Blotter

Client work, ahead of every deadline.

Blotter schedules every client’s recurring work against federal and state deadlines, chases documents and signatures, routes the work through review and collects the fee.

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The firm’s October 2026 wall planner: staff on ladders move client strips onto their days, the extension deadline on Thursday the 15th is ringed in marker, and binders and plants stand at either side.

October 2026Extensions done. September closed. Fees collected.

SunMonTueWedThuFriSat

456789101213141617192021222324272829303115Extension
deadlineRivera LLCOak & IronChenPatel 1120-SNguyen 1040Harbor TacoWilson 1065Garcia 1040All acceptedKhan 1040Lopez 1120-SO’Neil 1065Singh 1040Davis 1040Martinez 1040Brown 1120-SKim 1065Adams 1040Tran 1040Q3 941 Nov 2Ortiz 1040Park

Extended 1040s

due Thu Oct 15

  • 184 transmitted
  • 184 accepted

Chen 1040

rejected IND-031-04
Tue Oct 13

  • prior-year AGI fixed
  • accepted Wed Oct 14

Form 8879

Ramirez, MFJ
Maria signed Mon Oct 12
Luis passed KBA on retry
Tue Oct 13

Q3 Form 941

37 payroll clients
due Sat Oct 31 Mon Nov 2

Week of Oct 12

Priya Shah booked 46 of 40 h
6 h to Marcus Bell

October 2026Extensions done. September closed. Fees collected.

  1. Mon12Harbor Taco
  2. Tue13Wilson 1065
  3. Wed14Garcia 1040
  4. Thu15Extension deadline
  5. Fri16All accepted
  6. Sat17
The firm’s October 2026 wall planner: staff on ladders move client strips onto their days, the extension deadline on Thursday the 15th is ringed in marker, and binders and plants stand at either side.

October 2026Extensions done. September closed. Fees collected.

SunMonTueWedThuFriSat

456789101213141617192021222324272829303115Extension
deadlineRivera LLCOak & IronChenPatel 1120-SNguyen 1040Harbor TacoWilson 1065Garcia 1040All acceptedKhan 1040Lopez 1120-SO’Neil 1065Singh 1040Davis 1040Martinez 1040Brown 1120-SKim 1065Adams 1040Tran 1040Q3 941 Nov 2Ortiz 1040Park
The firm’s October 2026 wall planner: staff on ladders move client strips onto their days, the extension deadline on Thursday the 15th is ringed in marker, and binders and plants stand at either side.
4561213192027Rivera LLCOak & IronHarbor TacoWilson 1065Khan 1040Lopez 1120-SMartinez 1040Brown 1120-SOrtiz 1040

Extended 1040s

due Thu Oct 15

  • 184 transmitted
  • 184 accepted

Chen 1040

rejected IND-031-04
Tue Oct 13

  • prior-year AGI fixed
  • accepted Wed Oct 14

Form 8879

Ramirez, MFJ
Maria signed Mon Oct 12
Luis passed KBA on retry
Tue Oct 13

Q3 Form 941

37 payroll clients
due Sat Oct 31 Mon Nov 2

Week of Oct 12

Priya Shah booked 46 of 40 h
6 h to Marcus Bell

  • Clients
  • Work queues
  • Client portal
  • QuickBooks & Xero
  • Signatures & KBA
  • Reviewer sign-off
  • Invoices & payments

Schedule · Cardinal Tax & Books · 418 clients · October 2026

Every deadline, worked out.

Federal and North Carolina rules set each client’s due dates, weekends and extensions included. Each period’s work is created ahead, already assigned.

Form 1040 · extension (Form 4868)

  • originalWed Apr 15
  • extendedThu Oct 15
  • firm targetFri Oct 9

184 extended 1040s · due Thu Oct 15

Form 941 · quarterly · last day of the month after the quarter · weekend next business day

Sat Oct 31 Mon Nov 2

Q3 Form 941 · 37 payroll clients · due Mon Nov 2

North Carolina sales and use tax (E-500) · monthly · due the 20th

23 clients · Harbor Taco Co. on top · September due Tue Oct 20

Monthly close · firm rule: 12 days after month end

  • firm-defined

41 September closes · due Mon Oct 12

Creates work 3 months ahead · January 2027 closes · 41 jobs created Thu Oct 1  · preparer and reviewer assigned

Forms 1120-S and 1065 · calendar 2025 · extended Tue Sep 15

26 1120-S + 14 1065 · accepted

Federal rules from irs.gov · NC rules from ncdor.gov · each with its source link and effective date · approved by Dana Kim

Documents · 212 requests · Thu Oct 1 – Wed Oct 14

Asked once, chased until it’s in.

