If your team spent this past tax season chasing documents, converting JPEG files, and manually organizing what clients sent in, that time did not go toward preparing returns. SmartRequestAI fixes that.
Built inside SmartVault, SmartRequestAI reads each client's prior-year return and automatically generates a personalized document request specific to their tax situation. No more generic checklists. No more client confusion about what to send.
Clients complete their request from any device. SmartScan converts photos into clean, high-resolution PDFs automatically. The moment a client submits, an organized workpaper lands directly in their SmartVault folder, bookmarked, ready to open alongside your tax software.
Everything stays inside SmartVault's SOC 2 Type 2 certified environment. No new tools, no extra logins, no client data touching systems outside your platform.
Here is everything you need to know.
Does SmartRequestAI need to access my tax prep software?
No. There's no extra integration required. SmartRequestAI simply works with the prior-year tax returns already stored in SmartVault, plus a customizable questionnaire template your firm controls. Everything happens securely within SmartVault, so your team saves time and your clients get a seamless experience without extra logins or tools.
What types of returns will SmartRequestAI support?
SmartRequestAI supports US Form 1040 and related schedules. This covers the vast majority of individual tax returns most firms handle during tax season.
How exactly does SmartRequestAI create personalized document requests?
SmartRequestAI combines two key inputs: the prior-year tax return already stored in SmartVault and linked to the correct client record (referred to as a tagged return) and your firm's customizable questionnaire template. By analyzing what appeared on last year's return, it automatically generates a pre-populated questionnaire unique to each client. No more generic checklists that don't match their situation.
What if my firm does not have prior-year tax returns stored in SmartVault yet?
You can still use SmartRequestAI. If a prior-year return is not stored in SmartVault for a client, you have three options:
- Generate a SmartRequest directly from your firm's questionnaire template. The request will be based on your firm's standard questions rather than that client's prior-year data, so the client answers from scratch.
- If you have access to the client's prior-year return, you can upload it directly into SmartVault and tag it to the correct client record. Once tagged, SmartRequestAI can read it and generate a personalized pre-populated request.
- If the return was prepared in your tax software, you can print it into SmartVault using your existing integration or SmartRouting. Once it lands in the correct client folder with the correct tag, SmartRequestAI can use it.
All three options are valid. The right choice depends on what you have available and your firm's preference.
SmartRequestAI was designed hand-in-hand with accountants through our Customer Advisory Council. Instead of building features in isolation, we invited pros to share their real workflow bottlenecks and client frustrations. Their feedback shaped every stage of development.
Caleb L. Jenkins, EA, CQP, a council member, put it best: "Working with SmartVault on SmartRequestAI has been enjoyable because they actually listen to my input. When I mentioned specific workflow bottlenecks during our advisory sessions, I could see those pain points addressed in the next iteration. I really like that SmartVault is not just building features for the fun of it, but rather they are laser-focused on solving the real problems we face every day as accountants."
Nick Boscia, Managing Partner at Boscia & Boscia PC, added: "SmartRequestAI represents the kind of tech I'm always looking for — tools that streamline the process without sacrificing client experience. By automating document requests and eliminating unnecessary follow-up, we're not just saving time, we're creating space for deeper work, better client relationships, and a healthier tax season."
Plus, SmartVault was founded specifically for accounting professionals. For over 15 years, we've partnered with industry experts to build tools that solve everyday workflow challenges. SmartRequestAI is the next step in that journey — technology shaped by accountants, for accountants.
What does the client experience actually look like?
It is simple and fast. Clients receive a secure email link or can log into the SmartVault portal to complete their SmartRequest. They're guided step-by-step through a clean, personalized questionnaire, making it easy to know exactly what documents to upload.
Can clients use SmartRequestAI on their phones?
Absolutely. SmartVault is fully mobile-friendly, and clients can complete their SmartRequest from any device. With built-in SmartScan functionality, they can even snap photos of documents with their phone and automatically upload them as high-quality PDFs. No more blurry photos, HEIC files, or unusable scans.
Can my firm staff update or complete requests on behalf of clients?
Yes. Firm users can update answers or upload documents directly on behalf of clients. This is particularly helpful when clients need assistance or when you receive documents through other channels and want to keep everything centralized in SmartRequestAI.
Can we send requests back to clients for corrections or additional information?
Yes. Firms can send submitted requests back to clients with a message and a direct link to the specific section needing updates. This improves clarity, reduces confusion, and speeds up the completion process.
How secure is SmartRequestAI?
SmartRequestAI is built inside SmartVault's SOC 2 Type 2–compliant environment, so your firm stays audit-ready and in control of sensitive data. Clients complete requests through the same secure portal they already know and trust, giving them peace of mind while protecting your compliance requirements.
Does the AI train on our client data?
Never. SmartRequestAI uses private AI models that don't train on your data. Your firm's information is never used to improve the model, never shared with others, and never exposed to public internet traffic. It's designed specifically for accounting firms who need AI that respects data privacy.
When SmartRequestAI scans a client's tax return, where does that data go?
The data never leaves SmartVault. When SmartRequestAI scans a client's prior-year return, it stays securely stored inside our infrastructure at all times. There's no data movement, no third-party exposure, and no additional risk. This means simpler compliance for your firm and extra peace of mind for your clients.
How much control do I have over the questionnaire template?
Full control. The SmartRequest template allows firm admin users to:
- Show or hide questions - Hidden questions are automatically excluded from AI data extraction and won't be prefilled
- Add custom questions under the "Other" section to tailor questionnaires for your specific workflows
- Navigate easily through sections (Basic Info, Income, Deductions, etc.) with clear labels and descriptions
This ensures every SmartRequest reflects your firm's specific engagement needs and information requirements.
