Description
Summary Overview I'm a solo CPA using TaxDome for practice management. I want to add an automation layer that uses AI to pre-process incoming client documents and emails, then routes everything to me for approval before any action is taken. This is not a custom-built interface — I want the automation built inside TaxDome and Zapier/Make, using their existing screens, not a new application from scratch. This is a single-user (me) internal automation, not a custom software product. What I'll handle myself TaxDome setup: client portal, document requests, basic workflow/task automation rules (I'll configure this myself using TaxDome's built-in tools) Day-to-day use of the finished system (approving, editing, rejecting items) What I need a developer/automation specialist for Building the automation layer that TaxDome doesn't do natively: Intake trigger — detect new documents uploaded to TaxDome and/or new client emails, and kick off the automation (via TaxDome webhook and/or email trigger in Zapier or Make) AI processing step — send the document/email content to the Claude API (Anthropic) to classify the document type, extract key data, draft a categorization or reply, and flag anything unusual with a plain-language reason. This includes writing and testing the prompts. Route to review — write the AI's output (draft + flag notes + confidence) into a TaxDome task or custom field, so it appears in my existing TaxDome task view for me to approve, edit, or reject. (Using TaxDome's native task screen — no new interface needed.) Action on approval — when I mark an item approved in TaxDome, trigger the next automated step: post the entry to QuickBooks Online, or send the drafted client email Logging — a simple record of what the AI drafted, what I approved/edited/rejected, and when — for my own compliance trail Integrations needed TaxDome — webhook/API for document intake and task fields Claude API (Anthropic) — document classification, data extraction, draft generation QuickBooks Online — API for posting approved entries Email (Gmail or Outlook) — reading incoming client emails, sending approved drafts Zapier or Make — orchestration layer connecting the above (please recommend which and why for my volume as a solo practitioner) Explicitly out of scope No custom web application or new user interface — everything happens inside TaxDome's existing screens plus the automation platform No multi-user roles or permissions No client-facing changes — clients continue using the TaxDome portal as-is No tax return preparation — that stays in my existing tax software Deliverables Working Zapier or Make scenario(s) implementing the workflow above Tested Claude API prompts for document classification and draft generation, with documentation of what each prompt does Written documentation: how to update API keys, how to adjust the AI prompts myself later, how to troubleshoot a failed run A plan for what happens if TaxDome or QuickBooks changes their API after launch, and what that support costs