Case study / Mid-market · Accounting

Migrating and Restructuring a CPA Firm's Digital Workspace

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.

The result100%

of client folders standardized

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

01 / Before and after

The same work, two ways.

The manual wayWith Bell AI

Hunt through Microsoft folders with no shared naming convention.

Open Google Drive and find every client in the same predictable place.

Land in the wrong client folder and back out to try again.

Trust folder permissions to keep associates out of files they shouldn't touch.

Worry about an associate moving or editing the wrong file.

Watch a pre-populated client checklist deploy automatically when a client is onboarded.

Rebuild a client checklist by hand for every new engagement.

Hand IRS or legal requests over without scrambling for documents.

BeforeInconsistent

Folder structure across the firm

After100%

Standardized client folders, audit-ready by default

02 / The work

Where it stuck. What we built.

The challenge

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 solution

We led a full migration from Microsoft to Google Workspace, then rebuilt the folder hierarchy from scratch. File naming conventions were standardized across the firm. Folder permissions were tightened so associates can only access what they're supposed to. And we built an automation that deploys a ready-to-go client checklist every time a new client is onboarded, pre-populated so a tax accountant only needs to adjust it for the specific client.

03 / How we built it

Step by step.

Each step was tested against the team's real work before the next one started. A person reviews anything that matters before it goes out.

01Step 1 of 6

Audited the existing Microsoft environment to map all files, folders, and permission structures

02Step 2 of 6

Designed a new folder hierarchy in Google Drive around client workflow stages and retention requirements

03Step 3 of 6

Migrated all files to Google Workspace with standardized naming conventions

04Step 4 of 6

Configured folder permissions to prevent accidental edits by associates

05Step 5 of 6

Built a Make.com automation to deploy client checklists automatically when new clients are added

06Step 6 of 6

Trained the team on the new structure and documented the standard operating procedures

Tools

Google Workspace
Google Drive
Make.com

In their words

“Before this, I was always worried someone would move something they shouldn't. That's not a concern anymore.”

Managing Partner · CPA Firm, Westchester, NY

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