Managed IT Services for CPA Firms in Houston, TX

Q: Who provides IT support for CPA firms in Houston?

CinchOps, based in Katy, provides managed IT and cybersecurity for CPA firms and accounting practices across the Houston metro - covering tax platforms like CCH Axcess, UltraTax, Lacerte, QuickBooks, Drake, and ProSeries - at a flat monthly rate per user with no long-term contracts.

Q: What does the IRS require for CPA firm data security?

Every firm that handles taxpayer data must maintain a Written Information Security Plan (WISP) under the FTC Safeguards Rule and IRS Publication 4557. CinchOps builds and maintains the WISP, runs the required risk assessments, and implements the controls - encryption, access management, and monitoring - that the plan documents.

Q: How should a CPA firm prepare its IT for tax season?

Stress-test before January, not during February. CinchOps runs pre-season system audits, performance optimization, and capacity testing so infrastructure handles peak workload when every hour is billable - with extended support hours through filing season.

Q: What does managed IT cost for a Houston accounting firm?

A flat monthly rate of $100 to $250 per user - predictable through busy season and off-season alike. No long-term contracts, no hidden fees, no cancellation penalties, and a 30-day satisfaction guarantee.

Q: Can CinchOps work alongside our existing IT person?

Yes. Co-managed IT is a standard arrangement. Your internal person keeps the relationships and day-to-day context while CinchOps takes on monitoring, patching, the security stack, and the after-hours load. It works well for firms with one capable generalist who gets stretched thin through filing season.

Tax Season Tested

How We Enable Your Practice

Accounting firms have a unique IT rhythm. CinchOps gets your systems battle-tested before January and running at peak capacity through every deadline.

KEY OPERATIONAL BENEFITS

Tax Season Readiness: Pre-season audits, performance tuning, and stress testing so your infrastructure handles the load when every hour is billable.

Client Data Security: Encryption, access controls, and monitoring that meets FTC Safeguards Rule, IRS Publication 4557, and AICPA standards. Client files replicate to geo-redundant sites outside the Gulf Coast flood zone, so hurricane season never threatens a filing deadline.

Accounting Software Support: Support for CCH Axcess, UltraTax, Lacerte, QuickBooks, Drake, and ProSeries, with extended hours through filing season.

Secure Client Portals: Setup and management of secure file sharing and client portals that make tax document exchange safe and convenient.

Multi-Location & Remote Support: Secure remote access for staff working from home, satellite offices, or client locations during busy season.

Compliance Documentation: Written Information Security Plans (WISPs), risk assessments, and the documentation the IRS and FTC require.

BOOK A FREE CONSULTATION

CPA & accounting IT // Built for tax season

IT that handles tax season - not just the off-season.

We understand how it feels when your name is on every attestation but the systems behind it are outside your control. A 15-person CPA firm in Sugar Land runs fine from May through December. Then January hits, three seasonal staff onboard in one week, and UltraTax crawls because the server that was "good enough" for nine months can't handle 15 concurrent users. By mid-February, partners are losing an hour a day to slow systems - and nobody can fix it without taking the server offline during the busiest stretch of the year.

CPA IT done right is built around the calendar and the threat profile. Capacity reviewed in November, not patched in February. MFA on every account that touches client data. Email security tuned for the IRS impersonation campaigns that spike January through April. The WISP is implemented and monitored, not just printed and filed.

cinchops · firm console ● LIVE

14:02:11IRS impersonation email · quarantinedmail-secblocked

14:01:48UltraTax concurrent users · 15 activeapp-srvhealthy

13:58:02Client database backup verifiedbackup-svcrestored

13:55:30New seasonal staff provisioned · 3 usershelpdesk12m

13:51:17MFA enforced · client portal accessentra-idOK

13:48:09After-hours capacity test · 25 users simperf-testpassed

13:42:55Phishing simulation · click rate 2%awarenesstrained

13:39:21WISP control review · FTC Safeguardscompliancecurrent

13:34:08Email TLS verified · client exchangemail-secencrypted

13:28:44Departing intern offboarded · access pulledentra-idarchived

15 peak concurrent users 100% MFA enforced 0 phishing clicks (30d)

0-0-0

The commitment

Zero contracts, zero hidden fees, zero runaround

35+ yrs

Operating IT

Built by people who know January is the real stress test

30-day

Satisfaction guarantee

Month-to-month after that, no penalty

<15 min

Help desk response

A real person on it in under 15 minutes - even in March

// What CPA IT done right looks like

Five layers, planned around the calendar and the threat profile - then maintained year-round.

