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    The Edgerton deliverable

    Hartwell & Meyer CPAs

    Explore the company, then look closer at a person, machine or procedure. Every company and person here is fictional. Every figure is example data.
    Edgerton / Sample assessment

    Fictional sample assessment

    automatededge
    Edgerton assessment report

    Prepared for Hartwell & Meyer CPAs From you

    CPA firm sample report: where the time goes, and the agents that could give some of it back

    Hartwell & Meyer's 24 measured people spend about 66 hours a week, off-season, on 10 repeated procedures that mostly move client information from one program to another. 10 read-only agents could take an estimated 24 to 36 of those hours.

    Assessment window10 business daysObserved
    Sample scope25 people · 24 measured · 24 machines · 4 teamsSites: Main officeObserved
    Prepared byAutomated Edge

    Not measured: One seasonal preparer works from home in tax season and was not part of this off-season measurement.

    66 h/wkspent on 10 repeated procedures todayObserved
    24 to 36 h/wk10 agents could take, by reading and preparingEstimate
    1,428/wktimes information is copied by hand between programsObserved
    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.Cover
    automatededge
    Edgerton / Assessment

    The current picture

    Where things stand now.

    Nobody here is doing a bad job. The programs do not talk to each other, so people carry the information between them.

    F1Observed

    People are the connection between the programs.

    Client information is copied by hand from one program to another 1,428 times a week.

    Copy-and-paste events between programs, counted across 24 computers: how many, and from which program to which.Explore the record ↗
    F2Observed

    Preparers rarely get a long stretch, even off-season.

    A typical uninterrupted stretch for the Tax team is 8 minutes. Across the firm, people change windows about 118 times a day.

    Window changes and active time per computer.Explore the record ↗
    F3Observed

    10 procedures take nearly two people's working weeks.

    The repeated procedures in the catalogue add up to about 66 hours a week, measured off-season.

    Runs per week multiplied by the typical minutes per run, for each procedure.Explore the record ↗
    F4Observed

    Source documents are typed, not read.

    K-1s, 1099s and brokerage statements are keyed into returns by hand 95 times a week, off-season.

    The same procedure seen on 8 computers.Explore the record ↗
    F5Observed

    Document chasing runs on a hand-kept list.

    Admin sends 120 missing-document reminders a week, and 1 in 7 goes to a client whose document had already arrived.

    Reminder emails matched to portal activity on the same day.Explore the record ↗
    F6Observed

    Client books live in a categorization queue.

    Bookkeeping spends about 18.3 hours a week categorizing bank-feed transactions by hand.

    Procedure seen on 6 computers, 55 sessions a week.Explore the record ↗
    F7Observed

    Reviews are worked in inbox order.

    Two partners sign off about 40 returns a week, taken in the order the emails arrived rather than by due date.

    Review requests and sign-offs by time of day, on two computers.Explore the record ↗
    F8Observed From you

    A few programs nobody signed off on.

    5 programs in use are not on the firm's official list, including a free PDF editor on three computers. One computer still runs Windows 10.

    Programs seen in use, compared with the list the firm gave us; operating system per computer.Explore the record ↗

    Share of active time.

    Observed
    Email and messaging
    29%
    Spreadsheets and documents
    27%
    Tax software
    17%
    QuickBooks Online
    11%
    Client portal
    8%
    Document management
    4%
    Websites
    2%
    Practice management
    2%

    Share of active time across all 24 computers.

    Where information is copied by hand.

    Observed

    1,428 copies a week. The biggest flow is figures read from PDFs and typed into the tax software: 570 a week, off-season. Spreadsheets sit in the middle of most of the rest.

    PDF reader → Tax software570 / wk
    Excel → Outlook355 / wk
    Excel → QuickBooks Online165 / wk
    Excel → Document management120 / wk
    Tax software → Excel70 / wk
    Outlook → Excel60 / wk
    Word → Outlook48 / wk
    Outlook → Practice management40 / wk

    1,328 inside named procedures; 100 outside them.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.01
    automatededge
    Edgerton / Assessment

    Who does the work

    Teams. Different rhythms.

    Shown by team and by person. Person records describe the work, not the person: the aim is to fix procedures, not to score people.

    The strips show relative activity by hour, not contracted hours. 0 to 1, where 1 is that team's busiest hour. Observed

    Partners

    4 people · 4 machines Observed

    Review, sign-off and client relationships. Long days, spread thin: review work is squeezed between client calls.

    7am5pm

    Tax

    9 people · 9 machines Observed

    Preparing returns. A steady preparer's day, busiest mid-morning and mid-afternoon.

    7am5pm

    Bookkeeping

    6 people · 6 machines Observed

    Monthly books for client accounting services. Front-loaded: most of the categorization is done before lunch.

    7am5pm

    Admin

    5 people · 5 machines Observed

    Client follow-up, letters and the front desk. Busy from the moment the doors open; the morning starts with the missing-documents list.

    7am5pm
    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.02
    automatededge
    Edgerton / Assessment

    Your procedures

    Name the repeated work.

    These are the recurring jobs counted in the assessment. Shared procedures are counted once; each person's share appears inside the record.

    10 procedures · 66 hours a week · 264 hours a month Observed
    S01 · AdminChasing missing client documents120 runs / wk · 8 h / wk
    120 / week480 / month
    4 min / run8 h / week · 32 h / month
    2 copies / run240 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findCheck what the client has uploadedClient portal
    2. prepareCompare it with the missing-items listExcel
    3. sendEmail the client a reminderOutlook

    Systems touched

    Client portal · Excel · Outlook

    Who does it

    • 40 of 120 runs / wk
    • 30 of 120 runs / wk
    • 30 of 120 runs / wk
    • 10 of 120 runs / wk
    • 10 of 120 runs / wk

    Where it breaks

    • 1 in 7 reminders went to a client whose document had already arrived in the portal that day.
    • The missing-items list is a spreadsheet kept by hand, one per admin.

    Proposed agent

    Document Chaser · Works out which documents each client still owes, from what has actually arrived.

