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TAX & ADVISORY
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HomeDashboardClientsArchiveTrainingSoftwareSupportResourcesCommsExecutive πŸ”’Financial Cents β†—
AEVIUMTAX & ADVISORY
Clarity for Today. Confidence for Tomorrow.
AI-Enabled. Human-Led.

The Convergence identity Β· live since January 1, 2027
Hawaiʻi Β· Missouri Β· Texas Β· Washington

Financial CentsWorkflow, deadlines, client portal, invoices β†—

Firm News

ANNOUNCEMENT
We are Aevium β€” the Convergence identity is liveMatthew Bucher Β· Founder / CEO Β· Jan 1
TAX
IRS e-file is open β€” first Lane A returns accepted within 40 minutesTim Β· Main Reviewer Β· Jan 26
OPERATIONS
1099 & W-2 run: final payers file today β€” status is on the DashboardMarilyn Β· AI Workflow Coordinator Β· Feb 1

Key Dates

1099-NEC Β· W-2 Β· Q4 941Today Β· Feb 1
HI general excise (monthly, Jan)Feb 22
WA excise (monthly, Jan)Feb 25
1065 / 1120-SMar 15
1040 / 1120 / Q1 estimatesApr 15

Our Team

Matthew BucherFounder / CEO
MarilynAI Workflow Coordinator
Tim Β· WilfredMain Reviewers
Nina Β· Dave Β· JessicaMain Preparers β€” Tax & Intake
BackupsReview: Matthew Β· Prep: Matthew, Tim
SherrieAdmin Staff

Quick Links

Financial Cents — firm login↗
Client portal (share with clients)β†—
Instead↗
QuickBooks Online Accountant↗
All tools → Software→
IT / access requestForm

Ask Copilot

Where do finished returns land in Client Files?β†’
What’s due before March 15?β†’

Client Files

Active engagements Β· two-way sync with Financial Cents Β· finished returns auto-delivered from Instead

Open file server β†—FC sync β€” lands at launchConfidential – ClientPrivate group
Client Files
Onboarding Intake
Client Master List
VIEWS
Tax clients
CAS / accounting
Advisory / CFO
SITE
Site contents
Client Files β€Ί Acme Holdings LLC – 1065 – C0142
Status key: CompleteOn trackIn progressNeeds attentionOverdue
+ NewUploadSyncCopilot: summarize folderLast synced 2 min ago
NameModifiedModified byStatus
01 PermanentJan 8SherrieFolder
02 Tax / 2026Jan 29NinaIn review – Tim
03 Accounting / 2027-01TodayDaveClose in progress
04 Advisory-CFOJan 12MatthewFolder
05 CorrespondenceJan 30JessicaFolder
06 Client UploadsTodayFC Portal2 new uploads
07 Delivered ReturnsJan 28Instead Β· auto2025 on file
Engagement Letter TY2026 – signed.pdfJan 8Financial CentsSigned

Active clients

618

Pending uploads

24

Ready to archive

9

Archive

Closed engagements Β· retention-labeled Β· read-only for staff

Open archive β†—Retention: Tax – 7 yrsRead-only
BY YEAR CLOSED
2026
2025
2024
OTHER
Former Clients
Permanent Records
Legal Hold
Closeout Log
ClientClosedRetention labelDelete eligibleClosed by
Mauka Properties LLC – 1065 – C0219Dec 2026Tax – 7 yrs2034Sherrie
Ohana Books LLC – CAS – C0171Dec 2026Tax – 7 yrs2034Sherrie
Harbor Light Dental PC – 1120-S – C0087Aug 2026Tax – 7 yrs2033Sherrie
Lee Family Trust – 1041 – C0033Apr 2026PermanentNeverMatthew
Summit CPAs – legacy workpapers (pre-acquisition)Jan 2027Legal hold β€” conversionHoldMatthew

Closeouts this quarter

12
incl. 2026 re-paper disengagements

Destruction queue

3
2019 labels β€” pending sign-off

Archive size

412 GB

Training

SOP LIBRARY Β· VIDEO LIBRARY Β· LEARNING PATHS

AI-Enabled. Human-Led.

Every workflow has a human review line β€” training keeps it sharp.

