What Proxara does
What Proxara is, what your staff do with it, and where your clients' names go.
Overview
Proxara is your firm’s back office: it knows where every client stands and does the routine work. It watches your firm’s Outlook, SharePoint, OneDrive, Teams and Karbon, and CCH Axcess where it is connected, and keeps one picture of each client. When something arrives it does the next step, such as a bank statement into the month’s books, a notice into a job someone owns, or a missing document chased, and it waits for a person to approve before anything leaves the firm or changes a record.
Your staff reach it through the assistant they already use: Claude, ChatGPT, Gemini or Microsoft 365 Copilot. The assistant receives codes such as P-7KQ2M in place of client names and identifiers, and your staff see the real names in the Proxara window inside the conversation. All of it runs in your firm’s own application and database in Microsoft Azure in the United States, with a model Proxara runs itself.
What staff ask
| Your staff ask | What happens |
|---|---|
| “Where does the Smiths’ 2025 return stand?” | The assistant checks the Karbon work, recent email and the client’s files, and the Proxara window links each source. |
| “What are we still waiting on from the Smiths?” | Proxara lists each W-2, 1099 and K-1 from last year’s return and checks it against what has arrived. |
| “Email the Smiths for the missing 1099-B.” | The assistant drafts the email. Your staff member sees it with the real names, edits it if needed and approves it, and it goes from their own mailbox. |
| “Move the return to In Review and assign it to Sarah.” | After one approval, Proxara updates Karbon. |
| “Compare the Smiths’ 2025 return with the last three years.” | The assistant lines up each year’s figures and explains the largest changes. This one needs CCH Axcess connected. |
Some of it happens without anyone asking. When a corrected K-1 arrives by email, Proxara flags each saved decision and piece of work that relied on the old one.
The client record
A model Proxara runs in Azure reads each new email, file and scan once, and keeps one record per client: the household and its businesses, what arrived and when, the decisions your staff saved, and the document behind each fact. The record is encrypted in your firm’s own database. The documents themselves stay in your systems.
Names and codes
Before anything reaches the assistant, Proxara replaces names, SSNs, EINs, account numbers, addresses, emails and phone numbers with codes. Amounts, dates and form lines stay, so the assistant can still do the work.
Sent to the AI
P-7KQ2M’s 2025 K-1 from B-4F2KD shows $212,400 in box 1. A corrected K-1 arrived on 30 September.
In the Proxara window
Daniel R Harlow’s 2025 K-1 from Quandary Peak Dental LLC shows $212,400 in box 1. A corrected K-1 arrived on 30 September.
Changes wait for a person
The assistant can draft a client email, update Karbon or file a document. Each step is shown in the Proxara window with the real names and runs only after your staff member approves it.
Draft an email to Daniel R HarlowHide
ToDaniel R Harlowdharlow@quandarypeakdental.exampleoutside the firm
Signed Form 8879 needed to file your 2025 return
Hi Daniel,
Your 2025 return is prepared apart from one item: the signed Form 8879 (IRS e-file authorization). We can’t submit the return until we have it.
Please sign and return it, and we’ll file as soon as it comes in. Everything else we need is already here.
Show the whole message
Edit
Note on 2025 Form 1040 - HarlowHide
2025 return: waiting on signed Form 8879
2025 Form 1040 is waiting on one document: the signed Form 8879. All other expected documents (organizer, 1098, 1099-R, both K-1s, W-2) are received. Email requesting the signed 8879 drafted to the client for approval.
Edit
ApproveReject
Both are ready for your approval in the window, and nothing runs until you approve.
Redacting a single file
Sometimes a person wants to give the assistant a file themselves. On Windows they right-click it in File Explorer and choose Redact, and a copy appears beside it with the names and numbers replaced. Right-click redact covers the details.
Where to go next
| If you are | Read |
|---|---|
| The partner deciding | Trying Proxara, Security and the Trust Center |
| Setting it up | Set up |
| Using it day to day | Proxara in your assistant |