[ NexusMind · a software studio in Montréal · for accounting & CPA firms ]
Client documents in one place.
Not in your inbox.
We build custom software around the way your accounting firm works — starting with one agreed workflow, such as collecting client documents or sending reminders. Keep the tools that already work. We’ll recommend an existing product if it fits better.
Free 30-minute call and short written summary. Detailed specification in paid scoping.
- RD R. Delacroix 5 of 6 documents 08:14
- MO M. Okafor complete · 6 of 6 06:00
- LT L. Tremblay rental summary due Yesterday
- JB J. Baptiste letter unsigned Mon
Good morning — 2 documents are still needed for your 2025 return: vehicle log and medical receipts. Upload: hf.cpa/rd-2025
Fee and scope pulled from the engagement record.
You know the number before the phase starts.
We agree a fee for paid scoping first. That produces your detailed specification and a fixed quote for development. You approve the development scope and price before the build starts. Any scope change is quoted separately.
quoted when earned
You own it. We can maintain it.
Your code, documentation and hosting accounts stay under your control. We can maintain the system through an optional paid support arrangement, with responsibilities and response times agreed before launch. You can also choose another provider.
No licence fee per user for the software we build.
We do not charge a per-user licence fee for your custom software. Hosting, usage-based services, third-party subscriptions and any agreed maintenance have their own costs. Adding staff may affect those provider charges.
In your name, on your accounts, from day one.
The cloud account, the domain and the database are opened in the firm’s name. Client documents never sit on our infrastructure, and the monthly hosting invoice goes to you, not through us.
Three moments in a tax season
Not a catalogue of features. Three seconds in a firm's week where the phone does not ring, the inbox stays empty, and nobody retypes anything.
Sent while the office was still closed. Nobody wrote it, and nobody will have to chase.
- RD Re: Re: Fwd: tax stuff 2025 here's what I could find, let me know if… IMG_4471.jpgscan (2).pdf 08:14
- RD Re: Re: Re: Fwd: tax stuff sorry forgot the attachment 08:16
- MO T4s (finally) attached, is this everything? Yesterday
- LT rental? do you still need the rental thing Mon
The thread becomes a checklist tied to the file. Same client, same documents — and the inbox is empty.
One entry reaches the deadline, the letter and the invoice. Nobody retypes it.
Before you decide
Four questions firm owners ask before commissioning software, and where to read more.
- Agree each stepCall + summary FreeDetailed spec Paid scopingDevelopment Separate quoteYou decide before the build01 · Price
How is the price agreed?
The call and short written summary are free. We agree a fee for detailed scoping, then quote development against the specification. A first phase might cover document intake and reminders, with integrations agreed during scoping. Hosting, third-party subscriptions and optional maintenance are separate costs.
- Your system. Your accounts.Updates Agreed scopeBackup checks Agreed responsibilitiesTechnical support Agreed response timesOptional support · agreed monthly fee02 · Support
You own it. We can maintain it.
Optional ongoing maintenance covers agreed updates, backup checks and technical support. We define the scope, response times and monthly fee before launch. Hosting and third-party subscriptions are separate.
The support arrangement identifies the operations we handle. You retain control of your accounts. If you choose handover without ongoing support, your team or chosen provider operates the system.
- Access stays under your controlYour accountsNamed accessKnow who has accessRevocable accessYou retain controlTest dataAnonymised or synthetic preferredDiscuss your requirements during scoping03 · Client data
How would you handle our client data?
Our security policy covers access to your accounts, the use of client data during development, and handover. It describes named access you can revoke and a preference for anonymised or synthetic test data. We discuss the requirements for your systems during scoping.
- Illustrated walkthroughClient intakeRemindersDeadlinesClient intake Collect informationReminders Follow up on documentsDeadlines See what is dueFictional firm · example workflows04 · Before we talk
What can I look at before we talk?
The walkthrough below illustrates intake, reminders and other possible workflows for a fictional firm. Use it to identify the work you want to improve; your own project would have an agreed scope and specification.
How a small studio ships in weeks at a fixed price
Start with a free conversation and written summary. Paid scoping defines what we will build and what it will cost. Once you approve development, you review working software each week and receive a documented handover.
- THE FIRMOutlookQuickBooksExcel · master.xlsxDropbox typed 3× a day01 · FREE
A free call and written summary
We discuss the work your team repeats by hand and send a short written summary of the opportunity and suggested next steps. Both are free.
