IT Services case study
Automating Recurring Tax Reports for an IT Services Provider
A US IT services provider was spending accounting time preparing tax reports for different locations and jurisdictions.
- Project type
- Tax reporting automation
- Industry
- IT Services
- Location
- United States
- Services
- API Integration, Custom Software Development
At a glance
- Accounting work time
- 20%less
- Development and deployment
- 2weeks
Overview
The Summary.
A US IT services provider was spending accounting time preparing tax reports for different locations and jurisdictions. VARTEQ connected the company’s financial systems to an automated reporting and filing workflow through RESTful APIs. Manual workload fell by 20%, with fewer submission delays and more accurate IRS and sales tax filings.
About the project. An IT services provider with recurring tax reports across multiple locations and jurisdictions.
Engagement length. 1 week of research and planning; 2 weeks of development and deployment after sign-off.
The challenge.
For each filing cycle, accountants collected data, checked it across systems, and submitted IRS and sales tax reports manually for multiple locations. This took considerable time, introduced errors, and made a larger workload difficult to absorb without hiring.
Manual transfers created differences between the collected data and submitted reports. Filing delays were recurring, increasing compliance risk, and the existing process offered little way to prevent them.
What the Review Found
The required data was spread across several systems. Accountants first had to extract it and combine it by hand, spending hours on preparation and introducing discrepancies that later appeared in reports.
Validation and submission were also manual, including the application of different jurisdictional rules. The team needed automated checks and a common filing workflow connected to the source systems.
The solution.
- Automatic preparation and submission of IRS tax reports and location-specific sales tax filings
- Live tax data retrieved from existing financial systems through APIs
- Checks against jurisdictional requirements before submission
- Development and deployment completed in 2 weeks
- 20% less accounting work time and fewer filing errors
The tax reporting system connects to the client’s financial infrastructure and handles data extraction, validation, and submission in sequence.
- 01
Data Collection Through APIs
A RESTful API retrieves current tax data from the existing financial systems. Web API services maintain the connections across locations and tax categories, removing manual exports and transfers.
- 02
Validation and Filing
The system checks extracted data against rules for the relevant location and tax type before filing. Discrepancies can be caught before they cause a late submission. A workflow engine coordinates retrieval, validation, and automatic submission without manual transfers between steps.
- 03
Shared Tax Records
Tax records, filing statuses, and submission logs are stored together across jurisdictions and reporting periods. The accounting team can check completed and pending filings and investigate discrepancies through admin dashboards, without assembling separate reports.
- 04
Delivery
The first week covered research and planning: mapping financial systems, locating data sources, and defining the jurisdictional rules for validation.
Development and deployment took two weeks from sign-off. The team established the API data feed first, then added validation and submission. Tests covered different locations and tax categories before release. Deployment finished on schedule at the end of the second week.
Services on this project
Technologies used
- RESTful APIs
- Workflow automation
- Shared tax records and admin dashboards
The outcome.
- 20%
Less Accounting Work Time
Automated retrieval, checks, and filing removed recurring manual steps. Accountants could concentrate on exceptions that needed their attention.
Shorter Filing Delays
Reports could be prepared and submitted sooner once data collection and validation were automated. Filing followed a repeatable schedule with less manual coordination.
Fewer Filing Errors
Checks ran before submission and improved consistency between jurisdictions. Discrepancies introduced during manual consolidation were largely eliminated.
More Time for Accounting Analysis
The team spent less time entering data and preparing routine reports, leaving more capacity for analysis, planning, and compliance strategy.
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