    Stays with people: Sending the reminders.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S02 · TaxKeying source documents into returns (K-1s, 1099s, brokerage statements)95 runs / wk · 11.1 h / wk
    95 / week380 / month
    7 min / run11.1 h / week · 44.3 h / month
    6 copies / run570 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findDownload the document from the portalClient portal
    2. prepareRead the figuresPDF reader
    3. enterKey the figures into the returnTax software

    Systems touched

    Client portal · PDF reader · Tax software

    Who does it

    • 8 of 95 runs / wk
    • 8 of 95 runs / wk
    • 12 of 95 runs / wk
    • 12 of 95 runs / wk
    • 12 of 95 runs / wk
    • 16 of 95 runs / wk
    • 15 of 95 runs / wk
    • 12 of 95 runs / wk

    Where it breaks

    • Measured off-season: in season the same step is several times as frequent.
    • Brokerage statements with many lots take the longest; the figures are typed line by line.

    Proposed agent

    Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

    Stays with people: Checking the figures and entering them in the return.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S03 · TaxFiling workpapers to the document system60 runs / wk · 5 h / wk
    60 / week240 / month
    5 min / run5 h / week · 20 h / month
    2 copies / run120 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findFind the finished workpaperTax software
    2. prepareName it to the firm's conventionExcel
    3. enterFile it in the client's folderDocument management

    Systems touched

    Document management · Excel · Tax software

    Who does it

    • 8 of 60 runs / wk
    • 8 of 60 runs / wk
    • 7 of 60 runs / wk
    • 11 of 60 runs / wk
    • 11 of 60 runs / wk
    • 11 of 60 runs / wk
    • 4 of 60 runs / wk

    Where it breaks

    • Three naming conventions were in use for the same kind of file.

    Proposed agent

    Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

    Stays with people: Filing it.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S04 · TaxTracking e-file acknowledgements35 runs / wk · 2.3 h / wk
    35 / week140 / month
    4 min / run2.3 h / week · 9.3 h / month
    2 copies / run70 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findCheck the e-file statusTax software
    2. enterUpdate the tracking spreadsheetExcel

    Systems touched

    Excel · Tax software

    Who does it

    • 10 of 35 runs / wk
    • 10 of 35 runs / wk
    • 10 of 35 runs / wk
    • 5 of 35 runs / wk

    Where it breaks

    • The tracking spreadsheet and the tax software disagreed on 3 returns during the window.

    Proposed agent

    E-file Tracker · Lists every return's e-file status, and any rejection, each morning.

    Stays with people: Fixing rejections; updating any tracker.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S05 · AdminAnswering "where's my return?" questions70 runs / wk · 7 h / wk
    70 / week280 / month
    6 min / run7 h / week · 28 h / month
    1 copies / run70 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findRead the client's questionOutlook
    2. findLook up the return's statusTax software
    3. prepareCheck the status boardExcel
    4. sendReply to the clientOutlook

    Systems touched

    Excel · Outlook · Tax software

    Who does it

    • 17 of 70 runs / wk
    • 17 of 70 runs / wk
    • 12 of 70 runs / wk
    • 6 of 70 runs / wk
    • 6 of 70 runs / wk
    • 12 of 70 runs / wk

    Where it breaks

    • The answer takes three places to find: the tax software, the status board and someone's inbox.
    • Partners answered 1 in 7 of these themselves.

    Proposed agent

    Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

    Stays with people: Reading the draft and sending it.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S06 · BookkeepingCategorizing bank-feed transactions for client books55 runs / wk · 18.3 h / wk
    55 / week220 / month
    20 min / run18.3 h / week · 73.3 h / month
    3 copies / run165 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findOpen the client's uncategorized transactionsQuickBooks Online
    2. prepareCheck last month's treatmentExcel
    3. enterCategorize the transactionsQuickBooks Online

    Systems touched

    Excel · QuickBooks Online

    Who does it

    • 11 of 55 runs / wk
    • 11 of 55 runs / wk
    • 11 of 55 runs / wk
    • 11 of 55 runs / wk
    • 7 of 55 runs / wk
    • 4 of 55 runs / wk

    Where it breaks

    • The largest single block of Bookkeeping's week.
    • Two clients' bank feeds broke during the window and were re-linked by hand.

    Proposed agent

    Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

    Stays with people: Accepting or changing each category in QuickBooks Online.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S07 · BookkeepingMonthly client books package3 runs / wk · 2.5 h / wk
    3 / week12 / month
    50 min / run2.5 h / week · 10 h / month
    5 copies / run15 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findExport the month's reportsQuickBooks Online
    2. prepareTidy them into the firm's layoutExcel
    3. sendEmail the package to the clientOutlook

    Systems touched

    Excel · Outlook · QuickBooks Online

    Who does it

    • 1 of 3 runs / wk
    • 2 of 3 runs / wk

    Where it breaks

    • The reports already exist in QuickBooks Online; the package is rebuilt in Excel each month.

    Proposed agent

    Package Prep · Assembles the monthly books package in the firm's layout.

    Stays with people: Checking it and sending it to the client.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S08 · AdminPreparing engagement letters12 runs / wk · 3 h / wk
    12 / week48 / month
    15 min / run3 h / week · 12 h / month
    4 copies / run48 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findOpen last year's letterDocument management
    2. prepareUpdate dates, fees and servicesWord
    3. sendSend it for signatureOutlook

    Systems touched

    Document management · Outlook · Word

    Who does it

    • 4 of 12 runs / wk
    • 8 of 12 runs / wk

    Where it breaks

    • Letters start from last year's copy, so old fees were caught on review twice in the window.

    Proposed agent

    Letter Drafts · Drafts next year's engagement letter from this year's, with the dates and fee changes marked.

    Stays with people: Approving the terms and sending for signature.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S09 · PartnersPartner review and sign-off40 runs / wk · 6.7 h / wk
    40 / week160 / month
    10 min / run6.7 h / week · 26.7 h / month
    0 copies / run0 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findRead the review requestOutlook
    2. findOpen the returnTax software
    3. decideSign off or send back notesTax software

    Systems touched

    Outlook · Tax software

    Who does it

    • 20 of 40 runs / wk
    • 20 of 40 runs / wk

    Where it breaks

    • Requests are worked in inbox order, not by due date.
    • Review notes go back by email and are re-typed into the return by the preparer.

