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How to get tax clients to send their documents on time

A checklist per client from last year's return. The agent requests documents, reads what arrives, checks items off and keeps chasing what's missing.

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Reach it by
  • Text
  • Email
  • Web
Who can use it
Your clients, plus the partners and staff you allow
Works in
The PDF of last year's return from your tax software · Google Drive, Dropbox or SharePoint · Your firm email and text line

The problem

Every February your staff sends the same request to hundreds of clients, then spends March figuring out who sent what. A W-2 arrives as a phone photo. A 1099-B shows up but the K-1 doesn't.

Returns sit half done waiting on one form. Your preparers chase paper instead of preparing, and the April crunch turns into extensions you didn't need to file.

What your agent does

    • Last year's returnFrom its PDF: the W-2s, 1099s, K-1s, 1098s and schedules it used
    • Your agent builds each client's checklistSends the request and answers their questions
    • Clients text photos
    • Or email and upload files
    • Items checked offReads each form and files it in the client folder
    • Saved where you keep them
    • Reminders for what's missingOnly the items still outstanding, on your schedule

What you get

  • Every client gets a checklist built from their own return
  • A live view of which clients are complete and what each one is missing
  • Documents filed and named the same way every time
  • Preparers start on returns sooner and file fewer extensions

Who approves what

You set the reminder schedule and wording once. After that, routine requests and reminders go out on their own. A preparer reviews any change to a client's checklist, like a form that no longer applies, before the agent stops asking for it.

Common questions

Is it safe for clients to text tax documents?
Clients can choose. The agent can send a secure upload link instead of taking photos by text, and you decide which channels you allow. Files go straight to your storage.
What if a client has a new form this year?
The agent notices an unexpected form, files it and flags it for the preparer. It doesn't decide what it means for the return.
Will clients get annoyed by reminders?
Reminders only list what's still missing, and you set how often they go out. When a client is complete, the reminders stop.

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