Sigma Intelligence × IBC — Operational Analysis

IBC has the data.
It just needs
to work for you.

Based on your current workflow — Excel for cash flow and client control, QuickBooks for accounting — here is exactly what Sigma can eliminate, automate, and transform for IBC.

Cash Flow Automation Client Control Payment Tracking Document Management Tax Tracking QuickBooks Sync
See the Transformation → View Impact Numbers
V
Vanessa Santos
IBC — Operations Lead
Active Profile
Current Tech Stack
📊
Excel — Cash Flow
Manual updates, no real-time view
Manual
💚
QuickBooks
Accounting — not synced to Excel
Siloed
📋
Excel — Client Control
Payments · Documents · Taxes
3 pain points
"Eu faço fluxo de caixa no Excel mas usamos o QuickBooks também. O controle dos clientes faço por Excel também — pgtos, documentos, taxas pagas entre outros."

— Vanessa Santos, IBC
01 — IBC Today

We mapped your exact workflow.
Here is what we found.

Every step below is based on what Vanessa described. Each one is a place where time is lost, errors can happen, and revenue is at risk.

📊
Cash Flow Management
Excel + QuickBooks — two separate systems
1
Transaction enters QuickBooks
A payment is received or an expense is recorded in QBO by the accountant or team.
2
Same data re-entered in Excel
The same transaction is manually typed into the cash flow spreadsheet — duplicate work, twice the risk.
Double entry — error risk
3
Excel is updated at end of day (or week)
Cash flow visibility is delayed. Decisions are made on yesterday's — or last week's — numbers.
No real-time view
4
Monthly report compiled manually
At month end, the cash flow report is assembled from the spreadsheet — typically 5–8 hours of work.
~6 hrs lost every month
📋
Client Control
Payments · Documents · Taxes — all in Excel
1
Payment due — tracked manually
Client payment dates are logged in Excel. No automatic reminders. Overdue accounts discovered only when Vanessa checks the file.
Missed revenue, late detection
2
Documents stored per client in folders
Client documents tracked via Excel rows. Finding a specific doc during a client call takes 5–10 minutes of searching.
No centralized vault
3
Tax payments tracked in same spreadsheet
Tax status (paid/pending/overdue) for each client is tracked manually. No alerts when deadlines approach.
Compliance risk
4
Follow-ups done manually, ad-hoc
When a client is overdue on a payment or document, the reminder is written, sent, and tracked individually — no system.
Hours of invisible work
0
Hours/Month Lost
Manual data entry, reconciliation and report building
0
Overdue Accounts
Average discovered late — after the client already missed their due date
0
Systems Out of Sync
Excel cash flow, Excel clients, QBO, and email all operating independently
0
Automated Reminders
Zero payment or tax reminders are sent automatically today
02 — The Transformation

Each workflow, completely rebuilt.

Click each area to see exactly what changes — and what that means for IBC day to day.