Can I send requests to multiple clients at once?
Yes. You can send SmartRequests individually or select multiple clients in your SmartVault dashboard and send requests in bulk. This is especially powerful at the start of tax season when you need to reach your entire client base quickly.
How does SmartRequestAI determine which tax year to use?
SmartRequestAI automatically determines the correct tax year based on when the request is sent.
- Requests sent on or before October 31 are for the current tax year
- Requests sent on or after November 1 are automatically processed for the following tax year.
Here is a concrete example, if you send a request on November 15, 2026, SmartRequestAI will pull the tax year 2025 return already stored in SmartVault to generate the questionnaire for tax year 2026 preparation. This happens automatically with no manual configuration needed.
Can I send reminders to clients who haven't responded?
Yes, you can manually send reminders using the "Send Reminders" feature. Automated reminders, which follow up with clients automatically without any manual action from your team, are coming in early summer 2026.
What email notifications does SmartRequestAI send?
SmartRequestAI includes automated email notifications to keep both your firm and your clients informed throughout the process.
- Initial Send Email - Sent to the client when your firm creates and sends a SmartRequest, prompting them to get started
- Reminder Email - Sent to the client when your firm chooses to remind the client of their pending request they have not yet completed
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Submission Email - Sent to both the client and your firm when the client submits their questionnaire, so your teams know the moment their documents are ready
- Max Retry Email - Sent to your firm if a SmartRequest fails to process after up to 10 attempts
Automated reminders are coming mid-2026. Once enabled, SmartRequestAI will follow up with clients who have not completed their requests automatically, with no manual action needed from your team.
How do I track which clients have submitted their documents?
The dashboard provides comprehensive request management capabilities:
- Real-time visibility into which clients have completed, partially completed, or not started their requests
- Bulk action capabilities (archive, mark as complete)
- Request-specific actions through the More Actions menu
- Paginated client lists for easy navigation with large client bases
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Progress tracking without manual spreadsheets or separate systems
What happens to the documents clients upload?
Documents automatically flow into the Doc Requests folder within the client's tax engagement in SmartVault for the relevant tax year. Each source document is saved individually so your team can access any file on its own, and everything is also compiled into a single consolidated source documents workpaper with automatic bookmarks for easy navigation. No manual sorting, no hunting for files across different systems.
What workpapers does SmartRequestAI automatically generate?
SmartRequestAI automatically creates two PDF documents for every completed engagement.
- ClientName_Workpaper.pdf – Contains all questionnaire responses with a dynamic cover page and organized sections
- ClientName_Workpaper – Source Documents.pdf includes all uploaded files with automatic bookmarks for easy navigation
Both documents are automatically routed to the appropriate engagement folder under Requested Docs in SmartVault, providing review-ready documentation without manual compilation.
How much time does SmartRequestAI actually save?
Firms typically save 60–90 minutes per return — time you can reinvest into higher-value work or serving more clients without adding staff. For clients, it means fewer back-and-forth emails and faster turnaround on their returns, which builds confidence in your process.
How is SmartRequestAI different from standalone intake tools like Soraban or Stanford Tax?
The key difference is integration, security, and cost. SmartRequestAI is built directly into SmartVault's SOC 2 Type 2–compliant environment, meaning your firm and your clients' data are protected by a platform that undergoes a rigorous 12-month security audit every year. Since SmartRequestAI lives inside SmartVault, the documents clients submit flow directly into the correct client folder with no manual handoff and no exposure to additional third-party systems. Standalone intake tools charge per return with minimums and separate storage costs. SmartRequestAI is built inside the platform where your documents already live.
We already use SmartVault. Why do we need SmartRequestAI?
Even SmartVault users currently need separate intake tools or manual processes to collect documents and information from clients. SmartRequestAI closes that gap, letting you automate the entire tax prep workflow — from initial client contact to final document archive — all within one integrated platform.
When will SmartRequestAI be available?
SmartRequestAI is available now for purchase on Accounting Pro and Accounting Unlimited plans. Visit the SmartRequestAI page, or book a demo to see it in action.
Is SmartRequestAI included with my current SmartVault subscription?
SmartRequestAI requests are purchased in bundles of 50 and added to your existing Accounting Pro or Accounting Unlimited subscription. Once purchased, requests never expire and carry forward year to year.
Will this replace our current document management system?
SmartRequestAI is part of SmartVault's comprehensive document management platform. If you're already using SmartVault, this adds powerful AI-driven intake to your existing workflow — no new systems, no new logins. If you are not using SmartVault yet, SmartRequestAI is a good reason to look at the full platform and what it covers from client intake through compliant document archiving.
How much training will my team and clients need?
Very little. SmartRequestAI is built directly into SmartVault, so the experience feels familiar right away. Most firms are up and running quickly with minimal onboarding, and we provide resources to make adoption even smoother. On the client side, the experience is designed to be simple from the first interaction. Clients follow a guided questionnaire, answer only what is relevant to their situation, and upload documents from any device — no confusion, no learning curve.
What if we or our clients need help while using SmartRequestAI?
SmartVault's support team is available to assist both firms and their clients. We also provide onboarding resources and training guides to make rollout smooth and stress-free.
For firms, SmartRequestAI means fewer roadblocks, less admin work, and more billable time. For clients, it means a guided, mobile-friendly intake process that's simple, secure, and frustration-free. No more chasing documents. No more client confusion. No more hours spent organizing files that should have been organized from the start.
By combining the power of AI with SmartVault's trusted document management platform, you get personalized client requests that save 60–90 minutes per return while keeping everything secure and compliant.
Ready to see SmartRequestAI in action? Schedule a demo today.