Operations Hub
A custom operations platform for a CPA firm. Interactive SOPs, staff training, project tracking, and a firm resources portal in one system.
Situation
A small CPA firm in its growth phase. Between 3 and 5 staff, tax season approaching, and the entire operation tracked across email threads, spreadsheets, and one partner's memory. Critical knowledge about how the firm ran its processes wasn't documented anywhere. It lived in one person's head.
Complication
Tax season requires consistent execution of multi-step processes. Without documented processes, every new staff member repeats the same mistakes. Without project tracking, statuses and deadlines depend on whoever remembers what. Without a structured way to train staff, onboarding is scattered and inconsistent.
The tribal knowledge risk was real: if the partner wasn't available, the default answer was to wait. The firm couldn't scale that way.
What I Did
I started with a discovery session to map the actual workflows before designing anything. That produced five integrated modules, each solving a specific operational gap.
The platform authenticates through the firm's existing Microsoft account (Entra ID SSO), so there are no new passwords to manage. Role-based access controls what each team member can see and edit. Content the firm manages (bios, services, testimonials) flows through Sanity CMS. Operational data (projects, SOP states, training progress) lives in Postgres.
Dashboard
KPI cards, project tracker with status workflow (T1 personal tax, compilations), and quick-access links to every module.
Process SOPs
Interactive step-by-step guides for tax preparation and compilation workflows. Each step has checklists, responsible roles, and expandable detail.
Staff Training
Practice management software guide with 13 modules. Tracks completion percentage per user.
Firm Resources
Centralized portal for protocols, external tool links, and reference materials. Replaces the old "ask the partner" workflow.
Public Website
Marketing site with services, team bios, and contact. CMS-managed, client-editable.
Result
The team has a system they open every morning instead of emailing the same person. SOPs live in the hub, not in someone's email drafts. Onboarding has a documented path. The partner is no longer the only person who knows how anything works.
5 modules
Dashboard, SOPs, training, resources, public site
Entra ID SSO
Login with existing Microsoft credentials
25+ process steps
T1 and compilation workflows documented
13 training modules
Practice management software guide
Role-based access
Partner and viewer permission levels
CMS + Postgres
Dual storage for content and operations
Tech Stack
Frontend
- Next.js 16
- React 19
- TypeScript
- Tailwind CSS
CMS
- Sanity.io v3
- Custom schemas
- Portable Text
- Image CDN
Backend
- Neon Postgres
- Prisma ORM
- Better Auth
- Server Actions
Auth
- Microsoft Entra ID
- Multi-tenant SSO
- Role-based access
Infrastructure
- Vercel
- Custom domain
- Edge functions