How to Build an Accounting Firm Structure That Actually Works

Stop Paying Consultants to Tell You What to Automate

Marcus and Rachel introduce the Automation Idea Generator from Collected by DBA, a free tool designed to help accounting firm teams identify what to automate, assess ROI, and get started without hiring a consultant. The episode walks through a live demo and breaks down a key distinction the whole firm needs to understand: AI designs the process, automation runs it. They also get honest about the real barrier to adoption in most firms, which isn't the technology, it's the team. Sponsors Discover.AI -  discover.ai [https://discovered.ai/applicant-tracking-system-affiliates/?utm_source=website&utm_medium=website&utm_campaign=influencers&utm_id=CollectiveDBA]  The Automation Idea Generator: https://collective.cpa/automationprompt [https://collective.cpa/automationprompt] Watch on YouTube https://youtu.be/zIW4hkn8wYw [https://youtu.be/zIW4hkn8wYw] Introducing Collective by DBA https://collective.cpa [https://www.dillonadvisors.com/] https://www.linkedin.com/company/collectivebydba [https://www.linkedin.com/company/collectivebydba] Learn More About Dillon Business Advisors https://www.dillonadvisors.com [https://www.dillonadvisors.com/]https://www.linkedin.com/company/dillonbusinessadvisors [https://www.linkedin.com/company/dillonbusinessadvisors] Sign up to get free CPE for listening to this podcast https://earmarkcpe.com [https://earmarkcpe.com/] Download the Earmark CPE App Apple: https://apps.apple.com/us/app/earmark-cpe/id1562599728 [https://apps.apple.com/us/app/earmark-cpe/id1562599728] Android: https://play.google.com/store/apps/details?id=com.earmarkcpe.app [https://play.google.com/store/apps/details?id=com.earmarkcpe.app] * (00:00) - Welcome to Who's Really the Boss * (01:15) - Episode Tool Teaser * (01:34) - Family Travel Update * (05:42) - Why This Free Tool * (07:07) - AI Vs Automation Basics * (08:38) - Tech Pace And Firm Context * (11:25) - Automation Initiative Start * (12:47) - Credit To Tool Builders * (14:10) - Temporary Tool Mindset * (16:31) - Team Training Exercise * (18:49) - Evaluating Automation ROI * (21:08) - Real Example Prospect Folder * (23:06) - Integration Reality Check * (28:05) - Demo Begins Tool Link * (31:40) - Software Stack Setup * (33:16) - File Storage Choices * (34:06) - Define the Pain Point * (35:10) - Payroll Email Use Case * (37:53) - Time Savings and ROI * (40:01) - Generate the Prompt * (42:14) - Claude Reviews Automation Ideas * (45:22) - Risks and Change Management * (49:17) - Empower the Whole Team * (52:43) - Wrap Up and Feedback

How to Build an Accounting Firm Structure That Actually Works

Sponsors Discover.AI -  discover.ai [https://discovered.ai/applicant-tracking-system-affiliates/?utm_source=website&utm_medium=website&utm_campaign=influencers&utm_id=CollectiveDBA]  Rachel and Marcus pull back the curtain on how DBA rebuilt their accounting firm from the ground up, moving from a structure where everything ran through one person to a three-tiered team model built for scale. They walk through each phase of the transition: defining roles, aligning consistent teams to clients, and building industry specialization that makes advisory conversations sharper and more valuable. Introducing Collective by DBA https://collective.cpa [https://www.dillonadvisors.com/] https://www.linkedin.com/company/collectivebydba [https://www.linkedin.com/company/collectivebydba] Learn More About Dillon Business Advisors https://www.dillonadvisors.com [https://www.dillonadvisors.com/]https://www.linkedin.com/company/dillonbusinessadvisors [https://www.linkedin.com/company/dillonbusinessadvisors] Sign up to get free CPE for listening to this podcast https://earmarkcpe.com [https://earmarkcpe.com/] Download the Earmark CPE App Apple: https://apps.apple.com/us/app/earmark-cpe/id1562599728 [https://apps.apple.com/us/app/earmark-cpe/id1562599728] Android: https://play.google.com/store/apps/details?id=com.earmarkcpe.app [https://play.google.com/store/apps/details?id=com.earmarkcpe.app] * (00:00) - Welcome to Who's Really the Boss * (00:39) - Family Updates * (05:16) - Why Team of Three * (06:54) - Problems With Silos * (10:24) - Client Pain Points * (12:01) - Three Roles Explained * (15:41) - Model Goals and Benefits * (21:11) - Phase One Define Roles * (29:43) - Phase Two Align Teams * (39:52) - Career Paths and Scaling * (44:09) - Wrap Up and Listener Challenge