Cash Flow — Live, Zero Effort
Today Vanessa maintains a separate Excel file that mirrors QuickBooks — manually. With Sigma, that file disappears. QuickBooks becomes the single source, and the dashboard reflects every transaction the moment it's recorded.
100%
Real-time accuracy
0 hrs
Manual data entry
1-click
Monthly reports
Live QuickBooks feed — every transaction in QBO appears instantly on the Sigma dashboard. No copy-paste, no Excel update.
Income vs. Expense view by category, client, or period — always current, always accurate.
30 / 60 / 90-day cash projection based on expected payments, recurring income, and scheduled expenses.
Variance alerts — Sigma notifies you when cash position drops below a threshold or deviates from the projection.
Monthly report generated in one click — formatted PDF delivered automatically on the 1st of each month.
Cash Flow — Live Dashboard
Live
$48.2k
MTD Income
↑ +12%
$36.1k
MTD Expenses
→ On budget
$12.1k
Net Position
↑ Healthy
Cash Flow — July 2026
90-Day Projection
Jul
$12k
Aug
$10k
Sep
$14k
QuickBooks synced
Updated 47 seconds ago
Client Payments — Fully Automated
Today IBC tracks client payments manually in Excel — no alerts, no reminders, no automated follow-ups. Overdue accounts are discovered late. With Sigma, the system monitors every client, sends reminders automatically, and escalates when needed.
-68%
Overdue accounts
100%
Auto-reminders
+$600
Recovered/month avg
Automatic payment reminders sent 7 days before, 3 days before, and 1 day after due date — per client, every time.
Real-time overdue dashboard — see every late account, how many days overdue, and the amount at risk, in one view.
One-click payment link — generate and send a payment link to any client in seconds, directly from the platform.
AR Aging Report — current, 30d, 60d, 90d+ — generated instantly, always current, exportable to PDF.
Escalation rules — if a client passes 30 days overdue, Sigma can auto-flag and notify a manager.
Client Payments — Control Center
Live
Payment Status Overview
271
Current
47
Due Soon
7
Overdue
Auto-Reminders Scheduled Today
🔔
Johnson LLC — Payment due in 7 days · $2,400
🔔
Ana Costa — Payment due in 3 days · $850
⚠️
Martinez & Assoc. — Overdue 12 days · $3,100
Recent Activity
ClientAmountStatus
Smith Corp$1,800Paid
Rivera LLC$3,200Overdue 5d
Green & Co$950Due Jul 8
Documents — Centralized & Instant
Today IBC tracks documents per client via Excel rows, with files scattered across local folders. Finding anything during a client call takes 5–10 minutes. With Sigma, every document lives in one searchable vault — organized by client, status, and type.
<10 sec
Any document found
100%
Status visibility
Auto
Expiry alerts
Per-client document vault — every document organized by client, category (tax, ID, contract, filing), and status.
Status tracking per document — Received / Pending from client / Under review / Completed / Expired — visible at a glance.
Automatic expiry and renewal alerts — Sigma notifies you 30 days before any document expires (licenses, authorizations, ID docs).
Document request workflows — request a missing document from a client via email directly from the platform. Status auto-updates when they upload.
Instant full-text search — find any document across all clients in under 5 seconds, from any device.
Document Vault — IBC
Live
Document Status Overview
847
Complete
34
Pending
12
Expired
28
Expiring
Recent Documents — All Clients
ClientDocumentStatus
Smith Corp2025 Tax ReturnComplete
Rivera LLCEIN LetterPending
Ana CostaCorp. LicenseExpired
Green & CoQ2 FinancialsReview
Expiring Soon — Action Required
📄
3 clients — Business licenses expiring in 30 days
📬
Rivera LLC — Document request sent. Awaiting upload.
Tax Tracking — Zero Compliance Risk
Today IBC tracks tax payments and filings manually in Excel — per client, per period. There are no automated alerts, no deadline calendar, and no compliance dashboard. A missed deadline means penalties for the client and reputational risk for IBC.
0
Missed deadlines
Auto
Filing calendar
100%
Client visibility
Tax calendar per client — every quarterly, annual, and special filing deadline tracked automatically, no Excel maintenance needed.
Deadline alerts — Sigma notifies the team 30, 14, and 7 days before each client's tax deadline. Escalates if not resolved.
Status dashboard per client — Filed / In Progress / Pending documents / Overdue — visible across all clients in one view.
Tax payment history — complete record of every payment made per client, per period, with amounts, dates, and confirmation numbers.
Compliance score — each client has an automatic compliance score based on filing history, helping IBC prioritize attention.
Tax Compliance Dashboard
Live
Filing Status — All Clients
218
Filed
31
In Progress
4
At Risk
Upcoming Deadlines — Next 14 Days
🚨
Rivera LLC — Q2 Tax Payment — Due in 3 days
📅
Smith Corp — Annual Filing — Due in 9 days
📅
Green & Co — Quarterly Estimate — Due in 12 days
Tax Payment History — Smith Corp
PeriodTypeAmountStatus
Q1 2026Federal$4,200Paid
Q1 2026State$1,100Paid
Q2 2026Federal$4,800Pending
03 — Automation Engine

Everything that IBC does manually today — Sigma does automatically.

These are not optional add-ons. Every automation below runs the moment you go live — replacing hours of invisible work every week.