Most IT setups for accounting firms stop at "everyone can log in." CinchOps keeps going - server capacity reviewed in November before the rush, MFA enforced on every account that touches client data, email security tuned for the IRS impersonation campaigns that target preparers, compliance evidence kept current the day a regulator asks, and backups restore-tested before the season starts. The WISP is implemented and monitored, not printed and filed.

L1 Tax software performance

Server right-sized
Concurrent user testing
UltraTax / Lacerte / Drake

Capacity reviewed quarterly

L2 Identity & client data

MFA on every account
Role-based access
Privileged account review

MFA · 100% enforced

L3 Email security

IRS impersonation detection
TLS for client exchange
Phishing simulations

Tuned for preparer threats

L4 Compliance posture

FTC Safeguards Rule
IRS Pub 4557 controls
WISP implementation

Evidence kept current

L5 Backup & recovery

Client database backup
Off-site retention
Tested before tax season

Restore in hours, not days

// Reviewed quarterly · stress-tested before January · maintained year-round Not "fine until tax season starts."

// Built for how CPA firms actually run

Accounting IT planned around the calendar - then maintained as the calendar moves.

CinchOps builds your IT around the way tax season actually hits - capacity ready in November, security tuned for January through April, seasonal staff onboarded same day, and compliance evidence current the day a regulator asks for it.

Capacity planned in November, not patched in February

Tax season concurrent loads are predictable - we plan for them months in advance. Server performance reviewed, concurrent user testing on your tax software, remote access stress-tested, backups proven restorable. If something needs upgrading, it happens in the off-season - not during the busiest stretch of the year.

Security tuned for the campaigns that target preparers

The IRS has flagged tax preparers as a primary target for phishing campaigns that spike between January and April, then again around October extension deadlines. We tune email security for those specific patterns - IRS impersonation, client lookalikes, refund-redirect lures - and run quarterly simulations so the team recognizes them before they click.

Seasonal staff onboarded and offboarded same day

When three seasonal staff start the same week, they get M365, tax software, MFA, and role-based access the day they walk in. When tax season ends, the access comes back the same day. No phantom accounts sitting in the directory holding licenses, creating risk, or showing up on a regulator's audit list.

Compliance evidence, ready when a regulator asks

FTC Safeguards Rule and IRS Publication 4557 expectations are tightening every year. We keep your controls documented and your evidence current - MFA logs, phishing test results, encryption verification, backup test reports - so the WISP isn't a binder on a shelf when someone asks to see it in action.

Transparent Pricing

What Managed IT
Actually Costs

Most clients invest $100–$250 per user per month, depending on security and compliance needs – flat, month-to-month, no hidden fees.

We publish our pricing because you shouldn’t need a sales call to learn a number. But the number is only part of it. What you’re really paying for is the expertise behind the coverage and a partner focused on helping you grow your business.

Company Size	Typical Monthly Investment
10 users	$1,000 – $2,500
25 users	$2,500 – $6,250
50 users	$5,000 – $12,500
100 users	$10,000 – $25,000

“It’s rare to find someone as knowledgeable. He’s dedicated, hardworking, and always honest, which is the most important quality. Highly recommend!” – Gene Allen, CEO, ByStorm Software

What We Do

CinchOps IT Services

Managed IT Services

Your whole IT environment run, monitored, and maintained.

Cybersecurity

24/7 threat monitoring, response, and employee protection.

Business Continuity &
Disaster Recovery

Backups and recovery plans that keep you running through anything.

Cloud Solutions

Microsoft 365 and cloud infrastructure done right.

Network & Infrastructure

Fast, reliable networks built for how you work.

VoIP Phone Systems

Business phones that work anywhere, without the phone-company bill.

Compliance

Audit-ready security and documentation for regulated work.

Co-Managed IT

Backup and muscle for your in-house IT team.

Virtual CTO & CIO Services

Executive-level technology strategy tied to your business goals.

Business Process Automation

Repetitive work automated so your team does what earns.

Hourly Consulting

Expert IT guidance when you need it, billed by the hour.

Project Management

IT projects planned, executed, and delivered on time and on budget.

Systems Monitoring
& Maintenance

Real-time oversight and configuration management of IT infrastructure providing optimal performance, security, and efficiency

IT Support

Fast and responsive assistance and troubleshooting, both remotely and on-site, ensuring you can always speak with a real person for seamless and efficient business operations

Patch Management

Ensuring timely and efficient updates to IT systems, safeguarding against vulnerabilities and enhancing performance

Antivirus & Ransomware Protection

Defending your devices against malware, viruses, and cyber threats, ensuring data security and system integrity

Network Performance & Health Monitoring

Peak network performance and dependability through systematic monitoring and evaluation of critical network performance indicators

Mobile Device Management

Secures, monitors, and manages mobile devices to ensure compliance, security, and efficient functionality within your organization