Practice management · U.S. accounting firms

Know what every client owes, without asking anyone.

Track payroll payments, quarterly and annual filings, sales tax and bank reconciliations across your entire client base — instead of rebuilding them as tasks each quarter.

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NACGSuite NEXUS — Payroll

Sample Bakery LLC · Payroll 2026Sample dataNorth Carolina · 92%

Obligation	Jan	Feb	Mar	Apr	May	Jun	Jul	Aug	Sep	Oct	Nov	Dec
Weekly
Payroll taxes
IRS 941 Social Security, Medicare	4/4	4/4	5/5	4/4	4/4	4/4	5/5	2/4	·	·	·	·
State
NC-5 state withholding									·	·	·	·
Quarterly
Payroll taxes
Federal unemployment 940							No tax liability			·
Payroll forms
Form 941										·
NC DES state unemployment										·
Annual
Payroll forms
Form 940	·
W-2 · W-3 · NC-3	·

Untouched Done In process Pending No tax liability

The problem

Four questions you cannot answer without consulting your team.

At forty clients, you can hold the answers yourself. At a hundred and twenty, they are scattered across spreadsheets, individual memory, and a group chat.

"Has the 941 been filed?"

A late payment carries a penalty, and when the oversight belongs to the firm, the firm is usually the one that absorbs it.

"Was that work invoiced?"

Recurring services are billed every month. Additional work performed in March frequently is not.

"Has the bookkeeping been reconciled?"

It is common to discover in March that accounts from the previous quarter were never closed.

"Who is assigned to that audit?"

Responsibility rests with whoever remembers it, which holds until that person is out for a week.

None of these are difficult questions. They are simply questions that no one can answer from memory, and asking them costs you the first hour of the day.

Why it is different

Other systems hand you an empty checklist. NEXUS arrives knowing what is owed.

You select the state and the services. The system derives the obligations — the correct forms, the agencies that receive them, and the ones that do not apply at all. You confirm the setup once per client; after that it holds.

What a general tool expects of you	What NEXUS already knows
Create a recurring task manually, for every filing and every client.	Select North Carolina and the NC-5 and NC-3 are enabled. Select Florida and state withholding is left out, because it does not apply there.
Enter the state unemployment agency by hand.	NC DES, SC DEW, RT-6 and TWC are already named, one per state.
Record the payment frequency in a free-text field.	Semiweekly, monthly and quarterly are held per year and carry forward, and you change them the year a client's schedule changes.
Treat sales tax as a single line item.	Sales Tax, Hospitality Tax and Food & Beverage Tax, each with its own agency and its own frequency.
Maintain the checklist yourself as clients and rules change.	A twelve-month matrix across the entire client base, with the current month marked and the periods that do not apply left closed.

Could a general tool be configured to do all of this? Yes. And then you would maintain it — every quarter, for every client, in every state you serve.

What is inside

Nine modules, one client record.

Every module reads from the same client file. That is what makes the answers add up instead of sitting in separate places.

The record

Clients

The client file that everything else reads from: contact details, contracted services, assigned staff, and working notes that can be shared with the team or kept private.

Compliance

Payroll

Full traceability of every tax obligation, from due to filed, so a forgotten payment never turns into a penalty.

Sales Tax

State, hospitality and food & beverage returns, each on its own schedule and reported to its own agency.

Bookkeeping

The accounting position of every client, account by account and month by month. The state of the books is never a question you have to ask.

Audits

GL and WC audits with start date, owner, status, notes and completion date. The full trail for each client, in one place.

Revenue

Time

Firms rarely know what a client's work actually costs them in hours. This shows how long each engagement took and how each person spent the week.

Billing

Exact control of what has been charged and what has not, for recurring services and one-off work alike. Work that goes uninvoiced is income you have already earned.

The team

Tasks

Your own list and your team's, with client, owner and due date on every item, so nothing slips.

Chat

Internal conversation inside the same system as the work, so a decision is not lost in a thread somewhere else.

The point is not that each of these exists on its own. It is that they share one client record. The hour you log against a client becomes a charge on that client's invoice, next to the 941 you filed for them that month and the account you reconciled that week. Separate tools cannot do that, because they do not know your clients.

Permissions and access

You decide who sees what. The system records who looked.

Your clients' Social Security and EIN numbers live in this system. Access to them is a setting, not a courtesy.

Bring in help without handing over the firm

A contract bookkeeper, a seasonal preparer or an outsourced team can work in the modules they need and nothing else. Access is granted per module, in three levels: no access, view only, or edit.

Doing the work and seeing the rates are two different permissions

Someone can run Payroll for every client all quarter without ever seeing what any of them pays. That is what makes it safe to delegate the work in the first place.

Every tax ID opened is recorded

When someone opens a Social Security or EIN number, the system records who and when. Reading that log is itself a permission, granted separately.

Removing someone does not remove their work

Access is cut immediately and the open session ends. Their tasks, logged time, comments and audit trail stay intact, attached to the clients they belong to.

Settings — Roles

Base template

AdministratorSupervisorOperations

Access by module

What they can open, and whether they only view it or can also edit it.

ClientsNo accessView onlyEdit

BillingNo accessView onlyEdit

PayrollNo accessView onlyEdit

Sales TaxNo accessView onlyEdit

TimeNo accessView onlyEdit

Money and billing

See pricesService amounts and rates

Approve / price chargesSet the price and approve one-time charges

Protected data

See tax ID (SSN/EIN)Logged every time it is opened

Team time

See team timeOther people's time reportsNoTheir rangeEveryone

Pricing

$99 a month for an office of three.

Most systems in this category charge close to that per person. Every plan includes all nine modules — the only difference is how many people use them.

Solo

For a practitioner working alone

$35 / month

or $350 a year — two months free

1 user
All nine modules
Unlimited clients

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What NEXUS does not do, in plain terms.

You will find this out in the first week anyway. Better that you hear it now.

Which states does NEXUS cover?

Payroll obligations are built in for North Carolina, South Carolina, Florida and Texas. Sales tax covers state, hospitality and food & beverage returns.

If your clients file in other states, the rest of the system still works — Clients, Bookkeeping, Time, Billing, Tasks — but Payroll will not carry your state's forms yet. Tell us which state you need and we will tell you honestly where it sits.

Do you file the returns for me?

No. NEXUS records what each client owes, whether it was filed, on what date and by whom. You file where you file today. This is the layer above your filing software, not a replacement for it.

Does it replace QuickBooks?

No. Bookkeeping in NEXUS tracks the state of each client's accounts, month by month: which are reconciled, which are still open, and who closed them. The books themselves stay where they are.

How do my clients get into the system?

During the trial you add them yourself, one by one. If you have a long list, send it to us and we load it for you — that part is still done by hand on our side, and we would rather say so than let you discover it on day one.

We are only two people. Is this too much system?

The obligations a two-person firm tracks are the same ones a ten-person firm tracks. There are simply fewer of them. That is what the Solo and Office plans are for.

Is it available in Spanish?

Yes. Each person on your team chooses English or Spanish for their own screen. The data is the same for everyone — only the interface changes.

What happens to my data if I stop paying?

Your account becomes read-only. You keep access to look at everything and export it. Nothing is deleted — the records belong to your clients, not to us.