Create document checklists (Beta)

Document checklist is a smart way to collect tax documents from clients. This tool allows firms to give clients a tailored, personalised checklist from the start.

Receiving a clear list of documents, clients know exactly what to upload. If a document is not available, they can simply indicate the reason instead. As a result—fewer delays, less manual work, and a much smoother start to tax preparation.

Document checklist, explained

The document checklist is a personalized list of documents your client needs to upload, it is attached to an organizer. Inside the checklist, you can fill in document types and source names—like “W-2 from Apple, Inc”. It helps the client quickly understand what needs to be uploaded.

Once the client receives the organizer with the attached checklist, they can view it, upload documents, and match them to the required items.

Firms can review and manage all documents and answers in one place, set up automated pipelines and jobs using the checklist. This makes collecting tax return documents simple and efficient.

Create the Document checklist

There are two ways to create a checklist:

• From Accounts
• From Organizers

From Accounts

1. Go to Clients > Accounts > Docs > Documents.

2. Click Checklist.

3. Add items to your checklist. For each document, you can fill out the following fields:
   • Doc type: Select one of the common tax forms (e.g., W-2, 1099, 1098) from the dropdown. If the document you need isn’t listed, select Other.
   • Description: Indicate the source of the document, e.g. “W-2 from Apple Inc”.

You can edit or delete items at any time. All changes are saved automatically.

4. Attach the checklist to an organizer. You can attach the document checklist to a new organizer only.

5. When everything is ready, click Create&Send. The checklist will be visible to clients only when you send this organizer.

From Organizers

1. Go to the Organizers section.

2. Create a new organizer.

3. Enable the Attach checklist toggle in the Document checklist section.

4. Edit the document checklist. For each document, you can fill out the following fields:

   • Doc type: Select one of the common tax forms (e.g., W-2, 1099, 1098) from the dropdown. If the document you need isn’t listed, select Other.
   • Description: Briefly explain what the document is or where the client can get it.

   You can edit or delete items at any time. All changes are saved automatically.

5. When ready, click Create&Send. The checklist will be visible to clients only when you send this organizer.

Create checklists in bulk manually

If you are going to send a single organizer to several clients, you can not send them an identical checklist; however, you can create empty checklists in bulk and then fill them in manually one by one. To do this:

1. Go to Organizers.

2. Click New organizer.

3. Add all accounts that should receive an organizer with a checklist.

4. Choose the Organizer template.

5. Enable the Attach checklist toggle in the Document checklist section.

6. Click Create&Send.

Create organizer templates with checklists

Each organizer template has an opportunity to attach a document checklist. When this option is enabled in the organizer template, pipelines can automatically send organizers with the document checklist attached. To integrate the organizer with the document checklist:

1. Go to Templates > Firm templates > Organizers.

2. Choose the organizer you want to link with a checklist.

3. Enable the Attach checklist toggle in the Document checklist section.

After you create a job with this pipeline , an organizer with the checklist will be automatically created, but you still need to fill it manually for every client. Document checklist progress will be displayed in jobs, too.

Vista del cliente

Clients receive the checklist along with the organizer and view it in the To-do list section. They need to match documents with checklist items. Once matched, the item will be marked as done, and the firm will see accurate progress.

If a client cannot provide a document right away, they can indicate the reason and specify when they expect to submit it. This keeps the firm informed and helps avoid unnecessary follow-ups.

The checklist and the organizer can be filled out in any order—there’s no required sequence.

To complete the checklist client should:

1. Click Complete checklist.

2. Choose and upload the required files.

3. Match each uploaded file with the correct item using the dropdown menu. Files can be unmatched if needed.

4. Indicate the reason, if any documents are missing: either choose from a list or write their own. If the reason for missing documents is not provided, the checklist cannot be completed.

Clients can open and view the uploaded documents at any time.