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I am using IRS Logics.com It is easy to use add notes and track the status of clients.
Eric suggests Tax Help software, I just havent had the time to try it yet. I think he has a free code to try it for fee.
I find the most difficult one to keep on track is gathering Financial Documents to complete
QA/Sent – Financial Questions Document Sent
Tax Prep Progress
Tax Prep Completed
Tax Audit in Progress
Financials in Progress
Financials Completed/Resolution Pending
PA (Penalty Abatement) in progress/ submitted
Hope this helps to begin to tailor your process