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How McSoley McCoy Schedules clients faster and eliminates double bookings with Optivo
Challenge
McSoley McCoy & Co. is a top 500 CPA firm, BDO Alliance member, and recognized Best Place to Work in Vermont. As the firm grew, they outgrew the way they were scheduling clients.
For years, the team ran on Outlook. It worked, until it didn't. As the team grew past 35, simple questions became hard to answer:
Patterns emerged quickly:
- Who's available next Tuesday?
- Which clients are assigned to which staff this week?
- What does the next month actually look like across the firm?
Outlook handled meetings. It didn't handle workload, capacity, or who-owns-what across 35+ people and hundreds of clients. The result was an ops layer held together by manual coordination, side conversations, and color-coded spreadsheets that nobody trusted by Wednesday.
Approach
Optivo started by mapping how McSoley McCoy actually worked, not how a generic scheduling tool would expect them to.
The firm already had two things in spreadsheets: their full client list and their team roster. Optivo's import flow turned both into structured data in minutes. No CSV templates, no IT involvement, no rebuild from scratch.
From there, the firm ran on Optivo:
- Clients live as records, not calendar invites
- Staff capacity is visible by day, week, and month
- Scheduling decisions are made against actual workload, not memory
- Notifies if a team memeber is overbooked
- Outlook still works the way it always did. Optivo runs alongside it, not against it
Solution
Within the first few weeks, McSoley McCoy moved their full client list and team roster into Optivo, and switched their internal scheduling workflow over.
The biggest shift wasn't a single feature. It was visibility. The firm went from asking "who has time for this?" in side messages to seeing the answer at a glance. Schedules stopped getting rebuilt every Monday. Conflicts that used to surface on Tuesday morning surfaced before they were ever booked.
- A fully mapped async architecture across their 9 services
- Refactored logic in the top 14 error-prone modules
- Rewritten utility functions to enforce consistent awaiting
- Prediction of high-risk redesign components before they were built
- A unified code reasoning layer that prevented regressions during rollout
After stabilizing the async foundation, the platform redesign moved forward three times faster.
Results
What’s next
McSoley McCoy is now expanding how the firm uses Optivo:
- Tighter capacity planning during tax season
- Client-scoped access for engagement teams
- Building Optivo into the firm's standard workflow as they continue to growa
For McSoley McCoy, Optivo isn't a tool that replaced Outlook. It's the system underneath the firm's operations that Outlook was never built to be.