→ short written summary · free - SPEC.MD AGREED SCOPER-01R-02R-03R-04Signed ______$ fixedFIXED PRICE · AGREED SCOPEpaid scoping deliverable02 · PAID SCOPING
A detailed spec, as paid scoping
We agree the scoping fee before starting. The detailed specification is a paid deliverable you keep, with the scope and fixed price for development. You decide separately whether to proceed with the build.
→ detailed specification · development quote - WAVE 1 WAVE 2 WAVE 3Fri #1 ✓ Fri #2 ✓ Fri #3 · live03 · DEVELOPMENT
Review working software each week
Try the working screens with us each week. We check them against the agreed scope, gather your feedback and agree any changes before adding work.
→ build #1 · #2 · #3 · your URL - ✓ REPO✓ DOCS✓ HOSTINGon your accounts · your name agreed scope checked04 · HANDOVER
Handover, in your name
Code, documentation, hosting and data on your accounts. The next phase happens because this one earned it.
→ code · documentation · handover checklist
Explore an example workflow
An illustrated walkthrough for a fictional accounting firm. Choose a module or intake step to explore it. The fields and actions inside each screen are examples, not a working application. Your first phase would cover an agreed workflow, not every module shown here.
Nothing is asked for twice, and nothing irrelevant is asked for at all. The firm sees the file the moment the form is submitted.
- T4 / employment slips3 of 3 received complete
- Bank statements · Q1–Q44 of 4 received complete
- Vehicle & mileage logrequested 2 days ago waiting
- Rental income summaryrequested 2 days ago waiting
- Medical receiptsnot started outstanding
- Prior-year returnon file complete
Every figure on the return traces back to a document on the file. Differences are found before the review, not during it — and nothing is signed until they agree.
- R. Delacroix · vehicle logSMS · 06:00 · 2nd reminder sent
- M. Okafor · T4 slipsEmail · 06:00 sent
- L. Tremblay · rental summarySMS · 06:02 sent
- J. Baptiste · medical receiptsEmail · 09:00 queued
- S. Nguyen · engagement letterSMS · 09:00 queued
Good morning — {n} documents are still needed for your {year} return: {list}. Upload here: {link}
- Apr 30 · T1 personal118 files · 71 complete 26 days
- Jun 15 · T1 self-employed31 files · 9 complete 72 days
- Jun 30 · T2 corporate · Dec year-end14 files · 2 complete 87 days
- Mar 31 · GST/HST · Q49 files · 8 complete filed 8/9
- R. Delacroix2 documents outstanding · reminders on waiting
- J. Baptistemedical receipts · not started outstanding
- L. Tremblayrental summary · requested waiting
Overdue is a colour, not a memory.
- Okafor41 files · 3 at risk on track
- Finch38 files · 6 at risk watch
- Harlow39 files · 5 at risk watch
- #2025-0418 · R. Delacroix · $640T1 2025 · from the engagement record synced · paid
- #2025-0417 · M. Okafor · $640T1 2025 synced · sent
- #2025-0416 · Vaughan Build · $2,150T2 · Dec year-end synced · paid
- #2025-0415 · L. Tremblay · $780T1 · rental schedule draft
- QuickBooks Onlineinvoices · payments · customers synced
- Outlooktwo-way calendar · per partner synced
- DocuSignengagement letters synced
Last sync 2 min ago · 0 conflicts · no third version to reconcile on a Friday.
13
14
15
- R. DelacroixMon 09:00 · T1 review · 30 min SMS ✓
- New client · intakeThu 09:00 · form sent on booking SMS ✓
- L. Tremblaymoved Wed → Tue 12:00 by client MOVED
Clients pick a slot from the link. The phone stops being the only interface.
Statements pull in nightly and matching runs before anyone opens the file. Staff review the three lines that need a human, not the sixty-one that don't.
A first project might cover document intake and reminders, while you keep your existing accounting software. Integrations are agreed during scoping; the other modules shown here would be separate scope.
One link per client. Documents land on the file, not in the inbox. Illustrated screensFictional client dataExample integrations · subject to scopingWho is behind it
Dmitry Kuznetsov · founder & engineer
NexusMind is a senior engineer, a bench of partners, and a build system of its own.
Fifteen years as a senior software engineer across fintech, healthcare, retail and e-commerce SaaS. The studio is founder-led and staffed per project: partner engineers and specialists join a phase as its scope calls for them, so a build gets exactly the hands it needs and you are not paying for idle headcount. The spec-driven, AI-native toolchain is built and run in-house, and it is the reason a small studio can quote a fixed price and mean it.
- Years
- 15+
- Industries
- fintechhealthcareretaile-commerce
- Based
- Montréal · EST. 2024
- Team
- founder-led · partners per phase
Not an accounting firm?
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