Tax Production β€” Lane AIntake & staging β†’ AI prep β†’ final review Β· 12 SOPs Β· 9 videos
CAS & CloseQBO close, bank feeds, month-end Β· 8 SOPs Β· 6 videos
Client OperationsOnboarding, portal, folders, closeout Β· 10 SOPs Β· 7 videos
AI & AutomationCopilot rules, Instead Routines, flows Β· 7 SOPs Β· 8 videos

SOP Library

IDTitleOwnerVerStatus
OPS-019Client folder provisioning β€” create β†’ FC map β†’ Instead deliveryMarilyn1.0Approved
OPS-014Client closeout to ArchiveSherrie1.3Approved
TAX-003Lane A: staging & reviewer handoffTim2.1Approved
TAX-0118879 + KBA e-sign & pay-before-releaseWilfred1.0Review due Feb 15
AI-002Copilot & client-data rulesMarilyn1.2Approved
ACC-007Month-end close checklist (QBO)Dave1.1Approved

New Hire β€” Start Here

1. Security & MFA setup10 min
2. Where files live β€” SharePoint ↔ FC8 min
3. Financial Cents basics15 min
4. Lane A review workflow12 min
5. Β§7216 + WISP essentials9 min

Required This Quarter

WISP security awareness β€” all staffDue Feb 28
Β§7216 consent process v26 of 8 done
Copilot client-data rules β€” re-ackComplete

Video Library

All
Financial Cents
Instead
QBO
M365
Security
INSTEAD9:40

Reviewing an AI-prepped 1040

Tim Β· 9 min
FC6:05

Creating a new client in FC

Sherrie Β· 6 min
INSTEAD5:22

Rejected e-file β†’ fix & resubmit

Wilfred Β· 5 min
TAX10997:03

January payer import from QBO

Marilyn Β· 7 min
FC4:12

Uploading to 06 Client Uploads

Marilyn Β· 4 min
FC5:30

Reviewer sign-off in FC

Wilfred Β· 5 min
QBO7:18

Bank-feed coding in QBO

Nina Β· 7 min
SECURITY3:45

MFA & phishing drill

Matthew Β· 4 min

Record a new guide in Scribe and tag it training β€” it publishes to this library automatically.

Software

One place for every firm tool Β· opens in a new tab Β· Microsoft single sign-on where available

Owner: Marilyn17 tools

Core Platform

FC
Financial CentsWorkflow control plane β€” clients, projects, portal, invoicesapp.financial-cents.com
Open β†—
IN
InsteadAI tax engine β€” prep, e-file, planning, Routinesapp.instead.com
Open β†—
99
Tax1099 β€” ZenworkInformation returns β€” 1099 Β· W-2 Β· 94x Β· 990 Β· 2290tax1099.com
Open β†—
QB
QuickBooks Online AccountantClient books, bank feeds, close β€” feeds the January 1099 runquickbooks.intuit.com/login
Open β†—
ST
StripePayments & payouts β€” card-on-file, pay-before-releasedashboard.stripe.com
Open β†—
PA
Power AutomateThe glue β€” runs the FC ↔ Instead ↔ SharePoint hand-offsmake.powerautomate.com
Open β†—

How the Stack Fits Together

native 2-way sync upload_tax_doc β€” finished returns polls FC V1 API Β· tag-triggered prep kickoff reject β†’ FC ClientTask (via Power Automate) payer & vendor import β€” January run filing status β†’ FC project SharePoint (M365) Document system of record β€” this site Financial Cents Workflow control plane Β· webhooks Instead Tax engine Β· e-file Β· signed webhooks QuickBooks Online General ledger Tax1099 (Zenwork) Information returns

One job per system, per the October 2026 integration map. Finished returns: Instead β†’ SharePoint β†’ FC Client Files. Rejections: Instead β†’ Power Automate β†’ FC task. January: QBO β†’ Tax1099 β†’ FC. Power Automate (in our M365 tenant) and Instead Routines run the hand-offs β€” no middleware box.