Each client sees one list of what's still missing. Reminders go by email, portal and text, and each one stops when the file arrives.

  1. Sent since Thu Oct 1 · 212 requests (148 for September closes + 64 for extended returns)
  2. Wed Oct 7 · 196 received · 16 being chased
  3. Wed Oct 14 · 212 of 212 in

Bright Smile Dental · September close · contact Kayla Moore, office manager

  • Checking ••4417 · September statement · received Fri Oct 9, 8:12 am (scanned on her phone)

  • Payroll register · September · received Fri Oct 2

  • Credit card statement · September · received Tue Oct 6

  1. Thu Oct 1 · request email
  2. Mon Oct 5 · reminder email · lists the 2 items still out
  3. Thu Oct 8 · text (opted in) · only the statement left · link to the portal
  4. Mon Oct 12 · escalate to Sofia Mendes not needed

Rivera Landscaping LLC · Hector Rivera · September fuel card statement

  • uploaded Sat Oct 3 · statement dated Aug 1–31 flagged: wrong month
  • returned Mon Oct 5, 8:50 am by Sofia Mendes: ‘This one is August. Could you send September’s?’
  • September statement in Mon Oct 5, 2:15 pm

Ramirez household · 2025 organizer · Maria Ramirez · español

  • 3 answers carried from last year · confirmed
  • Rental at 412 Elm St · kept
  • Form 1098 from Truist · uploaded Tue Oct 6

Cardinal Tax & Books

Garcia 1040 · 1 item left: 2025 Form 1098

in Tue Oct 13, 6:40 pm

Agent · Harbor Taco Co. · Mon Oct 5 – Mon Oct 12

Twelve lines, twelve exact questions.

The agent read September in QuickBooks and asked about each uncategorized line. Priya approved the questions, and the judgment call went to Dana.

Harbor Taco Co. · QuickBooks Online

September · read only · synced Mon Oct 5, 7:02 am

12 uncategorized lines · $3,418.40

Agent · Mon Oct 5, 7:40 am

  1. Read 12 lines and August for comparison
  2. Drafted 12 questions, one per line, each linked to its transaction
  3. 9:58 am · Priya Shah approved, edited 1
  4. 10:05 am · sent to Miguel Torres in the portal

Miguel Torres · answers

Sep 3 · Restaurant Depot$1,284.60

Restaurant Depot: Food and paper goods · receipt attached

Sep 11 · Venmo · Carlos M.$400.00

Venmo, Carlos M.: Weekend line cook, paid per shiftjudgment: for the reviewer

Sep 18 · Amazon$236.18

Amazon: Order uploaded · two prep tables and gloves

Sep 24 · Zelle in$1,150.00

Zelle in: Catering, Oakwood block party

+ 8 more$347.62

+ 8 more · all answered

  1. Wed Oct 7 · 9 of 12 answered
  2. Thu Oct 8 · reminder text on the last 3
  3. Fri Oct 9 · 12 of 12 answered
  4. Mon Oct 12 · Dana Kim: contractor, W-9 requested, track for 1099-NEC
  5. Priya categorized all 12 in QuickBooks
  6. September close signed off Mon Oct 12, 4:10 pm

Close · Bright Smile Dental · September · Fri Oct 9

Tied out, ticked and signed off.

Priya tied the bank rec, the one big change came back with a receipt, and Dana signed off with a note.

September close · Bright Smile Dental · QuickBooks Online · preparer Priya Shah reviewer Dana Kim

Bank rec

Checking ••4417 statement$84,210.55PS
− outstanding checks$2,940.00PS
+ deposits in transit$1,215.30PS
= $82,485.85 · ties to QuickBooks ^PS

Variance

Supplies $6,120.00 vs August $2,480.00 · +147%

asked Dr. Hannah Lee new X-ray sensor $3,640.00, receipt

Supplies $2,480.00 · Equipment +$3,640.00

equipment, not supplies reclass DK

agreed to statement^ footed

  1. 8:12 amstatement in
  2. 10:40 amrec tied
  3. 11:02 amvariance question sent
  4. 1:15 pmanswer and receipt
  5. 2:30 pmsubmitted for review
  6. 3:05 pmDana’s note: reclass the sensor
  7. 3:20 pmPriya reclassed it in QuickBooks
  8. 3:41 pmSigned off by Dana Kim · note: sensor reclassed to equipment

September closes · 41 of 41 signed off by Mon Oct 12, 4:10 pm

Work queue · Extended 1040s · Mon Oct 12, 7:00 am

Monday, three days to go.

