole process runs on it. One module a month, live on real clients.
Your side: the admin demo Their side: the client portal sample data, real interface
You already systematized the practice. The Task Master doc, the Airtable base, the portal, the wiki, the dispatcher: the thinking is done. What's missing is the layer that runs it without you.
We build that layer on what you own. QuickBooks stays the ledger. Your accounts, your card, your data. Agents do the recurring work on a schedule and send anything questionable to one inbox you clear in minutes. Nothing runs on its own until it has earned it.
The target: within a year this system makes you $10k more per month or does $5k of your manual work. Probably both.
This plan builds on what you've already shipped. It's why three months is realistic.
Live at portal.schulzadvisory.com with real clients, magic-link logins, and your 8-step scorecard.
18 client ledgers already connected and syncing. The hardest integration is done.
Your Mac mini already picks up tasks and runs agents. We keep the pattern and give it a real home.
Your SOPs become the instructions agents follow. Change the process and the agents change with it.
One module a month, live on real clients, not a demo. We start where the hours are.
The weekly grind, categorization and bank feeds across every client, becomes work you check instead of work you do.
New clients flow through a pipeline instead of your memory.
Books close on a visible schedule and clients get a monthly package worth paying for.
You walk into meetings briefed, walk out with the follow-ups captured, and every odd problem you solve stays solved.
Non-negotiables, baked in.
Your accounts, your card, your data. If we ever stop, you keep a working system and clean books.
We never build our own ledger. Every automated change lands in QuickBooks with an audit trail.
Social security numbers, EINs, and account numbers get stripped on your machines before anything reaches an AI.
Every workflow starts in propose mode. It runs on its own only after a track record you can see, and gets pulled back if quality slips.
Screenshots, before-and-after, and reasoning attached to every action that matters. You can audit any decision months later.
Agents prepare, check, and chase. Returns are filed by you. That line only moves when you move it.
No single machine, and no single person, is ever the thing your clients depend on.
Phase one runs on the Mac mini pattern you already built, pointed at the new system.
The monthly loops move to cloud workers as they prove out. Nothing client-facing depends on a machine being awake.
Standard infrastructure on your accounts, exportable data. If AI Delivered vanished tomorrow, it keeps running and any developer could pick it up.
Nightly copies to a second provider, a monthly export you could walk away with, and restore drills we actually run. A backup that's never been restored is a rumor.
Base retainer, one module delivered every month. Light enough to never stress the P&L.
For each client you add after we start. New clients are the honest measure that the admin load is actually gone.
If month 1 doesn't deliver as promised, you pay nothing. That's the whole guarantee.
Written down now, so day 90 is a checklist, not a feeling:
We grade it together at day 90. Clearly there: keep going. Clearly not: we stop, and month 1 was free anyway.
After the four months, same agreement ongoing: one big goal, one big delivery, every month, from the roadmap below or whatever the practice needs most. Every module ships with a short walkthrough video and a playbook page. AI will look different in six months and this system will get reinvented several times; the monthly rhythm is how it keeps up instead of going stale. We keep building as long as it's a hell yes, and either of us can pull the ripcord any time.
The menu for after the build. We pull from it each month, ordered by what pays you back fastest.
Unknown transactions trigger a magic-link email. The client answers from their phone, the answer posts to QuickBooks and becomes a rule. No logins.
Categorization and financials emails go hands-off client by client, with the stats to prove it.
Gusto runs monitored and confirmed automatically. QuickBooks Payroll clients get their own path.
Safe-harbor calcs, client letters, payment reminders, and confirmation chasing every quarter.
1099 season as a pipeline: vendor detection from the ledger, W-9 chasing, filing prep.
Periodic reports, sales tax cadences, and POA renewals tracked per entity and jurisdiction.
The book ranked every Monday: who needs you this week, and why.
A short "here's what we did, here's what we need" note per client, answerable in one tap.
One 7am note: what ran overnight, what's waiting on you, today's meetings with prep attached.
Failed Stripe payments retried, chased, and resolved without you noticing.
Direct bank feeds sharpen the month-end pre-check.
The document checklist generated from last year's return and their actual books. Magic-link uploads, automatic chasing, and AI that spots the missing 1099.
Clients see where their return stands, sign the 8879 electronically, and the invoice fires on filing. Extensions run on autopilot.
Every return arrives staged: books tied out, docs indexed, prior-year comparison, questions listed. Three hours becomes one, 20 returns can become 150, and every return is a FinOps lead.
Monthly finance with no meetings: automated rhythms, async answers, set response times. A new price point and a new client type.
Live scorecard, financials on demand, document vault, works on a phone.
Clients ask plain-English questions answered from their own ledger, with your positions as guardrails.
Browser agents file periodic reports and pull state account data, with screenshots of every step.
Transcript pulls on schedule: notices, balances, and mismatches surfaced before the client gets the letter.
Scan a notice. It gets classified, the response drafted, the resolution tracked, including the follow-up letter nobody sends.
S corp salaries checked against the books, with support docs prepared.
Transcripts become tracked tasks, and every follow-up gets a draft before you've left the parking lot.
Rolling cash per client, refreshed automatically, flagged when runway thins.
Branded report templates for every engagement: monthly package, quarterly strategy, year-end wrap.
Every client sees how they compare to businesses like theirs, from data only you have.
Lead intake, diagnostic scheduling, and proposals wired into the pipeline.
Staff seats, review tiers, and capacity views for when the book is 10x.
Days-to-close, effort, and profit per engagement, so pricing comes from data.
Every position you've taken, encoded in the wiki and applied consistently across the book.
Bank-feed monitoring so the weird transaction surfaces in hours, not at month-end.
Every automated action ever taken, with evidence, searchable.
Once a week the system samples its own completed work and grades it.
A client-facing page on how their data is protected, backed by real practices. For an accountant, that sells.
If you ever want it: license the system to other solo firms.