AI Assistants

CP
Microsoft 365 CopilotFirm-grounded β€” SharePoint, Teams, Outlookm365.cloud.microsoft/chat
Open β†—
PX
Perplexity EnterpriseFirm AI research workspace β€” Max (Matthew) Β· Pro (staff)perplexity.ai
Open β†—

Microsoft 365

365
Microsoft 365 homeApps, OneDrive, recent filesm365.cloud.microsoft
Open β†—
TM
TeamsAevium team and channelsteams.microsoft.com
Open β†—
OL
OutlookMail and calendaroutlook.office.com
Open β†—

Communications & Scheduling

MAP
MAP CommunicationsAnswering service dashboard (MyMAP)mapcommunications.com
Open β†—
ZM
ZoomMeetings and phonezoom.us/signin
Open β†—
ZS
Zoom SchedulerClient booking links β€” included with Zoomscheduler.zoom.us
Open β†—
DB
DoubleExecutive assistant appapp.withdouble.com
Open β†—
SC
ScribeRecord and publish SOP guides β†’ Trainingscribehow.com/login
Open β†—

Contingency & Legacy

UT
UltraTax CSContingency engine β€” admin access only
Contingency
LC
LacerteLegacy β€” read-only through conversion
Sunset

Instead, Tax1099 and MAP addresses are the vendors’ public entry points; swap in tenant-specific logins as each vendor confirms them.

Software Support

Vendor account managers, help desks and status pages Β· maintained as a SharePoint list

Owner: MarilynReviewed quarterly13 vendors
PlatformAccount managerSupport phoneSupport emailHoursLinks
Financial CentsPractice management Β· FC sync Β· APIName Β· phone Β· email
From contract or onboarding email		In-app chat (Intercom) Β· no phone lineconfirm addressBusiness hours, USHelp Center β†—Contact β†—
InsteadAI tax platform Β· developer APIName Β· phone Β· email
From contract or onboarding email		Chat 24/7 Β· no phone linesupport@instead.com24/7 chat Β· email within 24 business hrs Β· team 8:30 AM–6 PM ETSupport β†—Contact β†—
Tax1099 β€” ZenworkInformation returns Β· live APIName Β· phone Β· email
From contract or onboarding email		confirm β€” chat & ticket firstconfirm addressExtended hours in January β€” confirmSite β†—Contact β†—Developer portal β†—
QuickBooks Online AccountantIntuit Β· ProAdvisorName Β· phone Β· email
From contract or onboarding email		In-product Help β†’ Contact us (callback) Β· Accountant line 844-333-1821Via in-product case onlyGold+ tier: M–F 4 AM–8 PM PT Β· Sat 6 AM–4 PM Β· Sun 8 AM–2 PMContact support β†—ProAdvisor β†—
Microsoft 365 + CopilotBusiness Premium Β· 8 seatsCSP / reseller rep, if used
Direct purchases have no named rep		Admin center β†’ Help & support (ticket) Β· Billing 1-800-642-7676Via admin center ticketTechnical 24/7 for admins Β· Billing M–F 6 AM–6 PM PTAdmin support β†—Service health β†—
StripePayments Β· payoutsName Β· phone Β· email
Standard accounts: no named rep		Callback & chat via Dashboard β†’ Support Β· no public lineVia dashboard case24/7 chat & email for signed-in usersSupport β†—Status β†—
MAP CommunicationsAnswering service Β· MyMAPName Β· phone Β· email
From contract or onboarding email		Customer Service 800-627-0114 Β· Sales 888-252-6555confirm addressM–F 7:00 AM–midnight ETCustomer service β†—Contact β†—
ZoomMeetings Β· Phone Β· SchedulerName Β· phone Β· email
From contract or onboarding email		+1 888-799-9666 Β· +1 888-303-1012Via support ticket24/7 for Business/Pro billing adminsContact β†—Status β†—
ScribeSOP guidesName Β· phone Β· email
From contract or onboarding email		No phone line Β· in-app chatconfirm addressBusiness hours, USHelp Center β†—Contact β†—
Perplexity EnterpriseMax (Matthew) Β· Pro (staff)Enterprise rep β€” from contract
From contract or onboarding email		No phone line Β· in-app supportsupport@perplexity.aiconfirm Enterprise SLAHelp Center β†—
DoubleExecutive assistant Β· pilotYour Double + success managerNo phone line Β· in-app chatconfirm addressBusiness hours, USHelp Center β†—App β†—