Every return on one board, by status and due date, with what each one is waiting on.

Work type: 1040Due: Thu Oct 15All preparers

In progress · 21

  • preparing 15
  • transmitted, awaiting acknowledgment 6

Delgado 1040 · Priya Shah · 3.5 h left

Brooks 1040 · Priya Shah · 2.5 h left

Waiting · 17

  • on client documents 6
  • on 8879 signature 11

Garcia 1040 · Lauren Hughes · 1 document: Form 1098

Nguyen 1040 · Jordan Ellis · 8879 sent Fri Oct 9

In review · 15

Chen 1040 · prepared Wed Oct 7 · Marcus Bell Dana Kim

Ramirez 1040 · MFJ · Priya Shah Dana Kim

Completed · accepted 131

184 extended 1040s = 21 + 17 + 15 + 131 · by preparer: Priya Shah 52 · Marcus Bell 48 · Jordan Ellis 46 · Lauren Hughes 38

Capacity · Week of Mon Oct 12

Overbooked at 7:30. Balanced by 8.

The agent found Priya six hours over, with two returns that could move. Teresa approved the plan, and both returns made the deadline.

  • Priya Shah46 of 40 h 40 of 40
  • Marcus Bell34 of 40 h 40 of 40
  • Jordan Ellis39 of 40 h
  • Lauren Hughes38 of 40 h
  • Dana Kim36 of 40 h (review)
  • Aisha Grant32 of 40 h (payroll: Q3 941 prep)
  • Ben Okafor24 of 24 h (part time)

Agent · Mon Oct 12, 7:30 amPriya Shah booked 46 of 40 h · 2 returns can move without changing a deadline

Option A

Delgado 1040 (3.5 h) + Brooks 1040 (2.5 h) Marcus Bell · 34 40 of 40 · prepares 1040s · reviewer stays Dana Kim

Option B

Both to Lauren Hughes 44 of 40 · overbooked

7:52 am · Teresa Alvarez approved A · Marcus notified

Delgado 1040
accepted Wed Oct 14

Brooks 1040
accepted Thu Oct 15

Signatures · Ramirez 1040 · MFJ · Mon Oct 12 – Tue Oct 13

Both spouses signed by morning.

Maria signed Monday night, in Spanish. Luis missed one identity question, passed on the retry, and the return was ready to file.

Form 8879 · 2025 Form 1040 · Luis and Maria Ramirez, married filing jointly · preparer Priya Shah · sent Mon Oct 12, 9:10 am with invoice 5112

Maria Ramirez · español

  1. 7:30 pmopened
  2. 7:41 pmidentity check (KBA) passed
  3. 7:42 pmsigned
  4. 7:44 pmpaid invoice 5112, $1,700.00, by card

Luis Ramirez

  1. 9:05 pmKBA attempt 1 of 3 · one question missed
  2. Tue Oct 13, 7:15 amattempt 2 of 3 · passed
  3. 7:18 amsigned

Tue Oct 13, 7:18 am · both signatures in · ready to file

Signed record

  • Signed PDF
  • Signing certificate
  • Per signer: name, time, IP address, login ID, every KBA result
  • Document hash
  • Kept until Oct 13, 2029

Transmitted by Priya Shah 9:30 am · accepted Tue Oct 13, 3:12 pm (UltraTax CS)

Week of Oct 12 · 47 Form 8879s signed · 1 KBA retry

E-file · Chen 1040 · Mon Oct 12 – Fri Oct 16

Rejected Tuesday. Accepted Wednesday.

The IRS rejected one return over last year's AGI. The agent found the mismatch, Marcus fixed it, and every extended return was accepted.

  1. Mon Oct 12 · 11:20 am · reviewed by Dana Kim
  2. 5:40 pm · Form 8879 signed by Wei and Lin Chen
  3. 6:10 pm · transmitted by Marcus Bell (UltraTax CS)
  4. Tue Oct 13, 8:02 am · Rejected · IND-031-04 · the primary taxpayer’s prior-year AGI does not match IRS records
  5. Reopened to In progress – rework · Marcus Bell · due Thu Oct 15
  6. 8:06 am · agent: The return used $151,320 from the 2024 Form 1040-X filed in March. The original 2024 return on file shows $148,920, and IRS e-file checks against the original.
  7. 9:20 am · Marcus set prior-year AGI to $148,920
  8. 10:05 am · Dana re-reviewed
  9. 10:15 am · retransmitted
  10. Wed Oct 14, 9:15 am · accepted  · NC D-400 accepted 11:30 am