The Four Ps of Leading Change in Your Accounting Firm

Marcus and Rachel introduce their rally cry for 2026, "lead change, create impact," and share the four Ps framework (Purpose, Picture, Plan, and Part) they've adopted at DBA and Collective to guide their team through rapid change. They get honest about past missteps, from announcing acquisitions without team buy-in to the temptation of initiating change without living through it. Along the way, they also weigh in on AI's impact on accounting firms and why the runway looks very different depending on who your clients are. Sponsors Discover.AI -  discover.ai [https://discovered.ai/applicant-tracking-system-affiliates/?utm_source=website&utm_medium=website&utm_campaign=influencers&utm_id=CollectiveDBA]  Introducing Collective by DBA https://collective.cpa [https://www.dillonadvisors.com/] https://www.linkedin.com/company/collectivebydba [https://www.linkedin.com/company/collectivebydba] Learn More About Dillon Business Advisors https://www.dillonadvisors.com [https://www.dillonadvisors.com/]https://www.linkedin.com/company/dillonbusinessadvisors [https://www.linkedin.com/company/dillonbusinessadvisors] Sign up to get free CPE for listening to this podcast https://earmarkcpe.com [https://earmarkcpe.com/] Download the Earmark CPE App Apple: https://apps.apple.com/us/app/earmark-cpe/id1562599728 [https://apps.apple.com/us/app/earmark-cpe/id1562599728] Android: https://play.google.com/store/apps/details?id=com.earmarkcpe.app [https://play.google.com/store/apps/details?id=com.earmarkcpe.app] * (00:00) - Welcome to Who's Really the Boss * (00:53) - Moving to Fort Worth * (02:19) - Busy Season Chaos * (04:01) - Move In Surprises * (06:26) - Leading Change Theme * (07:11) - Rally Cry for 2026 * (09:15) - Rapid Change Pressures * (11:53) - AI Job Impact Talk * (17:18) - Tech Savvy Client Story * (22:32) - Preparing Team for Change * (26:25) - Lessons from 2025 * (28:31) - Clarity Beats Resistance * (29:47) - Early Acquisition Missteps * (31:13) - Intentional Change Mindset * (32:16) - Adopting Lencioni Four Ps * (35:05) - Purpose Align With Values * (37:52) - Clarity Beats Vagueness * (44:37) - Picture Define Success * (47:56) - Optimist Pessimist Exercise * (53:12) - Plan Roadmap And Owners * (56:47) - Part Define Everyone Role * (59:47) - Recap Repeat And Close