Internal Escalation

M365 admin, licenses, StripeMatthew
FC, Instead, Tax1099, Scribe, integrationsMarilyn
MAP, Zoom Scheduler, Zoom PhoneSherrie

Renewals

Microsoft 365 (annual)Sep 30
E&O policyMar 1
Financial Centsdate
Insteaddate

Open Vendor Tickets

FC β€” workflow-status columns in public API (committed date requested)Waiting on vendor
Tax1099 β€” webhook/status callbacks + sandboxConfirm
Instead β€” security Q&A in writing (folder scope, versioning)In progress

Phone numbers and hours from each vendor’s public support pages, October 2026; several vendors route everything through in-app chat or tickets. Confirm dashed fields with your account manager.

Resources

External references β€” IRS, state tax, calculators, research Β· curated by the team

Owner: SherrieSuggest a link β†’ Teams # general

IRS β€” Practitioner

Tax Pro Account & practitioner home↗
e-Services — TDS, EFIN↗
PTIN renewal↗
IRIS — 1099 portal↗
Practitioner Priority Service866-860-4259

IRS β€” Client Payments & Tools

Direct Pay↗
EFTPS↗
Online Account for individuals↗
Get Transcript↗
Where’s My Refundβ†—
IP PIN↗

Federal β€” Other

SSA Business Services Online β€” W-2β†—
FinCEN — BOI reporting↗
GSA per-diem rates↗
Applicable federal rates (AFRs)β†—

State Tax β€” Our Four States

HawaiʻiGET & incomeDept of Taxation β†—Hawaii Tax Online β†—
MissouriIncome & salesDept of Revenue β†—MyTax Missouri β†—
TexasFranchise & salesComptroller β†—Webfile β†—
WashingtonB&O & exciseDept of Revenue β†—My DOR β†—

Every other state: Federation of Tax Administrators directory β†—

Financial Calculators

IRS Tax Withholding Estimator↗
Compound interest & savings — investor.gov↗
Loan amortization — Bankrate↗
Full calculator suite — Dinkytown↗
SSA benefits calculators↗
Sales tax deduction calculator — IRS↗

Key Limits & Rates

2027 inflation adjustmentspending Rev. Proc.
2027 standard mileagepending
2027 retirement plan limitspending
2026 figuresTraining β€Ί Quick Reference

Research & Professional

AICPA Tax Section↗
The Tax Adviser↗
eCFR β€” Title 26β†—
Internal Revenue Bulletins↗
State societiesHSCPA Β· MOCPA Β· TXCPA Β· WSCPA

Communications

How Aevium talks β€” internally and with clients Β· announcements, channels, templates, brand

Owner: SherrieBrand v2.0

Announcements

ANNOUNCEMENT
We are Aevium β€” name, portal and invoices switched January 1Matthew Bucher Β· Jan 1
CLIENTS
Rebrand FAQ: what clients are asking, and the one-paragraph answerSherrie Β· Jan 6
DIRECTORIES
Listings flipped: Google, state boards, payment pages β€” report stragglers hereMarilyn Β· Jan 9

Meeting Cadence

Production huddle β€” 15 minMon
Review sync β€” Tim Β· Wilfred Β· Matthew (backup)Thu
All-hands + numbers1st Friday
Season office hours β€” MatthewDaily 4–5 pm, Feb–Apr

Say It Where It Belongs

SituationChannelWhy
Quick internal questionTeams channelSearchable, no inbox pile
Client doc chase / statusFinancial CentsLogged on the project, portal-visible
Formal / engagement / feesOutlook β€” shared mailboxLetterhead, retention
Same-day urgentPhone β€” MAP transfersAnswered 7 AM–midnight ET
Client dataNever personal text or emailWISP Β§4

Teams Channels

# announcements β€” read-onlyMatthew
# tax-production β€” Lane A handoffsMarilyn
# review-queueTim Β· Wilfred
# cas-closeDave
# ai-workflowsMarilyn
# client-escalationsSherrie
πŸ”’ leadershipPrivate

