How this business runs
Demand arrives in a season and the rest of the year is spent chasing documents from people who mean to send them. Both halves are follow-up problems wearing different clothes.
The recommended team
8 agents from the roster, in the order this trade needs them.
/ghl-pipeline/ghl-email/ghl-forms/ghl-calendar/tax-strategist/organic-content-creator/seo/forecasting
The tasks that will run
Chase the outstanding documents
every weekday at 7amA return sitting on a desk is almost always waiting on one missing document.
/ghl-pipeline · runs the agent · delivered to dashboard
Follow up the new enquiries
every three hours on weekdays between 8am and 5pmIn season an unanswered enquiry goes to the next firm the same afternoon.
/ghl-pipeline · checks a condition first and only starts a run if it trips · delivered to dashboard
Post the deadline reminders and the plain-English explainers
every Monday at 8amClients hire the firm that already answered the question they were googling.
/organic-content-creator · runs the agent · delivered to dashboard
Look at next season's capacity
on the 1st of each month at 9amSeason capacity is decided in the autumn, not in March.
/forecasting · runs the agent · delivered to dashboard
Every one of these arrives as a proposal you approve or decline. Nothing is scheduled by signing up.
The tools to connect
Go High Level (GHL)
GoHighLevel is where the leads, the pipeline, the calendar and the conversations live. Almost every task below reads or writes it.
Google Calendar
Google Calendar is what SHAI writes to when the booking does not live in the CRM.
Resend (transactional email)
Resend is how the document chasers actually reach an inbox.
Each one is your own account, connected once. Every tool carries its price and the exact steps.
The first week
- Connect the CRM and let SHAI list every client with a document outstanding for more than a week.
- Turn on the document chaser with drafts held for your review.
- Ask for an off-season plan while it is still the off season.
What to read on a Monday
- Documents outstanding by client — The single biggest cause of a return sitting on a desk.
- Returns completed per week in season — Capacity, measured honestly, before the deadline decides for you.
- Off-season engagement revenue — Advisory and bookkeeping are what make the year less of a cliff.
- Client retention year over year — In this trade retention is the whole economics.
What SHAI will not do in this trade
- Nothing SHAI writes is tax or accounting advice. Every draft is a draft: a licensed CPA reviews and signs it before it reaches a client, and the skill's own disclaimer stays on it.
- Anything that texts or calls a customer runs on a registered A2P 10DLC brand and campaign with the consent record on file. /ghl-a2p sets that up; SHAI will not send a customer message before it exists.
- TCPA: no call or text to anyone who has not opted in, nothing outside 8am-9pm in the recipient's own time zone, and an opt-out honoured on the first message it arrives in.
- Every message SHAI sends to someone who is not the owner says it is an AI assistant acting for the business (master prompt 4.7). It is never presented as a person.
- SHAI never writes a review, never offers anything in exchange for one, and never posts as a customer. It drafts replies to reviews that already exist, for the owner to send.
- Client tax data never leaves your own systems through SHAI. Tasks here handle scheduling, document checklists and marketing - never a return, a figure from one, or a document's contents.
- AICPA and state-board advertising rules forbid claims that are false or create unjustified expectations; no guaranteed refund figures, ever.
Every line in this file is a recommendation written from an operator's knowledge of how this trade actually runs, never a promise about a result. Cadences are starting points; the owner changes them. Compliance notes are a reminder to check, not legal advice. Written 2026-09-15.
A playbook is a head start, not a requirement: SHAI works for any business, and a trade that is not on this list gets the same agents and a general plan built the same way.