Migrating and Restructuring a CPA Firm's Digital Workspace
From friction to flow.
Watch the work re-shape itself — the same steps, restaged so the team can move.
Folder structure across the firm → Standardized client folders, audit-ready by default
Every client folder slides into the same predictable slot — standardized naming, audit-ready by default.
Where the friction lived.
A CPA firm in Westchester, NY was running its entire operation on Microsoft. File naming was inconsistent, folder structures didn't follow any standard, and associates regularly ended up in the wrong place. For a firm dealing with IRS audits and legal retention requirements, this wasn't just disorganized. It was a real risk.
The migration gave the firm a clean foundation to build on. Every client folder now follows the same structure and naming convention, which means everyone knows where things go without asking. The automated checklist deployment saves time on every new client, but more importantly it removes the risk of someone copying a template wrong or editing a file they shouldn't be touching. Before any automation could work here, the data had to be organized. That's what this project delivered.
How we built it.
- 1Audited the existing Microsoft environment to map all files, folders, and permission structures
- 2Designed a new folder hierarchy in Google Drive around client workflow stages and retention requirements
- 3Migrated all files to Google Workspace with standardized naming conventions
- 4Configured folder permissions to prevent accidental edits by associates
- 5Built a Make.com automation to deploy client checklists automatically when new clients are added
- 6Trained the team on the new structure and documented the standard operating procedures
What changed.
- Full migration from Microsoft to Google completed without business disruption
- Every client folder now follows a consistent naming and organization structure
- New client checklists deploy automatically, reducing onboarding time and human error
- Associates can no longer accidentally edit templates or misplace critical documents
“Before this, I was always worried someone would move something they shouldn't. That's not a concern anymore.”