    Proposed agent

    Review Queue · Keeps one list of returns waiting for partner review, ordered by due date.

    Stays with people: Every sign-off.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    S10 · AdminWeekly return status board5 runs / wk · 2.1 h / wk
    5 / week20 / month
    25 min / run2.1 h / week · 8.3 h / month
    6 copies / run30 copies / week

    Observed Observed runs and median minutes; month = 4 working weeks.

    Steps observed

    1. findCollect status updates from staff emailsOutlook
    2. prepareUpdate the status spreadsheetExcel
    3. sendEmail the board to the partnersOutlook

    Systems touched

    Excel · Outlook

    Who does it

    • 5 of 5 runs / wk

    Where it breaks

    • Built from emails and hallway updates; the tax software already holds most of it.

    Proposed agent

    Status Board · Builds the weekly return status board from the tax software instead of from emails.

    Stays with people: Checking it and sending it.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.03
    automatededge
    Edgerton / Assessment

    The proposed agents

    One agent per job.

    An agent is suggested for a procedure when it repeats every week, part of it is finding and gathering information, and that information lives in a system we can connect. The agent does the finding and preparing. A person still makes the decision and makes any change. Procedures done by the same people from the same systems share one agent.

    A1

    Admin · proposed read-only agent

    Document Chaser

    Works out which documents each client still owes, from what has actually arrived.

    Reads

    • Client portalBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    A daily missing-items list per client, with a drafted reminder for each one still outstanding.

    Stays with people

    Sending the reminders.

    Procedures

    People it could help

    Estimate4.8–6.4 h / wkSee method ↗
    A2

    Tax · proposed read-only agent

    Source Document Reader

    Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

    Reads

    • Client portalBuilt with you

    Produces in Switchboard

    A figures sheet per document, with anything unusual flagged.

    Stays with people

    Checking the figures and entering them in the return.

    Procedures

    People it could help

    Estimate3.3–5.5 h / wkSee method ↗
    A3

    Tax · proposed read-only agent

    Filing Assistant

    Proposes the name and folder for each finished workpaper, to the firm's convention.

    Reads

    • Tax softwareBuilt with you
    • Document managementBuilt with you

    Produces in Switchboard

    A filing list: each workpaper with its proposed name and folder.

    Stays with people

    Filing it.

    Procedures

    People it could help

    Estimate1.5–2.5 h / wkSee method ↗
    A4

    Tax · proposed read-only agent

    E-file Tracker

    Lists every return's e-file status, and any rejection, each morning.

    Reads

    • Tax softwareBuilt with you

    Produces in Switchboard

    An e-file status list, rejections first.

    Stays with people

    Fixing rejections; updating any tracker.

    Procedures

    People it could help

    Estimate0.7–1.2 h / wkSee method ↗
    A5

    Admin · proposed read-only agent

    Status Answers

    Drafts the answer to a client's "where's my return?" from the return's actual status.

    Reads

    • Microsoft 365Standard connection
    • Tax softwareBuilt with you

    Produces in Switchboard

    A drafted reply next to each question, with the status it came from.

    Stays with people

    Reading the draft and sending it.

    Procedures

    People it could help

    Estimate4.2–5.6 h / wkSee method ↗
    A6

    Bookkeeping · proposed read-only agent

    Categorization Drafts

    Suggests a category for each uncategorized transaction from how the client's books have treated it before.

    Reads

    • QuickBooks OnlineExploring next

    Produces in Switchboard

    A suggested category and the reason for each transaction, uncertain ones first.

    Stays with people

    Accepting or changing each category in QuickBooks Online.

    Procedures

    People it could help

    Estimate5.5–9.2 h / wkSee method ↗
    A7

    Bookkeeping · proposed read-only agent

    Package Prep

    Assembles the monthly books package in the firm's layout.

    Reads

    • QuickBooks OnlineExploring next
    • Microsoft 365Standard connection

    Produces in Switchboard

    A draft package for the bookkeeper to check.

    Stays with people

    Checking it and sending it to the client.

    Procedures

    People it could help

    Estimate1.5–2 h / wkSee method ↗
    A8

    Admin · proposed read-only agent

    Letter Drafts

    Drafts next year's engagement letter from this year's, with the dates and fee changes marked.

    Reads

    • Document managementBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    A drafted letter with every change highlighted.

    Stays with people

    Approving the terms and sending for signature.

    Procedures

    People it could help

    Estimate1.8–2.4 h / wkSee method ↗
    A9

    Partners · proposed read-only agent

    Review Queue

    Keeps one list of returns waiting for partner review, ordered by due date.

    Reads

    • Tax softwareBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    A review queue with due dates and the preparer's notes.

    Stays with people

    Every sign-off.

    Procedures

    People it could help

    EstimateNot sizedThe gain is order, not time: a partner still reviews every return. What changes is that the most urgent ones come first.See method ↗
    A10

    Admin · proposed read-only agent

    Status Board

    Builds the weekly return status board from the tax software instead of from emails.

    Reads

    • Tax softwareBuilt with you
    • Microsoft 365Standard connection

    Produces in Switchboard

    The status board, ready to send.

    Stays with people

    Checking it and sending it.

    Procedures

    People it could help

    Estimate1.2–1.7 h / wkSee method ↗
    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.04
    automatededge
    Edgerton / Assessment

    Systems and context

    Connect the sources. Teach the work.

    One connection does most of the work: 5 of the 10 agents need the tax software.

    SystemWhat it holdsConnection statusNeeded by
    Microsoft 365Email, Excel, Word, Teams, filesStandard connectionA connection we already support.6 agents
    Tax softwareReturns, e-file status, review notesBuilt with youNot a standard connection today. Scoped and built as a new integration, using the vendor's supported access.5 agents
    Client portalDocuments clients uploadBuilt with youNot a standard connection today. Depends on the portal's supported access.2 agents
    QuickBooks OnlineClient booksExploring nextNot available as a standard connection today. Timing confirmed in the proposal.2 agents
    Document managementWorkpapers, letters, client filesBuilt with youNot a standard connection today. Scoped with you.2 agents

    What each agent would need to read. Access, licensing and permissions are confirmed in the proposal.

    27 programs in use · 22 on the official list · 5 not on the list Observed From you

    How the system learns the business.