Shared Mailboxes

hello@aeviumcorp.com β€” generalSherrie
tax@aeviumcorp.com β€” season triageMarilyn
billing@aeviumcorp.com β€” invoicesMatthew
Reply SLA: 1 business dayeven “got it β€” by Friday”

Phones & Answering β€” MAP

Main line β†’ MAPM–F 7 AM–midnight ET
New prospectZoom Scheduler consult link
Existing clientFC task + Teams ping
EscalationSherrie β†’ Marilyn β†’ Matthew

Client Communication Standards

Plain language β€” no jargon in client email
Templates: deadline reminder Β· missing docs Β· pay-before-release explainerTraining β€Ί Templates
One tagline per surface β€” see brand sheet
“Aevium is an AI-enabled, human-led Tax & Advisory firm.”boilerplate

Brand Library

AEVIUMTAX & ADVISORYClarity for Today. Confidence for Tomorrow.
Master Brand Sheet v2.0Oct 20, 2026
Logo pack β€” SVG Β· EPS Β· PNG9 files
Letterhead & cover sheetsWord Β· PDF
RulesOne green per zone Β· clear space = core height Β· min 48 px

Firm Dashboard

Financial Cents + Instead + Tax1099 Β· Power BI at launch Β· sample data until the vendor wiring lands

FINANCIAL CENTSINSTEADTAX1099Sample data
Status key: CompleteOn trackNot startedNeeds attentionOverdue

Active projects

231

On track

186

Needs attention

29
due ≀7 days Β· waiting on client

Overdue

16

Season Pipeline β€” E-file Β· Instead filing_history

64In prep β€” Lane A
β†’
54Signed β€” 8879 Β· KBA
β†’
37Submitted
β†’
29Accepted

3 rejectedeach rejection auto-creates an FC task on the project β€” with the agency error attached β€” via Power Automate. Work the FC queue; no need to open Instead.

January Information Returns β€” Tax1099

48 / 52Payers filed
1,240Forms e-filed
1,176Accepted
11TIN mismatches to fix

Fed by the QBO vendor & payment import Β· due today, Feb 1 Β· statuses write back to one FC project per payer.

Projects

ClientProjectSourceAssigneeReviewerDueStatus
Acme Holdings LLC2026 Form 1065FCNinaTimMar 15On track
Lee Family Trust2026 Form 1041FCJessicaWilfredApr 15Waiting on client docs
Ridge Dental PC2026 Form 1120-SINSTEADLane ATimMar 15Accepted Jan 28
Kona Freight LLC1099-NEC run β€” 14 payeesTAX1099Marilynβ€”Feb 1Filed Β· accepted
Olsen Marine LLCQ4 payroll reconciliationFCDaveβ€”Jan 25Overdue 7 days
Makai Rentals LLC2026 Form 1040 + Sch EINSTEADLane AWilfredApr 15Staging
Puget Build CoJanuary close (QBO)FCDaveβ€”Feb 10On track

By Staff

Nina1 4
Dave2 6
Jessica5

Review Queue

Tim β€” main14 returns
Wilfred β€” main9 returns
Matthew β€” backup3 returns

March 15 Deadline

118
entity returns in scope Β· 61 with docs in Β· 42 days left

Integration Health

FC webhooks β†’ Power AutomateLast event 8:51 AM
Instead filing_history pollEvery 15 min
Instead β†’ SharePoint delivery6 returns auto-filed today
Tax1099 status syncPolling β€” callback support unconfirmed
Activity
Chat
Teams
Calendar
Files
AEVIUM
# announcements
# general
# tax-production
# review-queue
# cas-close
# ai-workflows
πŸ”’ leadership
Posts
Files
Operations & Templates
Marketing & Brand
Finance & Legal πŸ”’
MB
Matthew Bucher 8:31 AM

Happy February β€” 1099s and W-2s are due today. Tax1099 shows 4 payers left in the queue; Marilyn has the list. Don’t key anything by hand β€” it all flows from the QBO import.

MA
Marilyn 8:47 AM

E-file has been open since Jan 26 β€” 29 accepted so far. Rejections now auto-create an FC task on the project with the agency error attached, so work your FC queue; you shouldn’t need to open Instead to check status.

