Sending Organizers, Tax Returns, and Financial Statements to your Clients

Overview

SmartVault makes it easy for you to send Organizers, Tax Returns, and Financial Statements to your clients from the Client Details page.

If you need to send Organizers in bulk, you can do so via the SmartVault Dashboard.

You can also tag your files using the auto-filer tool to allow SmartVault to recognize a file as a Tax Return, Organizer or Financial Statement.

  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. Select Client Management.

    CM_-_Left_pane%2B.png

  3. Navigate to the client you want to send the Organizer, Tax Return, or Financial Statement, and click on it to open the Client Details page.
  4. To continue, expand the article for the type of document you want to send to your client and follow the steps.
Send 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.

Steps to send the Tax Return Email

  1. Click the Send Tax Returns tab.
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  2. Select the engagement from the list and click the Send Income Tax Email button.
  3. Click Ok when prompted to confirm and send the income tax email.

Additional Information and More Actions

You can view and manage the client's tax engagements from the Send Tax Returns tab.

Click mceclip4.pngto export the client engagements list to a CSV file.

Click mceclip5.png to view client engagements based on the following criteria:

    • Whether or not the Income Tax statement has been shared with the client (only applies to tax clients)
    • Whether or not the Client tax return copy has been printed (only applies to tax clients)
    • Whether or not the Government tax return copy has been printed for the client (only applies to tax clients)
    • Select a Year Range (Beginning year, Ending year)

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_income_tax_email_filters.png

Resolving Tax Return Errors

The most common errors you can encounter when sending a Tax Return email to clients are: missing email addresses or tax returns not being printed into SmartVault.

To resolve these issues:

  • Ensure that the client and/or government copy of the client's tax return has been printed to SmartVault. 

    The Tax Return email template includes links to both the client and government copies of each client's tax return, so you must print a copy of each to SmartVault for the Send Tax Returns process to work. 

  • Make sure that the client's email address has been entered in SmartVault.

    Incomplete or incorrect email addresses will prevent SmartVault from sending emails. 

Send Organizers

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

  1. Click the Send Organizer tab.
    CM_-_Send_organizer_tab.png
  2. Select the Organizer from the list and click the Send Organizer Email button
  3. Click Ok when prompted to confirm and send the organizer email.

Additional Information and More Actions

You can view and manage the client organizers from the Send Organizer tab.

Select an Organizer and click:

    • mceclip2.png to send a reminder
    • mceclip0.png to mark the Organizer ready to prepare
    • mceclip1.png to mark the Organizer not ready to prepare

Click mceclip4.pngto export the client organizers list to a CSV file.

Click mceclip5.png to view client organizers based on the following criteria:

    • Whether or not the Organizer has been printed
    • Whether or not the Organizer has been sent to the client
    • Whether or not the client downloaded the Organizer
    • Whether or not a reminder has been sent to the client
    • Whether or not the client is ready to prepare
    • Select a Year Range (Beginning year, Ending year)

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_organizer_filters.png

Resolving Errors

You may encounter this error below. To resolve this issue, make sure you have the Organizer already printed to SmartVault.

CM_-_Send_organizer_errors.png

Send Financials

Before you begin, check to see if you have uploaded your client's Financial Statement Set.

  1. Click the Send Financials tab.
    CM_-_Send_financials_tab.png
  2. Select the statement(s) from the list and click the Send Financials Email button.
  3. Click Ok when prompted to confirm and send the financials email.

Additional Information and More Actions

From the Send Financials tab, you can see at a glance:

  • Customers who have been sent a statement for the particular month
  • Customers who have downloaded and viewed the statement
  • And the ability to send the financials email or a reminder to those who haven't yet downloaded

Click mceclip4.pngto export the financial statements to a CSV file.

Click mceclip5.png to view client financials based on the following criteria:

    • Whether or not the Financials has been printed
    • Whether or not the Financials has been sent to the client
    • Whether or not the client downloaded the Financials
    •  Whether or not a reminder has been sent to the client
    • Select the Financials Year

Use the filter controls to make the selection and click Filters to close the pop-up modal.

CM_-_Send_financials_filter.png

For additional information, visit Send Financial Statements Workflow.

Tagging your Documents in the Auto-Filer

To tag a document in the Auto-Filer, you must select the following options:

  • As a Tax Return
    • Select engagement type = Tax Engagement
    • Select an existing tag = Client copy of tax return
  • As an Organizer:
    • Select engagement type = Tax Engagement
    • Select an existing tag = Client organizer
  • As a Financial Statement:
    • Select engagement type = Accounting Services
    • Select an existing tag = Financial Statement Set

For information about tagging a document in the Auto-Filer, see Auto-Filing a Document.

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