Practical, customizable documents for the modern firm: an AI use policy, a security plan structured to the FTC Safeguards Rule, client disclosure language, and a vendor checklist. Written by a practicing CPA, not a vendor selling something. Adapt them to your firm.
Free Word documents with bracketed placeholders to fill in. Each is a starting point only, not legal or compliance advice, and adopting one as-is does not make your firm compliant. Customize it to your firm and have your own counsel review before relying on it.
A written policy governing how your team uses AI tools: approved tools, permitted and prohibited uses, client-data rules, human review, and disclosure. The piece almost no firm has yet.
A Written Information Security Plan structured to the FTC Safeguards Rule (16 CFR Part 314), which paid tax preparers are required to maintain. Aligned with IRS Publications 4557 and 5708.
Plain-language wording for telling clients how you use AI in their engagement, with both a standalone notice and an engagement letter clause. Built to respect confidentiality and consent obligations.
A due-diligence checklist for evaluating an AI vendor before you adopt it: data handling, training opt-out, security attestations, retention, and contractual terms. Pairs with the AI Use Policy.
Longer walkthroughs for putting AI to work in a firm.
A practical guide to using Claude Code in a real practice: what it is, how to set it up safely with client data in mind, and the workflows that actually save time.
These templates are provided for general informational and educational purposes only. They are starting points, not legal, tax, or compliance advice, and neither downloading nor using them creates a client, advisory, or professional relationship. They are provided "as is," without warranty of any kind, and Charles J Barmore CPA PC disclaims all liability arising from their use. Using a template does not by itself make your firm compliant with the FTC Safeguards Rule, IRS requirements, professional standards, or any other law or regulation; compliance depends on how your firm adapts, implements, and maintains it. Every firm is different. Laws, regulations, and professional standards change and vary by jurisdiction. Review and adapt each document to your firm's facts and have your own legal counsel and advisors review it before relying on it.
Templates are a start. If you want AI actually implemented in your firm, safely and with the controls these documents describe, let's talk.