Case Study: Whitley Penn

Untangling a Multi-State Compliance Web

Whitley Penn completely transformed its compliance operations with Mosey’s automated platform. What was once a complex, manual burden became a streamlined system that tracks requirements for multiple entities across multiple states. The result—a fast, accurate, efficient compliance function that frees invaluable time to focus on strategic growth initiatives.

Background

Founded in 1983, Whitley Penn has grown into a respected leader in the accounting and consulting space, now boasting approximately 1,000 employees across nine offices. Their consistent performance has earned them a place among the top 35 accounting firms in the U.S.

However, with growth comes complexity. In Whitley Penn’s case, complex operations bred distinct compliance requirements for each of its connected entities:

• Whitley Penn LLP – A Texas-based operation providing accounting and consulting services
• WP Affiliates Management, LLC – A disregarded entity under Whitley Penn LLP
• WPWealth LLP – A separate Texas entity focused on financial planning and wealth management

Each entity added layers of jurisdictional rules, deadlines, and state-specific requirements. With operations spanning more than 23 states, tracking obligations manually was becoming increasingly risky and time-consuming.

The Challenge: A Compliance Maze Without a Map

“As we expanded into more states and operations got more complicated, it became almost impossible to keep everything organized. Our compliance tools and approach just couldn’t keep up—we had long outgrown manual processes.”
— Desiree Ford, CPA, Director of Finance

Whitley Penn’s team faced several challenges common to fast-growing, multi-entity organizations:

State-by-State Complexity

The nature of its work created nexus in multiple states, even in places the firm had no physical presence. Each state introduced different compliance triggers and obligations that were difficult to monitor.

Manual Tracking Across Entities

Compliance across three legal entities meant juggling different deadlines, filing rules, and tax responsibilities. The operations team relied heavily on Excel spreadsheets to manage due dates and requirements, a system that left too much room for error.

Remote Work, Real Consequences

The rise of remote work added another layer of uncertainty. When employees relocated, it often created new compliance triggers that were hard to track without a centralized system.

Lean Team, Heavy Load

Despite a national footprint, Whitley Penn preferred to keep its operations team lean. Therefore, as the firm prioritized strategic growth, it needed a better way to handle increasing compliance demands without expanding headcount.

Why Mosey

“What really stood out about Mosey was how it fits the way real teams work. Registering in a new state isn’t one person’s job—it touches HR, payroll, legal—and Mosey helps make sure the right tasks get to the right people, without anything getting lost in the shuffle.”

Whitley Penn needed a scalable, intuitive platform that could centralize and automate their compliance tracking across all states and entities. Mosey offered exactly that:

• Streamlined Task Management – Role-based workflows to route tasks and notifications to the right people
• Multi-Entity Configuration – A flexible structure to track and manage unique requirements for each business unit
• Automated Deadline Monitoring – Real-time alerts and centralized dashboards reduced the risk of missing filings
• Simplified Payments – The ability to process payments directly through Mosey without managing separate state logins

Mosey’s Approach

From the start, Mosey focused on streamlining Whitley Penn’s compliance management end-to-end:

• Automated Registration Tracking – Mosey centralized the setup and tracking of state-level registrations across all entities
• Role-Based Workflows – Each function (HR, Secretary of State, payroll, etc.) was mapped to relevant tasks and responsibilities
• Custom Configuration by Entity – The platform mirrored the structure of Whitley Penn’s legal entities to ensure accurate compliance tracking
• System Integration – Mosey began integration with systems like UKG to reduce manual work and eliminate duplicate data entry
• Centralized Payments – The firm was able to process payments through Mosey instead of navigating dozens of state portals

Mosey also supported more nuanced compliance needs, like entities registered in a state but falling below revenue thresholds for corporate tax. In other words, instead of a rigid, one-size-fits-all approach, the system adapted to Whitley Penn’s real-world scenarios.

Remarkable Results

Since switching to Mosey, Whitley Penn has seen measurable improvements across the board:

Unified View of Compliance

The team now has a centralized view of where they’re registered, where they’re filing, and where remote workers are located, including real-time visibility when employees move across state lines.

Lower Risk of Missed Filings

Replacing manual spreadsheets with automated alerts and tracking has significantly reduced the chance of missing key filings or deadlines.

More Time for Strategic Growth

With compliance off their plates, the operations team can now focus on larger initiatives, like expanding into niche markets such as Energy, or achieving SOC compliance to support enterprise clients.

Support for a Distributed Workforce

Mosey makes it easier to track compliance implications of remote work. As the firm explores potential international staffing to address the U.S. accounting talent shortage, having a system to manage evolving obligations will be critical.

Multi-Entity Clarity

Each entity can now be managed within the same platform, with connections to systems like UKG in progress.

What Stood Out to Whitley Penn

Several features were particularly impactful:

• Role-Based Task Management – Clear accountability and smart routing based on task type and department
• Adaptability to Real-World Scenarios – From deferrals to non-filing thresholds, the system handled edge cases with ease
• Simplified Payment Processing – No more juggling logins for each state’s portal
• Enhanced Reporting – Real-time threshold tracking and task-based reporting replaced error-prone Excel files

Looking Ahead

“Now we have a crystal clear view of where we’re registered, where our people are working, and where and what we need to file. Compliance isn’t just a lot more manageable at this point. It’s a genuine strength now. And thanks to Mosey, we now have the time we need to focus on growing this firm and reaching our potential.”

As Whitley Penn grows, they plan to expand their use of Mosey in key areas:

• Nexus Monitoring – Tracking where revenue is generated and what obligations that triggers
• Threshold Reporting – Monitoring filing thresholds across jurisdictions to avoid unnecessary filings
• Deeper System Integrations – Continuing to reduce manual entry by syncing Mosey with internal platforms like UKG

The firm is also evaluating future international expansion, a move that will bring new compliance challenges that Mosey is well-positioned to help manage.

The Mosey Advantage

By automating manual processes and creating a centralized compliance hub, Mosey helped Whitley Penn cut through the red tape inherent to multi-state compliance, reclaiming valuable time for everyone involved. The result? A lean, more strategic operation that’s ready to grow, adapt, and lead, even in an environment where regulations seem to expand by the day.

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