🔄
QuickBooks Live Sync
Every transaction in QuickBooks appears instantly in Sigma. Cash flow is always current. No manual update ever needed again.
Eliminates ~6 hrs/month of manual data entry
🔔
Payment Reminder Engine
Sigma automatically sends payment reminders to clients at 7, 3, and 1 day before due date. Overdue? Escalation kicks in at day 5 and day 15.
Reduces overdue accounts by up to 68%
📊
Monthly Report Generator
On the 1st of every month, Sigma generates and delivers the complete cash flow, AR aging, and client status report as a formatted PDF — automatically.
Saves 6–8 hours of report work every month
📅
Tax Deadline Calendar
All client tax deadlines tracked and monitored. Sigma sends alerts 30, 14, and 7 days before each filing or payment deadline — for every client, always.
Zero missed deadlines, zero compliance risk
📄
Document Request Workflows
When a client document is missing or expired, Sigma sends the request automatically, tracks the response, and updates the status when uploaded.
Eliminates manual follow-up per document
📉
Cash Flow Alerts
If cash position drops below a defined threshold, or if projected 30-day inflows look short, Sigma alerts the team immediately — before it becomes a problem.
Proactive, not reactive financial management
How a client payment flows through Sigma automatically
📅
Invoice Due Date
Recorded in Sigma
→
🔔
Auto-Reminder
7 days before
→
🔔
Final Reminder
3 days before
→
💳
Payment Link
Auto-generated
→
💚
QBO Updated
Instantly synced
→
📊
Dashboard Live
Cash flow current
04 — QuickBooks Integration

Stop entering data twice.

IBC uses QuickBooks and Excel in parallel — which means every number is entered twice and the two systems are never perfectly in sync. Sigma connects directly to QuickBooks and eliminates the Excel layer entirely.

🔗
Sigma × QuickBooks — Live Connection
Connected
💚
Transaction recorded in QuickBooksClient payment, expense, or invoice — entered once, anywhere.
🔄
Sigma syncs in < 60 secondsBi-directional sync pulls all changes automatically. Zero manual action.
📊
Dashboard updates in real timeCash flow, client balances, and reports all reflect the latest data instantly.
✅
Excel file retired permanentlyNo more duplicate entry. QuickBooks stays as the accounting system. Sigma is the operational layer on top.
Enter in QuickBooks
Enter in QuickBooks
Re-enter in Excel manually
Sigma syncs automatically
Systems always slightly out of sync
Always in perfect sync
Cash flow view delayed by hours or days
Real-time, always current

What changes the moment you connect

Everything IBC was doing in Excel to mirror QuickBooks — gone. Sigma becomes the live operational view that sits on top of QBO without replacing it.

0×
Data entered twice
One entry in QBO → everywhere updated
<60s
Sync time
Every QBO change reflected in Sigma in under 1 minute
100%
Data accuracy
No manual transfer = no transcription errors
1-click
Reconciliation
What used to take hours now takes seconds
05 — The Impact

What this means for IBC
in real numbers.

These figures are based on the specific workflows Vanessa described and benchmarks from similar professional services firms using Sigma.

0
Hours Freed Per Month
Manual data entry, reconciliation, and report building — all automated
0%
Fewer Overdue Accounts
Automated reminders catch late payments before they become a problem
0%
Less Time on Reports
Monthly report: from 6–8 hours down to one click, under 15 minutes
0
Missed Tax Deadlines
Every client deadline tracked and alerted automatically — from day one

TIME SPENT — BEFORE VS. AFTER (Hours per Month)

OVERDUE ACCOUNTS — TREND PROJECTION

✕  IBC Today — Time Cost
Update Excel cash flow~6 hrs/mo
QuickBooks reconciliation~4 hrs/mo
Monthly report creation~7 hrs/mo
Payment follow-ups (manual)~5 hrs/mo
Document tracking & requests~6 hrs/mo
Tax deadline monitoring~4 hrs/mo
Total hidden cost32+ hrs/mo
✓  With Sigma — What Replaces It
Cash flow viewAutomatic
QuickBooks reconciliationAutomatic
Monthly report creation<15 min
Payment follow-upsAutomatic
Document tracking & requestsAutomatic
Tax deadline monitoringAutomatic
Total time freed~30 hrs/mo
06 — Live Platform

Click around. This is IBC's actual platform.