DBA 3.0: Remote Work, Team of Three, and the Reinvention That Took 15 Years

Marcus and Rachel Dillon pick up where they left off, walking through the third major chapter of Dillon Business Advisors: from the shift to fully remote work and the development of their Team of Three model, to two strategic acquisitions that pushed the firm past $6 million in revenue. Marcus also pulls back the curtain on the conversations he's having now with firm owners at every size, from $1M to $250M, about succession, technology, and what it really means to build enterprise value. It's a candid look at where DBA has been and the questions every firm owner should be asking about where the industry is headed. Sponsors Discover.AI -  discover.ai [https://discovered.ai/applicant-tracking-system-affiliates/?utm_source=website&utm_medium=website&utm_campaign=influencers&utm_id=CollectiveDBA]  Introducing Collective by DBA https://collective.cpa [https://www.dillonadvisors.com/] https://www.linkedin.com/company/collectivebydba [https://www.linkedin.com/company/collectivebydba] Learn More About Dillon Business Advisors https://www.dillonadvisors.com [https://www.dillonadvisors.com/]https://www.linkedin.com/company/dillonbusinessadvisors [https://www.linkedin.com/company/dillonbusinessadvisors] Sign up to get free CPE for listening to this podcast https://earmarkcpe.com [https://earmarkcpe.com/] Download the Earmark CPE App Apple: https://apps.apple.com/us/app/earmark-cpe/id1562599728 [https://apps.apple.com/us/app/earmark-cpe/id1562599728] Android: https://play.google.com/store/apps/details?id=com.earmarkcpe.app [https://play.google.com/store/apps/details?id=com.earmarkcpe.app] * (00:00) - Welcome to Who's Really the Boss * (02:21) - Remote Work Pivot * (03:33) - Tech Stack for Remote * (06:02) - Exiting Audit Practice * (07:27) - PPP and ERC Surge * (08:24) - Team of Three Model * (14:45) - Rebrand SEO Fallout * (18:11) - Capacity and Growth Choices * (19:21) - Strategic Acquisitions 2025 * (26:18) - Owner Hours and Balance * (29:47) - Leadership Retreat Insights * (30:39) - Industry Deal Chatter * (32:39) - Succession Stewardship Mindset * (34:43) - Managing Partner Reality Check * (36:54) - Legacy Firms vs Enterprise Value * (41:31) - Rollups Create New Niches * (46:43) - Optionality and Independence * (51:47) - Short Horizon Strategy * (53:16) - Team Structure Upskilling * (56:42) - Closing Advice and Patience

15 Years of DBA: The Origin Story

Marcus and Rachel Dillon reflect on 15 years of Dillon Business Advisors, tracing the firm's origins from a cold-letter acquisition of a $400K book in 2011 through two distinct five-year chapters of growth, tough lessons, and reinvention. They cover the early grind of building stability, a mentor acquisition that didn't go as planned, strategic client block sales, and the unexpected pivot that COVID forced on the firm. Sponsors Discover.AI -  discover.ai [https://discovered.ai/applicant-tracking-system-affiliates/?utm_source=website&utm_medium=website&utm_campaign=influencers&utm_id=CollectiveDBA]  Introducing Collective by DBA https://collective.cpa [https://www.dillonadvisors.com/] https://www.linkedin.com/company/collectivebydba [https://www.linkedin.com/company/collectivebydba] Learn More About Dillon Business Advisors https://www.dillonadvisors.com [https://www.dillonadvisors.com/]https://www.linkedin.com/company/dillonbusinessadvisors [https://www.linkedin.com/company/dillonbusinessadvisors] Sign up to get free CPE for listening to this podcast https://earmarkcpe.com [https://earmarkcpe.com/] Download the Earmark CPE App Apple: https://apps.apple.com/us/app/earmark-cpe/id1562599728 [https://apps.apple.com/us/app/earmark-cpe/id1562599728] Android: https://play.google.com/store/apps/details?id=com.earmarkcpe.app [https://play.google.com/store/apps/details?id=com.earmarkcpe.app] * (00:00) - Welcome to Who's Really the Boss * (01:00) - Life Updates * (06:42) - Recharge Mexico Plans * (08:57) - DBA 15 Year Lookback * (12:23) - Why Start DBA * (18:44) - Leaving Firm For Family * (22:24) - Early Goals And Acquisition * (25:38) - Scrappy First Years * (32:15) - First Five Years Growth * (34:53) - 2016 Milestones And Family * (38:10) - Acquiring Mentor Practice * (39:17) - Culture Clash And New Office * (40:56) - Tax Season Chaos And Billing * (44:10) - Systems Coach And MRR Push * (48:34) - Spinning Off Clients And Office * (51:11) - 2019 Focus And Boundaries * (55:40) - COVID Remote Shift And Audit Exit * (59:33) - Revenue Floor And Margin Goals * (01:02:52) - Wrapping Up & Chapter Two