    An agent is only useful if it knows how Hartwell & Meyer works. The assessment is where that starts.

    1 / Connect

    Connect

    We connect the systems the agents need to read, with the access you agree.

    • Microsoft 365
    • The tax software
    • The client portal
    • The document management system
    • QuickBooks Online, when available
    2 / Create the skills and context

    Create the skills and context

    We write down how each procedure is done and the business facts an agent needs, then check them with the people who do the work.

    • One skill for each of the 10 procedures in the catalogue
    • Context: clients, entity types, engagement terms and the firm's naming convention
    • The review checklist partners use, written down so the Review Queue shows what each return still needs
    3 / Train

    Train

    We show each team its agents in Switchboard and how to make new ones by asking. We adjust the skills as people use them.

    • A session per team: Partners, Tax, Bookkeeping, Admin
    • Set up before tax season, so agents are in use from the first week
    • Agents run on EdgeKeeper, the dedicated server we manage
    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.05–06
    automatededge
    Edgerton / Assessment

    Estimates / the business case

    Time back, with the method visible.

    Estimated time is capacity your team gets back, not guaranteed cash savings.

    Today Observed66 h / wk
    Agents could take Estimate24–36 h / wk
    Across 48 working weeks Estimate1,170–1,770 h / year
    AgentToday h/wkCould take h/wkYear hours
    Document Chaser84.8–6.4230–310
    Source Document Reader11.13.3–5.5160–270
    Filing Assistant51.5–2.570–120
    E-file Tracker2.30.7–1.230–60
    Status Answers74.2–5.6200–270
    Categorization Drafts18.35.5–9.2260–440
    Package Prep2.51.5–270–100
    Letter Drafts31.8–2.490–120
    Review Queue6.7Not sizedNot sized
    Status Board2.11.2–1.760–80
    Total6624–361,170–1,770

    Estimate Value of time, not cash savings or ROI

    Current procedure time: $143,000 / year

    Proposed agent time back: $53,000–$80,000 / year

    All figures above use $45 an hour, a placeholder loaded hourly cost. Change it to your own rate. The proposal sets this against build and operating cost.

    Where the estimated time sits.

    Estimate

    Team ranges below sum the rounded ranges on each person’s card; small differences from the company range are rounding.

    Partners

    0.8–1.0 h / wk

    Tax

    6.1–10.0 h / wk

    Bookkeeping

    7.0–11.1 h / wk

    Admin

    10.7–14.4 h / wk

    The method

    1. For each procedure, multiply the runs a week by the typical minutes a run. That gives hours a week today.
    2. Classify each procedure by its last step. Read and report: the result is an update or reply a person sends. Read, then enter: the result is typed into a system. Decide: the result is an approval.
    3. Assume an agent takes 60% to 80% of a read-and-report procedure and 30% to 50% of a read-then-enter procedure. Decide procedures get no hours. The rest stays with a person: checking, deciding, entering and sending.
    4. Multiply by 48 working weeks for a year, and by $45 an hour for a value. Both are placeholders you can change.

    Not counted

    • Review Queue: the gain is timing, not time.
    • 100 hand copies a week that happen outside the named procedures.
    • Time lost to constant window changes. It is real, but an agent does not fix it directly.
    • The entering and sending that stays with people: about 30 to 42 hours a week. Removing it means a build that writes to your systems, scoped with you and a business case.
    • Any cost. This is the value of time, not a return on investment. The proposal sets it against the cost to build and run.
    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.07
    automatededge
    Edgerton / Assessment

    What happens next

    Check the work together.

    1 / NEXT

    Walk through this report together

    We check the procedures and the numbers with the people who do the work.

    2 / NEXT

    Proposal

    Connections, agents, price and date, with the estimated time set against the cost.

    3 / NEXT

    Decide

    Go ahead, start smaller, or stop here. The report is yours to keep either way.

    How we measured

    10 business days across 24 computers. Workflow: programs, window titles, active time and screen context. No audio. Staff told in writing before anything ran.

    Not measured: One seasonal preparer works from home in tax season and was not part of this off-season measurement.

    The measurement data is Hartwell & Meyer's. It is deleted five business days after this report is delivered.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.08

    Individual work patterns

    People behind the process.

    Choose a person to see their work, related machines and procedures, and the basis for any time estimate.

    24 of 24 people

    Person record From you

    Margaret Hartwell

    Managing Partner · Partners · Main office

    Active / day Observed8.2 h
    Window changes / day Observed148
    Quiet stretch Observed8 min
    Usual hours Observed
    8am to 6:30pm
    After-hours activity Observed
    13%
    Meetings / week Observed
    11 h
    Procedure time / week Observed
    3.9 h

    Programs / active time Observed

    Outlook
    32%
    Tax software
    28%
    Excel
    16%
    Document management
    8%
    Teams
    10%
    PDF reader
    6%

    Procedures / this person’s runs Observed

    • 6 of 70 runs / wk
    • 20 of 40 runs / wk

    Machines Observed

    Agents that could help Estimate

    Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

    Review Queue · Keeps one list of returns waiting for partner review, ordered by due date.

    Estimate0.4–0.5 h / week backSee estimate method ↗

    One of two partners who sign off returns.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Machine context

    A closer look at each machine.

    Choose a machine to see its assigned person, activity, applications and health context.

    24 of 24 machines

    Machine record Observed

    HM-PTR-01

    Desktop · Windows 11 Pro · Main office

    Active / day Observed8.2 h
    Idle share Observed14%
    After-hours share Observed13%
    Used by From you
    Usual hours Observed
    8am to 6:30pm
    Programs in use Observed
    11
    Health score Observed
    91

    Top programs Observed

    Outlook · Tax software · Excel

    Programs outside official list ObservedFrom you

    None recorded.

    Health domains Observed

    disk goodperformance goodpatches warnbackups goodservices good

    Risks / review needed Review needed

    • Security updates waiting more than 30 days.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Complete record appendix

    People and machines.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result. All supplied records appear here, independent of the selected view or search.