TI
Tim 9:05 AM

Review queue is at 23 β€” Wilfred and I are splitting by entity type, with Matthew on backup for overflow. Nina, Dave and Jessica have staging clearing in under a day. Flag anything with stacked K-1s to me directly.

Executive Financial Overview

Private SharePoint site Β· will sync from Financial Cents Billing, Stripe and QuickBooks Online at launch Β· figures below are sample layout

Open Executive site β†—πŸ”’ Executives onlyFINANCIAL CENTSSTRIPEQBO

Operating cash

$212.4K
QBO Β· 7:00 AM

Jan billings

$168.4K
Financial Cents

Jan collections

$161.9K
FC + Stripe Β· 96% of billed

A/R outstanding

$84.3K
QBO Β· aging below

A/P next 30 days

$38.7K
QBO

Collections β€” Trailing Six Months

150 75 0 78 96 88 81 104 162 Aug Sep Oct Nov Dec Jan $K Β· collections β€” FC invoices + Stripe payouts

January spike = re-paper renewal wave landing on card-on-file, plus 1099 season billings.

Billing & Collections β€” FC + Stripe

Invoices issued β€” January212
Invoices paid198
Pay-before-release β€” tax invoices collected at filing98%
Card-on-file coverage86% of active clients
Stripe payout β€” Jan 30$42,180 Β· lands Feb 2
Stripe pending balance$8,940
Disputes0

A/R Aging β€” QBO

BucketAmountNote
Current$52,100
1–30 days$18,400
31–60 days$8,900Reminders sent
61–90 days$3,2002 on payment plan
90+ days$1,700Pre-collections hold
Total$84,300

A/P & Upcoming Bills β€” QBO

Instead β€” January credits true-up$6,480 Β· Feb 15
Tacoma hub lease$4,750 Β· monthly, Mar 1
E&O premium renewal$9,800 Β· Mar 1
Summit seller note$3,310 Β· monthly, autopay
Microsoft 365 annualSep

Recurring Revenue

$25,190 /mo
21 retainers Β· $302K annualized Β· select roster
Virtual CFO β€” 4 Γ— $2,800$11,200
Monthly close β€” 11 Γ— avg $950$10,450
Advisory subscriptions β€” 6 Γ— avg $590$3,540

Recurring Expenses

$64,705 /mo fixed
before seasonal staffing & variable Stripe fees
People β€” payroll + contractors$54,800
Occupancy β€” Tacoma hub$4,750
Occupancy β€” MO + HI nodes$650
Platform β€” FC Β· Instead Β· Tax1099 Β· M365 Β· misc$3,785
Comms β€” MAP Β· Zoom Β· Scribe$720

Upcoming β€” Major Revenue

Re-paper renewal wave β€” card-on-file, Feb–Apr$412K bookedOn plan
1099 season billings β€” Jan–Feb$38.4KBilled
Deal 1 β€” LOI signed+$600K /yrDiligence
Extension & advisory wave β€” May–Octest. $120KForecast

Upcoming β€” Major Expenses

Seasonal staffing β€” Feb–Apr+$18K /moBudgeted
Instead season true-up β€” Feb–Aprest. $14–22KWatch credits
Tacoma build-out β€” Feb$9,500Approved
E&O renewal β€” Mar$9,800Quoted

Covenants & Gates β€” Model Zero

DSCR β€” TTM

1.31
target β‰₯ 1.25 βœ“

LOC drawn

$0
of $250K committed

Debt outstanding

$376K
post condo sale

Milestone bonus gate

Deferred
DSCR test β€” covenant-gated

All figures are illustrative mock data for layout review β€” the live page reads Financial Cents Billing, Stripe and QBO through Power Automate.

Aevium Portal v1.0 β€” the firm's front door. Files, permissions and sync live in SharePoint behind every button (Microsoft 365 sign-in required). Financial Cents and Instead buttons go live when subscriptions land; Executive and Dashboard figures are sample layout until the vendor wiring ships. Brand: Convergence mark Β· Aevium Black / Systems Gray / Aevium Green on Paper White Β· Caslon promise line.