How Wendroff & Associates, CPA doubled tax planning sessions with Calendly

Wendroff & Associates, CPA operates more like a technology-driven CPA firm than a traditional accounting practice. By constantly looking for ways to get the most out of workflows and automate processes, the firm has built a reputation for efficiency and innovation. Before Calendly, inefficient scheduling kept Wendroff & Associates from connecting with clients quickly. But with automation in place, the team can now handle twice as many tax planning sessions during busy seasons — without adding more hours to the day. Now, easy scheduling means a better experience for tax pros and clients alike—and more capacity to grow the business.

Challenges

Inefficient scheduling meant less time for clients

For tax professionals, time is money. Every minute spent on administrative tasks like manual scheduling takes away from serving clients, doing financial planning, and meeting crucial tax deadlines. As a forward-thinking CPA firm, Wendroff & Associates, CPA prioritizes innovation and automation. Yet the team found themselves caught in a frustrating cycle of back-and-forth emails just to book a single meeting. This slowed down their response times, delayed tax planning sessions, and ultimately limited how many clients they could support during their busiest seasons. Without a faster way to get meetings on the books, clients had to wait longer for advice — and some missed out on important planning opportunities altogether.

“For us, efficiency is everything. We operate in a deadline-driven environment, and the last thing we need is delays due to scheduling conflicts,” says Brian Wendroff, Founder of Wendroff & Associates, CPA. 

Brian and the team knew they needed a better solution — one that could eliminate unnecessary admin tasks and allow both clients and internal teams to schedule meetings effortlessly.

Solution

Letting Calendly streamline the meeting process

To remove inefficiencies, Wendroff & Associates turned to Calendly to automate the entire scheduling workflow—from initial client engagement to meeting follow-up. Before Calendly, the team had to manually coordinate availability via email, send meeting links, issue reminders, and follow up if a client didn’t show. Now, the process is seamless — for both the client and the team.

It starts with a Wendroff & Associates team member sending an email to a client which includes a JotForm to fill out and a Calendly link to set up a tax planning session. From there, they can choose the type of meeting they need — like a summer tax planning session — and instantly book a time that works for them. Once the meeting is confirmed, Calendly automatically sends a confirmation email and adds the meeting to the calendar. Leading up to the meeting, Calendly sends reminder emails to make sure the client completes the Jotform and is prepared with the proper documentation. 

This means no more missed prep, no more no-shows, and no need for the team to chase down meeting confirmations. If a client does need to reschedule, they can do it with just a click — no emails needed.

On the backend, Calendly’s integrations with HubSpot and Google Meet keep everything in sync. Clients now receive automated email reminders before meetings, which ensures they show up prepared with the necessary documentation. Virtual meetings are created automatically, invites go out without extra clicks, and the client journey is smooth from start to finish.

To scale this experience across the team, the firm also uses Managed Events. Instead of every tax planner setting up their own scheduling flows, the admin team creates pre-configured templates for key meeting types, like summer or fall tax planning. These templates include default durations, reminders, buffer time, and follow-up settings, so team members simply select the Event Type and send the link — no setup required.

This automation doesn’t just save time — it creates a consistent, reliable experience that clients have come to expect. The team is more prepared, the clients are better informed, and scheduling is no longer a barrier to delivering value.

Results

Serving more clients, faster

The impact of Calendly was both immediate and measurable. The team cut scheduling time in half, which allowed them to double the number of tax planning sessions they could deliver during their busiest seasons—without adding more hours or headcount.

This new capacity gave clients the chance to book earlier and more consistently throughout the year, helping them avoid last-minute stress and better prepare their financial strategies ahead of tax deadlines. Clients noticed the difference. Before Calendly, scheduling required multiple back-and-forth emails, which delayed planning and created unnecessary friction. Now, clients can book in just one step, leading to a 40 percent reduction in scheduling-related email exchanges.

The firm also saw an improvement in internal collaboration, as team members no longer had to coordinate schedules manually. The shift toward automation has helped the team reclaim valuable time for more strategic work—and created a smoother, more consistent experience for every client they serve.

With less time spent on admin and more time focused on relationships, Wendroff & Associates, CPA isn’t just improving their process — they’re creating a more responsive, client-centered experience that keeps people coming back year after year.