    People

    Person record / Appendix From you

    Margaret Hartwell

    Managing Partner · Partners · Main office

    Active / day Observed8.2 h
    Window changes / day Observed148
    Quiet stretch Observed8 min
    Usual hours Observed
    8am to 6:30pm
    After-hours activity Observed
    13%
    Meetings / week Observed
    11 h
    Procedure time / week Observed
    3.9 h

    Programs / active time Observed

    Outlook
    32%
    Tax software
    28%
    Excel
    16%
    Document management
    8%
    Teams
    10%
    PDF reader
    6%

    Procedures / this person’s runs Observed

    • 6 of 70 runs / wk
    • 20 of 40 runs / wk

    Machines Observed

    Agents that could help Estimate

    Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

    Review Queue · Keeps one list of returns waiting for partner review, ordered by due date.

    Estimate0.4–0.5 h / week backSee estimate method ↗

    One of two partners who sign off returns.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    David Meyer

    Tax Partner · Partners · Main office

    Active / day Observed8.1 h
    Window changes / day Observed132
    Quiet stretch Observed5 min
    Usual hours Observed
    7:30am to 5:30pm
    After-hours activity Observed
    13%
    Meetings / week Observed
    11 h
    Procedure time / week Observed
    3.9 h

    Programs / active time Observed

    Outlook
    33%
    Tax software
    28%
    Excel
    14%
    Document management
    12%
    Teams
    5%
    PDF reader
    8%

    Procedures / this person’s runs Observed

    • 6 of 70 runs / wk
    • 20 of 40 runs / wk

    Machines Observed

    Agents that could help Estimate

    Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

    Review Queue · Keeps one list of returns waiting for partner review, ordered by due date.

    Estimate0.4–0.5 h / week backSee estimate method ↗

    One of two partners who sign off returns.

    Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

    Person record / Appendix From you

    Sunita Rao

    Client Accounting Services Partner · Partners · Main office

    Active / day Observed7.5 h
    Window changes / day Observed148
    Quiet stretch Observed6 min
    Usual hours Observed
    7:30am to 6:30pm
    After-hours activity Observed
    14%
    Meetings / week Observed
    11 h
    Procedure time / week Observed
    0 h

    Programs / active time Observed

    Outlook
    33%
    Tax software
    27%
    Excel
    12%
    Document management
    14%
    Teams
    7%
    PDF reader
    7%

    Procedures / this person’s runs Observed

      Machines Observed

      Agents that could help Estimate

      Estimate0–0 h / week backSee estimate method ↗

      Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

      Person record / Appendix From you

      Owen Gallagher

      Tax Partner · Partners · Main office

      Active / day Observed8 h
      Window changes / day Observed145
      Quiet stretch Observed7 min
      Usual hours Observed
      7:30am to 6:30pm
      After-hours activity Observed
      8%
      Meetings / week Observed
      11 h
      Procedure time / week Observed
      0 h

      Programs / active time Observed

      Outlook
      38%
      Tax software
      25%
      Excel
      11%
      Document management
      7%
      Teams
      11%
      PDF reader
      8%

      Procedures / this person’s runs Observed

        Machines Observed

        Agents that could help Estimate

        Estimate0–0 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Rachel Stein

        Tax Manager · Tax · Main office

        Active / day Observed7.6 h
        Window changes / day Observed124
        Quiet stretch Observed8 min
        Usual hours Observed
        8:30am to 5pm
        After-hours activity Observed
        7%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.2 h

        Programs / active time Observed

        Tax software
        32%
        Outlook
        23%
        Excel
        16%
        Client portal
        15%
        PDF reader
        11%
        Document management
        3%

        Procedures / this person’s runs Observed

        • 4 of 60 runs / wk
        • 10 of 35 runs / wk
        • 12 of 70 runs / wk

        Machines Observed

        Agents that could help Estimate

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        E-file Tracker · Lists every return's e-file status, and any rejection, each morning.

        Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

        Estimate1–1.5 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Kevin Liu

        Senior Tax Accountant · Tax · Main office

        Active / day Observed7.9 h
        Window changes / day Observed118
        Quiet stretch Observed6 min
        Usual hours Observed
        8:30am to 5:30pm
        After-hours activity Observed
        5%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        1.6 h

        Programs / active time Observed

        Tax software
        36%
        Outlook
        19%
        Excel
        12%
        Client portal
        12%
        PDF reader
        13%
        Document management
        8%

        Procedures / this person’s runs Observed

        • 8 of 95 runs / wk
        • 10 of 35 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        E-file Tracker · Lists every return's e-file status, and any rejection, each morning.

        Estimate0.5–0.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Maya Johnson

        Senior Tax Accountant · Tax · Main office

        Active / day Observed6.9 h
        Window changes / day Observed108
        Quiet stretch Observed10 min
        Usual hours Observed
        8am to 5:30pm
        After-hours activity Observed
        6%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        1.6 h

        Programs / active time Observed

        Tax software
        35%
        Outlook
        17%
        Excel
        19%
        Client portal
        15%
        PDF reader
        11%
        Document management
        3%

        Procedures / this person’s runs Observed

        • 8 of 95 runs / wk
        • 10 of 35 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        E-file Tracker · Lists every return's e-file status, and any rejection, each morning.

        Estimate0.5–0.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Carlos Mendes

        Tax Accountant · Tax · Main office

        Active / day Observed7.2 h
        Window changes / day Observed117
        Quiet stretch Observed7 min
        Usual hours Observed
        8am to 5pm
        After-hours activity Observed
        3%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.1 h

        Programs / active time Observed

        Tax software
        32%
        Outlook
        23%
        Excel
        18%
        Client portal
        11%
        PDF reader
        7%
        Document management
        9%

        Procedures / this person’s runs Observed

        • 12 of 95 runs / wk
        • 8 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.6–1 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Hannah Brooks

        Tax Accountant · Tax · Main office

        Active / day Observed7.6 h
        Window changes / day Observed98
        Quiet stretch Observed10 min
        Usual hours Observed
        8:30am to 5pm
        After-hours activity Observed
        4%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.1 h

        Programs / active time Observed

        Tax software
        33%
        Outlook
        20%
        Excel
        18%
        Client portal
        12%
        PDF reader
        11%
        Document management
        6%

        Procedures / this person’s runs Observed

        • 12 of 95 runs / wk
        • 8 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.6–1 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Jordan Pierce

