Automating for Growth
Roseann
Case Study:
RCS Advanced Accounting & Payroll Services
Partnering with Polarity was the best decision for my accounting and bookkeeping business - they matched us with the perfect software and implemented AI-powered automation that has revolutionized our bookkeeping and customer service, saving time and improving client satisfaction.
Client Overview
RCS Advanced Accounting & Payroll Services, led by owner Roseann, is a trusted provider of accounting, bookkeeping, and payroll services for small businesses. Known for her personal touch and reliability, Roseann had built a thriving solopreneur business—but was hitting limits on time and scale due to manual, fragmented workflows.
The Challenge
Roseann was managing all client interactions and recordkeeping manually, juggling a mix of paper files, emails, and even text messages from clients. This created hours of repetitive data entry and left little room to grow her business or improve operational efficiency. Additionally, RCS had no online presence, limiting its ability to attract new clients.
The AI Readiness Assessment
Our consultative assessment revealed several key needs:
A modern, scalable software platform to manage client records and bookkeeping more efficiently
Automated intake of client communications, especially for text-based messages
A professional website to enhance credibility and prepare for AI-based services down the line
The Solution
We started by auditing and evaluating bookkeeping platforms with strong automation features and third-party AI integration support. Once the best platform was selected, we provided onboarding support and hands-on training—Roseann herself led the charge in migration, showing impressive adaptability and ownership.
To streamline client input, we developed and deployed a custom SMS agent that:
Receives texts and attachments from clients
Recognizes each client based on their phone number
Automatically translates messages and documents into entries on the bookkeeping platform
This solution dramatically cut down manual data entry and allowed Roseann to focus on higher-value client service.
Next, we created a new website for RCS—professional, scalable, and built with future AI integrations in mind. With this digital foundation in place, the business is now positioned to attract new clients and grow sustainably.
The Impact
🕒 Significant reduction in manual data entry, saving hours every week
📲 Streamlined client communication via automated SMS agent
🌐 Modern online presence to support marketing and future growth
🚀 Stronger positioning for scale, without sacrificing quality of service