(01) — Maua Systems · for firm owners

Your seasonal admin quits every May. Your system shouldn't.

Done-for-you AI operations for small tax and accounting firms: documents get chased until the checklist closes itself, status questions get answered on WhatsApp in seconds, and new-client intake arrives already filled in. Installed in 30 days — and operated with you, by a firm owner who runs his own practice on it every day.

Installed in 30 days Operated all season EN · ES · PT WhatsApp-native

Book the $249 diagnostic → Talk on WhatsApp

(02) — Where the season goes

February shouldn't run on your cell phone.

You didn't open a firm to chase W-2s and answer "did you get my documents?" nine times before lunch. But that is where the hours go — and every year the fix is a seasonal admin who costs $18–22K, needs training in January, and is gone by May.

A 300-return firm spends roughly 20 minutes per return chasing documents and answering status calls. That is 100 hours in a season — $15,000 at a $150 realization rate — before counting the clients turned away for lack of capacity.

Fig. 01 — illustrative math. The diagnostic runs it on your firm's real numbers.

(03) — The system

Five engines. Start with one.

Not software you learn. An operations layer we configure to your firm — your checklists, your approved answers, your clients' languages — and then run with you.

Fig. 02 — the 25-second version.

ENGINE 1

Document chasing on autopilot

Every client gets a personal checklist. The system requests, reminds, receives, classifies, and files — over WhatsApp, SMS, and email — and only escalates when a client actually stalls. You see one board: who is complete, who is close, who needs a call.

ENGINE 2

An AI front desk that knows your firm

Status questions, document logistics, and new-lead intake answered instantly, correctly, in your client's language, day and night. Grounded in your firm's approved answers, with a hard line it never crosses: no tax advice, no promises, and a clean handoff to you when it matters.

ENGINE 3

Intake that fills itself

New clients get a prefilled organizer and are asked only for what is missing. Engagement letters go out and come back signed without crossing your desk.

ENGINE 4

Bank statements that collect themselves

Monthly and quarterly chasing for your books clients — statements, cards, receipts — until the folder is complete, plus month-end reports delivered to their portal and confirmed read. The collection half of bookkeeping, off your plate.

ENGINE 5

A formation desk that preps itself

Your LLC formation flow, white-labeled: trilingual intake wizard, document checklist, engagement letter out and signed, and prefilled Articles and EIN packets ready for your staff to file. Prepared, never auto-filed — your name stays on the filing.

The campaign board: six clients, each with a document checklist progress bar, and a remind-outstanding button — Fig. 03 — one board: who is complete, who is close, who needs a call.

The AI front desk answering a client in Portuguese, grounded in her real checklist — Fig. 04 — a real answer, in the client's language, grounded in her actual checklist.

The client portal organizer at 9 of 9 items complete — Fig. 05 — the client's organizer: 9 of 9 collected, zero staff touches.

Live screenshots of the system that runs our own firm — client names are fictional demo data.

(04) — Proof of work

Built by a firm owner — not an agency.

Maua Systems is the operations layer Rafael Dantas built for his own Florida tax and accounting practice, serving clients who live on WhatsApp. It runs his firm every day — the chasing, the front desk, the intake, the month-end reporting. What you install is not a demo: it is the stack a working firm already runs on, minus the years spent building it.

(05) — How it starts

It starts with a diagnostic, not a contract.

STEP 1

Operations Diagnostic — $249

A written teardown of your intake → documents → delivery flow, with the hour-leak math on your numbers. Useful whether or not you hire us — and credited in full against your install if you do.

STEP 2

Start with one engine — $490 + $390/mo

Pick the engine that hurts most — usually the AI front desk. Installed in two weeks, configured to your firm, month to month: cancel whenever.

STEP 3

Grow into the full operation

Add engines when you are ready: any three run for $890 a month, the full practice — all five — for $1,190, and the fully operated tier ($1,490) adds a dedicated operator, monthly metrics reports, and season surge support.

One engine

$390/mo

$490 install · month to month

Any three

$890/mo

save $280/mo

vs. three singles

Full practice — all five

$1,190/mo

save $760/mo

the whole firm on rails

Operated

$1,490/mo

operator + metrics + season surge included

Every plan is month to month — and the $249 diagnostic is credited against your install.

The guarantee: with the document engine, at least 70% of document requests fulfilled with zero staff touches in your first 30 days — or that month costs nothing. And everything is month to month: no contracts, no lock-in.

Capacity is real: a maximum of two firms onboard per month, and nothing new from December 15 to the end of tax season.

(06) — Questions firm owners ask

The honest answers.

We already pay for TaxDome, Karbon, or a client portal.

And your clients still text you photos of W-2s. The portal graveyard is exactly the gap: we do not replace your software — we make the client actually not need to call you, and what we collect lands wherever your workflow already lives.

Clients send us W-2s by email and text today. Is that a problem?

More than most owners realize. Under the FTC Safeguards Rule, every paid preparer is a financial institution — required to keep a written information security plan, encrypt client data in transit and at rest, and control who accesses it; your PTIN renewal now has you attest to those responsibilities under penalty of perjury. And IRS Pub 4557 tells preparers not to move taxpayer documents over plain email. A tracked, encrypted intake channel with an audit trail covers the collection side of those duties. The plan and policies stay yours — no tool alone makes a firm compliant — but W-2s in your text messages is the first thing the diagnostic flags.

What if the AI tells a client something wrong?

It never gives tax advice — that limit is enforced in code, not in a prompt. It answers logistics and your approved FAQs, in the client's language, and hands anything else to your team. You review every answer it is allowed to give before it goes live.

What does it cost?

A $249 diagnostic first — always. Then start with a single engine: $490 to install and $390 a month, month to month. Any three engines run $890 a month; all five — the full practice — $1,190; fully operated is $1,490. If the math does not work for your volume, the diagnostic says so and we stop there.

You run a firm — why equip other firms?

Because Florida has thousands of immigrant-owned businesses and not enough firms serving them well. We would rather run the operations layer of this niche than compete over returns.