        Tax Accountant · Tax · Main office

        Active / day Observed7.7 h
        Window changes / day Observed95
        Quiet stretch Observed6 min
        Usual hours Observed
        8am to 5pm
        After-hours activity Observed
        7%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2 h

        Programs / active time Observed

        Tax software
        32%
        Outlook
        20%
        Excel
        18%
        Client portal
        14%
        PDF reader
        13%
        Document management
        3%

        Procedures / this person’s runs Observed

        • 12 of 95 runs / wk
        • 7 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.6–1 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Aaliyah Grant

        Staff Accountant · Tax · Main office

        Active / day Observed7 h
        Window changes / day Observed121
        Quiet stretch Observed9 min
        Usual hours Observed
        8am to 5:30pm
        After-hours activity Observed
        5%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.8 h

        Programs / active time Observed

        Tax software
        33%
        Outlook
        19%
        Excel
        16%
        Client portal
        14%
        PDF reader
        8%
        Document management
        10%

        Procedures / this person’s runs Observed

        • 16 of 95 runs / wk
        • 11 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.8–1.4 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Nikhil Shah

        Staff Accountant · Tax · Main office

        Active / day Observed7.9 h
        Window changes / day Observed129
        Quiet stretch Observed7 min
        Usual hours Observed
        8am to 5pm
        After-hours activity Observed
        2%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.7 h

        Programs / active time Observed

        Tax software
        31%
        Outlook
        22%
        Excel
        18%
        Client portal
        10%
        PDF reader
        10%
        Document management
        9%

        Procedures / this person’s runs Observed

        • 15 of 95 runs / wk
        • 11 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.8–1.3 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Liam Walsh

        Staff Accountant · Tax · Main office

        Active / day Observed7.3 h
        Window changes / day Observed119
        Quiet stretch Observed10 min
        Usual hours Observed
        8:30am to 5:30pm
        After-hours activity Observed
        6%
        Meetings / week Observed
        3 h
        Procedure time / week Observed
        2.3 h

        Programs / active time Observed

        Tax software
        35%
        Outlook
        21%
        Excel
        18%
        Client portal
        13%
        PDF reader
        6%
        Document management
        7%

        Procedures / this person’s runs Observed

        • 12 of 95 runs / wk
        • 11 of 60 runs / wk

        Machines Observed

        Agents that could help Estimate

        Source Document Reader · Reads K-1s, 1099s and brokerage statements and lays out the figures in the order the return asks for them.

        Filing Assistant · Proposes the name and folder for each finished workpaper, to the firm's convention.

        Estimate0.7–1.2 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Sofia Russo

        Client Accounting Manager · Bookkeeping · Main office

        Active / day Observed7.5 h
        Window changes / day Observed94
        Quiet stretch Observed10 min
        Usual hours Observed
        8am to 4:30pm
        After-hours activity Observed
        2%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        2.2 h

        Programs / active time Observed

        QuickBooks Online
        39%
        Excel
        21%
        Outlook
        16%
        Chrome (bank sites)
        12%
        PDF reader
        12%

        Procedures / this person’s runs Observed

        • 4 of 55 runs / wk
        • 1 of 3 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Package Prep · Assembles the monthly books package in the firm's layout.

        Estimate0.9–1.3 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Ethan Cole

        Senior Bookkeeper · Bookkeeping · Main office

        Active / day Observed7.1 h
        Window changes / day Observed92
        Quiet stretch Observed9 min
        Usual hours Observed
        8:30am to 4:30pm
        After-hours activity Observed
        2%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        5.3 h

        Programs / active time Observed

        QuickBooks Online
        45%
        Excel
        19%
        Outlook
        23%
        Chrome (bank sites)
        9%
        PDF reader
        4%

        Procedures / this person’s runs Observed

        • 11 of 55 runs / wk
        • 2 of 3 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Package Prep · Assembles the monthly books package in the firm's layout.

        Estimate2.1–3.2 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Mei Tanaka

        Bookkeeper · Bookkeeping · Main office

        Active / day Observed7.7 h
        Window changes / day Observed105
        Quiet stretch Observed9 min
        Usual hours Observed
        8:30am to 4:30pm
        After-hours activity Observed
        1%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        3.7 h

        Programs / active time Observed

        QuickBooks Online
        43%
        Excel
        21%
        Outlook
        18%
        Chrome (bank sites)
        13%
        PDF reader
        5%

        Procedures / this person’s runs Observed

        • 11 of 55 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Estimate1.1–1.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Daniel Okafor

        Bookkeeper · Bookkeeping · Main office

        Active / day Observed7.7 h
        Window changes / day Observed83
        Quiet stretch Observed10 min
        Usual hours Observed
        8am to 5pm
        After-hours activity Observed
        4%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        3.7 h

        Programs / active time Observed

        QuickBooks Online
        49%
        Excel
        22%
        Outlook
        17%
        Chrome (bank sites)
        6%
        PDF reader
        6%

        Procedures / this person’s runs Observed

        • 11 of 55 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Estimate1.1–1.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Lucia Ferreira

        Bookkeeper · Bookkeeping · Main office

        Active / day Observed7.4 h
        Window changes / day Observed100
        Quiet stretch Observed9 min
        Usual hours Observed
        8:30am to 5pm
        After-hours activity Observed
        4%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        3.7 h

        Programs / active time Observed

        QuickBooks Online
        43%
        Excel
        20%
        Outlook
        19%
        Chrome (bank sites)
        8%
        PDF reader
        10%

        Procedures / this person’s runs Observed

        • 11 of 55 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Estimate1.1–1.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Sam Whitfield

        Payroll and Bookkeeping Specialist · Bookkeeping · Main office

        Active / day Observed7.3 h
        Window changes / day Observed98
        Quiet stretch Observed8 min
        Usual hours Observed
        8:30am to 4:30pm
        After-hours activity Observed
        3%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        2.3 h

        Programs / active time Observed

        QuickBooks Online
        42%
        Excel
        22%
        Outlook
        18%
        Chrome (bank sites)
        10%
        PDF reader
        8%

        Procedures / this person’s runs Observed

        • 7 of 55 runs / wk

        Machines Observed

        Agents that could help Estimate

        Categorization Drafts · Suggests a category for each uncategorized transaction from how the client's books have treated it before.

