Sending Organizers, Tax Returns, and Financial Statements in Bulk

Overview

SmartVault makes it easy for you to send Organizers, Tax Returns, and Financial Statements in bulk to your clients using the Ready to Send shortcuts from the home page. 

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In addition, you can view the different states in which the client Organizers, Tax Returns, and Financial Statements are and a summarized report view of them.

  Note

Sending Organizers, Tax Returns, and Financial Statements applies only to customers on Accounting Pro plans.

Steps

  1. Sign in to the SmartVault Portal.
  2. Expand the article for the type of document you want to send in bulk and follow the steps.
Organizers

Before you begin, check to see if you have uploaded the Client Organizers.

  1. Select Organizers from the Ready to Send section.
    Home_-_Ready_to_send_Organizers.png
  2. The Send Organizers dashboard opens. 
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    Each colored box at the top acts as a filter to see the list of organizers for each state. Click the box accordingly to activate the filter and see the list of organizers for the specific state.
    • Printed - This shows how many organizers have been printed to Smartvault.
    • Sent - Displays the number of organizers that have been sent to the client.
    • Downloaded - Out of those sent, how many have been downloaded by clients at their end.
    • Reminder Sent - If you have sent something, but the client has not downloaded it, you can send reminders too. This box displays the number of reminders sent to the client.
    • Ready - Lastly, you can mark them as Ready to Prepare once you know that the taxes are organized and ready to be prepared. Select the client(s) by putting a check in front of each client's row and click Mark as Ready to Prepare at the top. Once you mark, the count in the box will automatically increase.
  3. Enable the checkboxes for the clients you want to send the Organizer.

      Note

    Notice the column that says "Printed to SmartVault." Ensure the Printed to SmartVault column contains "Yes" for all clients you want to send Organizers to.

  4. Click the Send Organizer Email icon.
    Send_organizer_email_icon.png
  5. A confirmation message appears indicating the Organizers have been sent. Click Close to continue.

As soon as you send an organizer email, the count in the Sent box will increase. Also, the state of the column Sent to client will change from No to Yes.

Tax Returns

SmartVault's Send Tax Return workflow makes it easy to see which of your clients' tax returns have been printed into SmartVault and which clients have been sent the Tax Return email.

SmartVault checks that the government and client copies are properly tagged through Lacerte/ProSeries integration or through the Auto-Filer, which prevents clients from receiving links to files that do not exist in SmartVault.  

  Note

If your Tax Return email template includes links to both the government copy and client copy of the client's tax return, you must print both copies into SmartVault before sending the Tax Return email.

  1. Select Tax Returns from the Ready to Send section.
    Home_-_Ready_to_send_Tax_Returns.png
  2. The Send Tax Returns dashboard opens. Each colored box at the top acts as a filter to see the tax returns list for each state. Click the box accordingly to activate the filter and see the list of clients for the specific state.
    • Total - Click this box to display all clients with tax engagements for the selected year.
    • Printed (to SmartVault - Client Copy) - Displays the number of clients for which the Client Copy has been printed to SmartVault. 
    • Printed (to SmartVault - Gov't Copy) - Displays the number of clients for which the Government Copy has been printed to SmartVault. 
    • Sent - Displays the number of clients to which the Tax Return emails have been sent. 
  3. Enable the checkboxes for the clients you want to send the Tax Return email to.

      Note

    Ensure the Client Copy and Government Copy columns contain a Yes in either column (depending on your Tax Return email template).

  4. Click the Send Income Tax Email icon. 
  5. Click OK
  6. Click Close
Financial Statements
Before you begin, check to see if you have uploaded your clients' Financial Statement Sets.
  1. Select Financial Statements from the Ready to Send section.
    Home_-_Ready_to_send_Financial_Statements.png
  2. The Send Financial Statements dashboard opens. Each colored box at the top acts as a filter to see which clients' financial statements have been printed to SmartVault, which clients have downloaded their financial statements. Also, you can track which clients have been sent notifications and reminder emails. Click the box accordingly to activate the filter and see the list of clients for the specific state.
    Dashboard_-_Send_Financial_Statements.png
    • Total - Click this box to display all clients with financial statements for the selected month and year.
    • Printed - Displays the number of clients for which the Financial Statements have been printed to SmartVault. 
    • Sent - Displays the number of clients for which the Financial Statements have been sent for the particular month and year. 
    • Downloaded - Displays the number of clients who have downloaded and viewed the Financial Statements. 
    • Reminder Sent - Displays the number of clients for which a reminder has been sent.
  3. Enable the checkboxes for the clients you want to send the financial statements to and click the Send Financial Statements Email icon.
    Send_financial_statements_email_icon.png
  4. Click OK
  5. Click Close

  Information

If you want to edit the text of your client's email, learn how to customize email templates.

Additional Features

  • Filter views - You can filter various views whether you want to see individual clients, partnerships, corporate, etc. You can do this by clicking on the top right link. You can also choose the tax year from the next drop-down.
    Send_organizer_filters.png
  • Filter results - You can filter out the clients based on any status (e.g., filter by organizers sent to the client). You can do this by clicking on the box that brings up the filter icon to identify the criteria and the results filter accordingly. Clicking again removes the filter. You can also click the links at the bottom of the colored boxes (small text) to filter by "Not" (e.g., Not Printed, Not Sent, Not Downloaded, etc.).
  • Progress Bar - Along with the numbers, you can view the Progress bar, which visually indicates the status.
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