SmartRequestAI: Set-Up and Success Guide

SmartRequestAI can only generate requests for clients who already exist in SmartVault and have access to their client portal.

1. Add Clients
   You can add clients to SmartVault using any of the following methods:
   • Import clients from your tax software (such as Lacerte or ProSeries)
   • Upload clients via a CSV file (from systems like ProConnect, Drake, CCH, or UltraTax)
   • Manually add clients through the SmartVault Portal
2. Verify Contact Details
   Confirm that each client record includes a valid email address. SmartRequestAI uses this email address to deliver requests.
3. Invite Clients
   Invite clients to SmartVault so they can authenticate, access their portal, and interact with SmartRequests. For step-by-step instructions, see Inviting Your Clients to Create a SmartVault Guest Account.

SmartRequestAI analyzes a client’s prior-year Form 1040 to generate tailored questionnaires. To do this successfully, the correct tax return must be stored, tagged, and organized properly in SmartVault.

To use SmartRequestAI successfully, ensure the following:

• A client copy of the prior-year Form 1040 exists in SmartVault
• The document is tagged as Client copy of tax return
• The file is saved in the correct tax engagement and tax year folder

Ensure that, when printing or routing tax returns in your tax software, the client copy is correctly tagged and routed to SmartVault.

SmartRequestAI searches for the most recently created document tagged as Client copy of tax return. If multiple documents share this tag—or if the tag is missing—SmartRequestAI may extract incorrect data or fail to prefill questionnaires.

Smart Year Logic

• Requests sent before November 1 use the previous tax year’s return
• Requests sent on or after November 1 use the current tax year’s return

Select the section below that applies to your tax software to review the recommended tagging and routing approach:

Lacerte and ProSeries

Print the tax return and ensure the Client Copy is selected. If the client copy is unavailable in the tax software, use the SmartVault PDF Printer with Auto-Filer.

Article: Printing Tax Returns to SmartVault from ProSeries or Lacerte

ProConnect

Open the client return, navigate to View client & returns, select View return, then use Print to PDF. Choose the client copy and send it to SmartVault.

Article: Printing or Routing Tax Returns to SmartVault from ProConnect

CCH and Drake (SmartRouting)

SmartRouting sends tax returns directly from your tax software into SmartVault, reducing manual steps and errors.

Article: Printing with SmartRouting in Your Tax Software

UltraTax (SmartRouting)

Use SmartRouting to send the client copy of the return directly into SmartVault. Proper tagging configuration is required.

Article: Printing with SmartRouting in Your Tax Software

UltraTax configuration notes

Only the document type ArchiveTaxReturn (or its custom equivalent) should be mapped to the Client copy of tax return tag. Confirm this mapping under Settings > Manage Account > Configure Integrations.

For full UltraTax setup instructions, refer to the SmartVault help article: Configuring UltraTax to Use SmartRequestAI .

The SmartVault PDF Printer functions as a virtual printer, creating a PDF and auto-filing it in SmartVault. This option is especially useful for tax software that does not integrate directly.

To use the SmartVault PDF Printer:

1. Open the document you want to print
2. Select Print and choose SmartVault PDF Printer
3. When prompted, select Auto-Filer
4. Choose the client and engagement year
5. Tag the document as Client copy of tax return
6. Upload the file

SmartVault automatically routes and organizes the document so it can be used by SmartRequestAI.

See Auto-Filing a Document Using the PDF Print Driver for detailed instructions.

Before sending SmartRequests to all clients, test SmartRequestAI with a small group.

Confirm that:

• The correct prior-year Form 1040 is selected
• Questionnaires prefill as expected

Testing early helps identify tagging issues, engagement setup errors, or misplaced files before expanding SmartRequestAI to your full client base.

If SmartRequestAI does not generate a prefilled questionnaire, verify the following:

• The Form 1040 is tagged as Client copy of tax return
• The correct tax year is selected on the engagement
• The most recently created client copy is being used
• The document is not password-protected
• The client exists in SmartVault and has been invited

Confirming the Tag

To confirm whether a document is tagged correctly:

• Navigate to Bulk Send Files
• Verify that Printed to SmartVault shows Yes

This indicates the document has been routed and tagged successfully.