        Estimate0.7–1.2 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Linda Harper

        Office Manager · Admin · Main office

        Active / day Observed7.5 h
        Window changes / day Observed116
        Quiet stretch Observed9 min
        Usual hours Observed
        8am to 5pm
        After-hours activity Observed
        3%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        5.5 h

        Programs / active time Observed

        Outlook
        36%
        Client portal
        15%
        Word
        17%
        Excel
        17%
        Practice management
        12%
        Teams
        3%

        Procedures / this person’s runs Observed

        • 10 of 120 runs / wk
        • 17 of 70 runs / wk
        • 4 of 12 runs / wk
        • 5 of 5 runs / wk

        Machines Observed

        Agents that could help Estimate

        Document Chaser · Works out which documents each client still owes, from what has actually arrived.

        Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

        Letter Drafts · Drafts next year's engagement letter from this year's, with the dates and fee changes marked.

        Status Board · Builds the weekly return status board from the tax software instead of from emails.

        Estimate3.3–4.4 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Jasmine Wright

        Client Services Coordinator · Admin · Main office

        Active / day Observed7.5 h
        Window changes / day Observed126
        Quiet stretch Observed7 min
        Usual hours Observed
        8:30am to 5pm
        After-hours activity Observed
        3%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        6.4 h

        Programs / active time Observed

        Outlook
        41%
        Client portal
        16%
        Word
        13%
        Excel
        16%
        Practice management
        7%
        Teams
        7%

        Procedures / this person’s runs Observed

        • 40 of 120 runs / wk
        • 17 of 70 runs / wk
        • 8 of 12 runs / wk

        Machines Observed

        Agents that could help Estimate

        Document Chaser · Works out which documents each client still owes, from what has actually arrived.

        Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

        Letter Drafts · Drafts next year's engagement letter from this year's, with the dates and fee changes marked.

        Estimate3.8–5.1 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Tyler Nguyen

        Administrative Assistant · Admin · Main office

        Active / day Observed7.3 h
        Window changes / day Observed139
        Quiet stretch Observed8 min
        Usual hours Observed
        8:30am to 4:30pm
        After-hours activity Observed
        1%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        2.3 h

        Programs / active time Observed

        Outlook
        36%
        Client portal
        18%
        Word
        16%
        Excel
        12%
        Practice management
        14%
        Teams
        4%

        Procedures / this person’s runs Observed

        • 30 of 120 runs / wk
        • 5 of 35 runs / wk

        Machines Observed

        Agents that could help Estimate

        Document Chaser · Works out which documents each client still owes, from what has actually arrived.

        E-file Tracker · Lists every return's e-file status, and any rejection, each morning.

        Estimate1.3–1.8 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Rebecca Owens

        Administrative Assistant · Admin · Main office

        Active / day Observed7.6 h
        Window changes / day Observed130
        Quiet stretch Observed7 min
        Usual hours Observed
        8am to 4:30pm
        After-hours activity Observed
        2%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        2 h

        Programs / active time Observed

        Outlook
        42%
        Client portal
        17%
        Word
        14%
        Excel
        11%
        Practice management
        11%
        Teams
        5%

        Procedures / this person’s runs Observed

        • 30 of 120 runs / wk

        Machines Observed

        Agents that could help Estimate

        Document Chaser · Works out which documents each client still owes, from what has actually arrived.

        Estimate1.2–1.6 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Person record / Appendix From you

        Marco Bianchi

        Receptionist · Admin · Main office

        Active / day Observed7.1 h
        Window changes / day Observed145
        Quiet stretch Observed7 min
        Usual hours Observed
        8am to 4:30pm
        After-hours activity Observed
        3%
        Meetings / week Observed
        2 h
        Procedure time / week Observed
        1.9 h

        Programs / active time Observed

        Outlook
        37%
        Client portal
        20%
        Word
        12%
        Excel
        17%
        Practice management
        11%
        Teams
        3%

        Procedures / this person’s runs Observed

        • 10 of 120 runs / wk
        • 12 of 70 runs / wk

        Machines Observed

        Agents that could help Estimate

        Document Chaser · Works out which documents each client still owes, from what has actually arrived.

        Status Answers · Drafts the answer to a client's "where's my return?" from the return's actual status.

        Estimate1.1–1.5 h / week backSee estimate method ↗

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machines

        Machine record / Appendix Observed

        HM-PTR-01

        Desktop · Windows 11 Pro · Main office

        Active / day Observed8.2 h
        Idle share Observed14%
        After-hours share Observed13%
        Used by From you
        Usual hours Observed
        8am to 6:30pm
        Programs in use Observed
        11
        Health score Observed
        91

        Top programs Observed

        Outlook · Tax software · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches warnbackups goodservices good

        Risks / review needed Review needed

        • Security updates waiting more than 30 days.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-PTR-02

        Desktop · Windows 11 Pro · Main office

        Active / day Observed8.1 h
        Idle share Observed14%
        After-hours share Observed13%
        Used by From you
        Usual hours Observed
        7:30am to 5:30pm
        Programs in use Observed
        11
        Health score Observed
        98

        Top programs Observed

        Outlook · Tax software · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-PTR-03

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.5 h
        Idle share Observed14%
        After-hours share Observed14%
        Used by From you
        Usual hours Observed
        7:30am to 6:30pm
        Programs in use Observed
        11
        Health score Observed
        96

        Top programs Observed

        Outlook · Tax software · Document management

        Programs outside official list ObservedFrom you

        • A personal file-sync app

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A personal file-sync app.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-PTR-04

        Desktop · Windows 11 Pro · Main office

        Active / day Observed8 h
        Idle share Observed14%
        After-hours share Observed8%
        Used by From you
        Usual hours Observed
        7:30am to 6:30pm
        Programs in use Observed
        11
        Health score Observed
        99

        Top programs Observed

        Outlook · Tax software · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-01

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.6 h
        Idle share Observed14%
        After-hours share Observed7%
        Used by From you
        Usual hours Observed
        8:30am to 5pm
        Programs in use Observed
        11
        Health score Observed
        97

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        • A personal note-taking app

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A personal note-taking app.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-02