Extended 1040s · due Thu Oct 15

184transmitted

184accepted

accepted, by preparer

  • Priya Shah · 50 of 50
  • Marcus Bell · 50 of 50
  • Jordan Ellis · 46 of 46
  • Lauren Hughes · 38 of 38

States: NC D-400 171 accepted  · 9 other states accepted  · 4 with no state return

Rejections: 1 · fixed and accepted Wed Oct 14

Last transmitted Thu Oct 15, 4:40 pm · all accepted Fri Oct 16, 10:05 am · status from UltraTax CS

Harbor Taco Co.'s walk-up window on a Raleigh street at lunch: Miguel hands tacos across the counter to the first of four customers in line, under a striped marigold awning.

Wed Oct 14 · Harbor Taco Co. · September closed · October fee paid

Billing · October · Thu Oct 1 – Thu Oct 15

Billed on the 1st. Paid by the 14th.

Recurring fees bill themselves and collect by ACH or card. The agent spotted payroll setup outside a new client's signed scope.

Invoice 5047

Cardinal Tax & Books Harbor Taco Co.

issued Thu Oct 1 · due Thu Oct 15

Monthly bookkeeping · October$650.00
Payroll · October$175.00
Total$825.00

October run

Thu Oct 1 · 58 recurring invoices (5021–5078) · $31,640.00

44 on auto-pay (38 ACH + 6 card)14 paid in the portal

58 of 58 paid by Wed Oct 14

Extended 1040s · 184 invoiced with the 8879 · 184 paid

Oak & Iron Fitness · Andre Wallace, owner

  1. Engagement letter signed Tue Oct 6 · bookkeeping $450.00 + payroll $175.00 a month · first invoice 5084 $625.00 · ACH auto-pay · settled Tue Oct 13
  2. Wed Oct 14, 9:40 am · agent: Aisha Grant logged 2.5 h of Gusto payroll setup, Thu Oct 8 – Fri Oct 9 · not in the signed scope · draft amendment: payroll setup 2.5 h × $150.00 = $375.00
  3. 10:20 am · Dana Kim approved and sent it
  4. Thu Oct 15, 9:05 am · Andre accepted in the portal · invoice 5147 $375.00 paid by card

Moving in · From Karbon · Sat Aug 22 – Thu Oct 1

Every schedule moved, every month kept.

Each Karbon repeating schedule became one rule that holds the months Karbon had already made. All 44 auto-pay clients were ready before October's first charge.

In Karbon · repeating scheduleMonthly close · 41 clients · work made 3 months ahead

  • Oct · 41
  • Nov · 41
  • Dec · 41

already made in Karbon

Tue Sep 1 · Teresa Alvarez approved cutovereach month claimed once

In Blotter · 1 rule · Monthly close · 12 days after month end

  • Oct · 41 ·
    from Karbon
  • Nov · 41 ·
    from Karbon
  • Dec · 41 ·
    from Karbon
  • Jan 2027 · 41
    made Thu Oct 1

Counts matched at cutover

Clients418 · contacts 1,046
Duplicates4 merged
Work types9 · 6 stages · 14 sub-statuses
Schedules23 23 rules
Future jobs340 · 123 closes + 111 payroll + 69 sales tax + 37 Q3 941s
Automators12, imported paused
Templates31 · Gmail mailboxes 9
Client books41 · 38 QuickBooks Online + 3 Xero
Invoices4,817 kept · numbering from 4818

Auto-pay · 44 clients

37 moved through Stripe7 reauthorized in the portal

Karbon auto-pay off Wed Sep 30 · first Blotter auto-pay Thu Oct 1 

curl -fsSL https://runeditrun.com/install.sh | sh -s -- dev just-every/run-blotter
# installs rer, then gets and starts Blotter on your computer
# Already have Node 22 or later? npx -y @runeditrun/rer dev just-every/run-blotter

Also moves in from TaxDome, Canopy, Financial Cents and Double.

Cardinal Tax & Books' bungalow in Oakwood at 5:30 pm on Friday: three staff walk down the front steps with their coats, under maples in autumn, a lit window behind them.
  • 184 of 184 extended returns accepted
  • September · 41 of 41 closes signed off
  • 212 of 212 documents in
  • October fees · 58 recurring + 184 return invoices paid

Friday, all caught up.

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