Every screen below is exactly what the IBC team would use daily. Click each icon on the sidebar to explore the full system — each one replaces a spreadsheet.

Sigma Intelligence — IBC Operations Center
Overview
Live
📊
Overview
👥
Clients
💳
Payments
📁
Documents
📑
Taxes
💰
Cash Flow
📋
Reports
⚙️
Settings
342
Active Clients
↑ 12%
$48.2k
Cash Flow MTD
On Target
7
Overdue Accts
↓ 68%
4
Tax Deadlines
Next 14d
12
Docs Expiring
30 days
28
Auto-Actions
Today
Cash Flow — July 2026 (Live from QuickBooks)
Client Payment Status
Recent Activity — Auto-Processed
ClientActionStatusTime
Smith CorpPayment reminder sentAuto2 min ago
Rivera LLCQBO sync — invoice paidSynced8 min ago
Ana CostaLicense expiry alert sentAlert1 hr ago
Green & CoTax deadline — 9 daysUrgent2 hrs ago
Martinez LLCMonthly report generatedDoneAuto
System Status
QuickBooks Sync
47s ago
Payment Reminders
14 sent today
Document Vault
893 indexed
Tax Calendar
4 alerts active
Monthly Report
Aug 1st — Auto
Cash Flow View
Real-time
342
Total Active
↑ 12% MoM
28
New This Month
↑ 8
7
Overdue
↓ from 22
96%
Compliance Score
↑ Strong
ClientBalance DueLast PaymentPayment StatusComplianceTax FilingAction
Smith Corp$3,400Jun 15CurrentA+Filed
Rivera LLC$5,200May 03Overdue 45dCPending
Ana Costa — CPA$1,800Jul 01CurrentAFiled
Green & Associates$2,900Jun 28Due Jul 8B+In Progress
Martinez & Assoc.$8,100Apr 20Overdue 12dC-Overdue
Johnson LLC$4,600Jul 02CurrentAFiled
Pereira Holdings$7,200Jun 30CurrentA+Filed
Blue Sky Services$1,100Jun 10Due Jul 10BIn Progress
Showing 8 of 342 clients · Load more
$38,400
Current (0–30d)
$4,200
Late 31–60 days
$1,800
Late 61–90 days
$3,700
90+ days overdue
Overdue Accounts — Action Required
ClientAmountDays LateRemindersAction
Martinez & Assoc.$8,10012 days3 sent
Rivera LLC$5,20045 days6 sent
Blue Ocean LLC$2,4005 days1 sent
Sunrise Corp$1,9003 days1 sent
Auto-Reminder Engine — Today
✅
Johnson LLC — 7-day reminder
Payment of $4,600 due Jul 10
9:02 AM
✅
Blue Sky Services — 3-day reminder
Payment of $1,100 due Jul 10
9:02 AM
✅
Green & Assoc. — 7-day reminder
Payment of $2,900 due Jul 8
9:02 AM
⚠️
Rivera LLC — Escalation triggered
45 days overdue · $5,200 · Flagged to manager
9:00 AM
💳
Smith Corp — Payment received
$3,400 · QBO synced automatically
8:47 AM
Upcoming Payments — Next 14 Days
ClientAmountDue DateDays Until DueReminder StatusAction
Green & Associates$2,900Jul 083 days3-day sent
Johnson LLC$4,600Jul 107 days7-day sent
Blue Sky Services$1,100Jul 107 days7-day sent
Pereira Holdings$7,200Jul 1512 daysScheduled
847
Complete
34
Pending from Client
12
Expired
28
Expiring in 30d
ClientDocumentTypeUploadedExpiry DateStatusAction
Smith Corp2025 Federal Tax ReturnTaxMar 15, 2026—Complete
Rivera LLCEIN Confirmation LetterCorporateMissing—Pending
Ana CostaState Business LicenseLicenseJan 10, 2025Jul 31, 2026Expiring Soon
Green & Assoc.Q2 2026 FinancialsFinancialJun 30, 2026—Under Review
Martinez LLCOperating AgreementCorporate2021Expired Jan 2026Expired
Johnson LLC2025 W-9 FormTaxFeb 01, 2026—Complete
Pereira HoldingsArticles of IncorporationCorporateMay 2019No expiryComplete