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.9 h
        Idle share Observed14%
        After-hours share Observed5%
        Used by From you
        Usual hours Observed
        8:30am to 5:30pm
        Programs in use Observed
        11
        Health score Observed
        100

        Top programs Observed

        Tax software · Outlook · PDF reader

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-03

        Desktop · Windows 11 Pro · Main office

        Active / day Observed6.9 h
        Idle share Observed14%
        After-hours share Observed6%
        Used by From you
        Usual hours Observed
        8am to 5:30pm
        Programs in use Observed
        11
        Health score Observed
        98

        Top programs Observed

        Tax software · Excel · Outlook

        Programs outside official list ObservedFrom you

        • A free PDF editor

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A free PDF editor.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-04

        Desktop · Windows 10 Pro · Main office

        Active / day Observed7.2 h
        Idle share Observed14%
        After-hours share Observed3%
        Used by From you
        Usual hours Observed
        8am to 5pm
        Programs in use Observed
        11
        Health score Observed
        72

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches criticalbackups goodservices good

        Risks / review needed Review needed

        • Runs Windows 10. Standard support ended in October 2025; check whether it is covered by extended security updates, or plan the upgrade.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-05

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.6 h
        Idle share Observed14%
        After-hours share Observed4%
        Used by From you
        Usual hours Observed
        8:30am to 5pm
        Programs in use Observed
        11
        Health score Observed
        99

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-06

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.7 h
        Idle share Observed14%
        After-hours share Observed7%
        Used by From you
        Usual hours Observed
        8am to 5pm
        Programs in use Observed
        11
        Health score Observed
        97

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        • A free PDF editor

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A free PDF editor.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-07

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7 h
        Idle share Observed14%
        After-hours share Observed5%
        Used by From you
        Usual hours Observed
        8am to 5:30pm
        Programs in use Observed
        11
        Health score Observed
        100

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-08

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.9 h
        Idle share Observed14%
        After-hours share Observed2%
        Used by From you
        Usual hours Observed
        8am to 5pm
        Programs in use Observed
        11
        Health score Observed
        98

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-TAX-09

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.3 h
        Idle share Observed14%
        After-hours share Observed6%
        Used by From you
        Usual hours Observed
        8:30am to 5:30pm
        Programs in use Observed
        11
        Health score Observed
        Unknown

        Top programs Observed

        Tax software · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk unknownperformance unknownpatches unknownbackups unknownservices unknown

        The health check was not switched on for this computer.

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-01

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.5 h
        Idle share Observed14%
        After-hours share Observed2%
        Used by From you
        Usual hours Observed
        8am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        99

        Top programs Observed

        QuickBooks Online · Excel · Outlook

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-02

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.1 h
        Idle share Observed14%
        After-hours share Observed2%
        Used by From you
        Usual hours Observed
        8:30am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        88

        Top programs Observed

        QuickBooks Online · Outlook · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk warnperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • Less than 15% disk space left; client file exports are stored locally.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-03

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.7 h
        Idle share Observed14%
        After-hours share Observed1%
        Used by From you
        Usual hours Observed
        8:30am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        100

        Top programs Observed

        QuickBooks Online · Excel · Outlook

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-04

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.7 h
        Idle share Observed14%
        After-hours share Observed4%
        Used by From you
        Usual hours Observed
        8am to 5pm
        Programs in use Observed
        11
        Health score Observed
        98

        Top programs Observed

        QuickBooks Online · Excel · Outlook

        Programs outside official list ObservedFrom you

        • A free PDF editor

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A free PDF editor.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-05

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.4 h
        Idle share Observed14%
        After-hours share Observed4%
        Used by From you
        Usual hours Observed
        8:30am to 5pm
        Programs in use Observed
        11
        Health score Observed
        96

        Top programs Observed

        QuickBooks Online · Excel · Outlook

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-CAS-06

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.3 h
        Idle share Observed14%
        After-hours share Observed3%
        Used by From you
        Usual hours Observed
        8:30am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        99

        Top programs Observed

        QuickBooks Online · Excel · Outlook

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-ADM-01

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.5 h
        Idle share Observed14%
        After-hours share Observed3%
        Used by From you
        Usual hours Observed
        8am to 5pm
        Programs in use Observed
        11
        Health score Observed
        97

        Top programs Observed

        Outlook · Word · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-ADM-02

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.5 h
        Idle share Observed14%
        After-hours share Observed3%
        Used by From you
        Usual hours Observed
        8:30am to 5pm
        Programs in use Observed
        11
        Health score Observed
        100

        Top programs Observed

        Outlook · Client portal · Excel

        Programs outside official list ObservedFrom you

        • A browser extension for screenshots

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A browser extension for screenshots.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-ADM-03

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.3 h
        Idle share Observed14%
        After-hours share Observed1%
        Used by From you
        Usual hours Observed
        8:30am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        98

        Top programs Observed

        Outlook · Client portal · Word

        Programs outside official list ObservedFrom you

        • A second PDF editor

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        • 1 program not on Hartwell & Meyer's official list: A second PDF editor.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-ADM-04

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.6 h
        Idle share Observed14%
        After-hours share Observed2%
        Used by From you
        Usual hours Observed
        8am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        96

        Top programs Observed

        Outlook · Client portal · Word

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices good

        Risks / review needed Review needed

        No specific risk recorded.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Machine record / Appendix Observed

        HM-ADM-05

        Desktop · Windows 11 Pro · Main office

        Active / day Observed7.1 h
        Idle share Observed14%
        After-hours share Observed3%
        Used by From you
        Usual hours Observed
        8am to 4:30pm
        Programs in use Observed
        11
        Health score Observed
        90

        Top programs Observed

        Outlook · Client portal · Excel

        Programs outside official list ObservedFrom you

        None recorded.

        Health domains Observed

        disk goodperformance goodpatches goodbackups goodservices warn

        Risks / review needed Review needed

        • The backup agent stopped twice during the window.

        Sample report. Hartwell & Meyer CPAs is a fictional company and every figure here is example data, not a client result.

        Your business. Your evidence.

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        Edgerton measures the work you agree to assess. You keep the findings and decide what to build. A proposal compares the estimated benefit with the actual build and operating costs.

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