Migrating a Tax Firm from Canopy to TaxDome with Juno AI

How Safebooks Helped a Texas EA Firm Adopt TaxDome and Juno AI for a Fully Integrated Tax Workflow

A tech forward EA firm in Texas wanted an AI powered workflow but felt stuck between scattered systems and the fear of migrating their entire practice mid year. Safebooks helped them transition from Canopy to an integrated TaxDome and Juno AI setup. The result was a faster, smarter, and more unified tax preparation process.

Safebooks follows this same technology and workflow centric approach across Tax Support, Back Office Support, and Remote Workflow Setup.

Client Overview

The client is an enrolled agent with a growing, tech savvy practice supported by eight staff members who handle preparation, client communication, and administrative tasks. Before the engagement, the firm used Canopy for practice management, OneDrive for storage, and Excel and PDF files for workpaper preparation.

What They Wanted

• A single system for client portal, workflow, tasks, and storage
• Automated document intake and tagging
• AI assisted preparation and workpaper organisation
• A migration path that did not disrupt client service

Their interest in an integrated setup was driven by tools like TaxDome AI and Juno AI, which have become increasingly popular among firms shifting to next generation workflows. For broader context, see Why More US Accounting Firms Are Outsourcing Tax Preparation in 2025.

Core Challenges Before Migration

Fragmented and Time Consuming Workflow

Client documents were spread across three systems. Preparers often spent 30 to 60 minutes just organising files before starting a return. This limited the number of returns the firm could complete each week.

Busy Season Burnout

The EA regularly worked about 80 hours each week during peak season. Staff spent more time on data wrangling than technical tax review, which created delays and last minute stress for clients.

Fear of Migration Disruption

The firm worried that switching software mid year would cause broken links, missing documents, and client confusion. They needed a controlled and predictable path for moving from Canopy to TaxDome without losing productivity.

How Safebooks Structured the Engagement

Safebooks designed a three phase approach to reduce risk, ensure clean data migration, and put the new AI powered workflow in place without interrupting client service.

Phase 1: Workflow and Data Mapping (3 Weeks)

Safebooks tax workflow specialists documented every step of the firm’s process from client intake to e filing. They reviewed all automations and templates inside Canopy and created a detailed migration plan.

The Migration Blueprint Included

• What would move into TaxDome such as pipelines, tasks, client messages, and e sign workflows
  
• What would be handled inside Juno AI such as workpapers and AI assisted preparation
  
• How to redesign workpaper processes so the AI pipeline was consistent and review friendly

For reference on process design principles, see Why Outsourcing Accounting With a Dedicated Team Makes Business Sense.

Phase 2: Building the New TaxDome and Juno Environment (4 Weeks)

Safebooks configured TaxDome pipelines that matched the firm’s existing preparation and review steps. They also set up:

• Automated client reminders and organisers
• AI powered document tagging inside TaxDome
• Juno AI for selected return types including 1040s and basic 1120 S returns
• Checklists for handling exceptions flagged by AI generated workpapers

This created a cleaner and more predictable workflow that reduced manual sorting and data entry.

Phase 3: Data Migration and Parallel Run (6 to 8 Weeks)

Safebooks moved active clients and historical engagements from Canopy into the new TaxDome account. Key documents stored on OneDrive were reorganised into TaxDome folders to eliminate fragmentation.

Parallel Testing

The firm ran 20 returns through both systems for comparison. Ten of these were completed with Juno AI to measure time savings and exceptions. Safebooks logged where the AI pipeline accelerated preparation and where human intervention was needed.

This testing method aligned with guidance shared in Evaluate an Offshore Accounting Partner which stresses the importance of validated workflows.

Results After the First Tax Season

Major Reduction in Preparation Time

Prep time per 1040, measured from receipt of documents to ready for review:

• Before Safebooks: about 2.5 hours
• After migration: 1.3 hours on average

This was a 48 percent reduction, driven largely by AI powered document organisation and data extraction inside TaxDome and Juno.

Better Workload Balance

The EA reduced weekly hours during peak season from approximately 80 to between 60 and 65. Staff had more time for review and client communication rather than document sorting.

Lower Rework Rates

Error driven rework for straightforward returns dropped by 35 percent due to centralised workpapers and AI checks that flagged inconsistencies early in the process.

Improved Client Experience

Clients now used one portal instead of two or three systems. This resulted in:

• Faster responses
  
• Fewer lost documents
  
• A simpler and more consistent process
  

What This Case Shows About Safebooks

Competitors often focus on volume based staffing. Safebooks positions itself as a technology and workflow partner that helps accounting firms modernise operations, adopt AI tools, and manage software migrations with minimal disruption.

This firm selected Safebooks because it wanted an AI ready back office and a partner capable of building the systems needed to support that direction.

If your firm is considering a move to TaxDome, Juno, or any integrated cloud workflow, you can connect with Safebooks, Contact us .