Automatic Alerts Sent Today
📄
Ana Costa — License expiring in 27 days
State Business License · Renewal required by Jul 31
Auto · 9:00 AM
📬
Rivera LLC — Document request sent
EIN Confirmation Letter requested · Awaiting upload
Auto · 9:00 AM
⚠️
Martinez LLC — Expired document flagged
Operating Agreement expired Jan 2026 · Action needed
Auto · 9:00 AM
218
Filed — Current
All Good
31
In Progress
On Track
4
Due Next 14d
Action Needed
2
At Risk
Immediate Action
Upcoming Tax Deadlines — Next 30 Days
3
days
Rivera LLC
Q2 Federal Tax Payment · IRS Form 1040-ES
$4,800
9
days
Smith Corp
Annual State Filing · Corp Annual Report
$350
12
days
Green & Assoc.
Q2 State Estimated Tax · Form 1040-ES
$2,100
18
days
Martinez & Assoc.
Q2 Federal Payment + Penalty Notice
$5,200
Filing Status — All Clients
Tax Payment History — Smith Corp (sample)
PeriodTypeFormAmount PaidDate FiledStatus
Q1 2026Federal1040-ES$4,200Apr 15, 2026Paid
Q1 2026StateFL-EST$1,100Apr 15, 2026Paid
2025 AnnualFederal1120$18,400Mar 15, 2026Filed
Q2 2026Federal1040-ES$4,800Due Jul 15Pending
$48.2k
Income MTD
↑ 9%
$36.1k
Expenses MTD
On Budget
$12.1k
Net Cash
Healthy
$74k
30d Projection
↑ Forecast
47s
Last QBO Sync
Live
$0
Manual Entry
Fully Auto
Monthly Income vs Expenses — Live from QuickBooks (Jan–Jul 2026)
Income Breakdown — July
Expense Breakdown — July
90-Day Cash Projection
Jul
$12k
Aug
$10k
Sep
$14k
KEY ALERTS
⚠ Aug cash flow ~15% below Jul
✓ Sep recovery projected — strong Q4
1-click
Report Generation
vs. 6–8 hrs manual
Auto
Monthly Delivery
1st of every month
PDF + Excel
Export Formats
Share instantly
AVAILABLE REPORTS
💰
Cash Flow Statement
Monthly income and expense summary synced live from QuickBooks. Auto-delivered on the 1st.
Last: July 1, 2026 · Auto
📊
AR Aging Report
All client balances broken down by aging: current, 30, 60, 90+ days. Always current.
Last: Today, 9:00 AM
👥
Client Status Report
Full client list with payment status, compliance score, outstanding documents, and tax filings.
Last: July 1, 2026
📑
Tax Compliance Report
Filing status, deadlines, payment history, and risk flags per client for the selected period.
Last: June 30, 2026
📁
Document Status Report
All documents by status — complete, pending, expiring, or expired — across all clients.
Last: July 1, 2026
📈
Executive Summary
One-page dashboard view combining cash position, client health, top risks, and action items.
Last: July 1, 2026 · Auto
Recently Generated — Ready to Download
ReportPeriodGeneratedFormatAction
Cash Flow StatementJuly 2026Jul 1, 2026 · AutoPDF
AR Aging ReportJul 3, 2026Today · 9:00 AMPDF + Excel
Executive SummaryJuly 2026Jul 1, 2026 · AutoPDF
Tax Compliance ReportQ2 2026Jun 30, 2026PDF
Ready to see it live?

See IBC's dashboard
with IBC's actual data.

Schedule a live walkthrough with the Sigma team. We'll show you exactly how the platform maps to IBC's workflows — cash flow, payments, documents, and taxes — running in real time.

Schedule Live Demo → Talk to Us
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