Client Intake Engine
- 1Client submits tax organizer on website
- 2System creates secure folder and sends welcome email
- 3Automated checklist sent for missing documents
- 4Staff notified when all files are uploaded
Systems for Tax Preparers
Streamline Your Tax Season with Intelligent Client Operations
Tax preparation services bring in revenue through high-volume filing and specialized consulting, but profitability often leaks through the manual chase for missing K-1s or 1099s. Without a systematic way to manage the intake rush, professional staff spend billable hours on administrative follow-up rather than technical review.
Accounting, Finance & Insurance
- Automated Document Reminders
- AI Receptionist
- E-Signature Workflows
- Missed Call Text Back
- Secure Client Portal
Also for: Tax Preparation Services
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
Prospective clients request a quote or initial consultation through your website or digital intake form.
- 02
Engagement
The system sends a formal engagement letter and professional services agreement for digital signature.
- 03
Intake
A custom tax organizer is issued to the client with automated reminders to upload required source documents.
- 04
Production
The preparer completes the return while the system tracks internal milestones and missing information requests.
- 05
Review
Draft returns are shared via a secure portal for client review and Form 8879 authorization.
- 06
Filing
Once e-filed, the system automatically notifies the client of government acceptance and finalizes the invoice.
- 07
Retention
Off-season nurturing keeps the firm top of mind for quarterly estimates and year-end planning.
Where it leaks
Common problems for tax preparers.
01
Document Chasing
Administrative staff spend hours emailing clients for missing W-2s or clarifying bank statements. This manual follow-up delays the filing queue and increases the risk of missing critical deadlines.
02
Phone Congestion
During peak season, the office is overwhelmed with callers asking for status updates or drop-off confirmations. These interruptions prevent tax professionals from completing complex returns efficiently.
03
Appointment No-Shows
Valuable interview slots are lost when clients forget their scheduled times or show up without their paperwork. This disrupts the flow of the entire firm and wastes senior preparer time.
04
Payment Delays
Waiting for checks or manual credit card processing after the return is finished slows down cash flow. Firms often struggle to collect final fees once the tax deadline has passed.
05
Scattered Communication
Client data and documents are often spread across emails, text messages, and physical folders. This lack of centralization makes it difficult to provide a consistent experience or maintain audit trails.
What LATTICE can build
Systems built around how you work.
Automated Document Reminders
Systematic SMS and email sequences prompt clients to upload their specific tax documents to a secure portal based on their previous year profile.
AI Receptionist
A 24/7 assistant handles routine questions about office hours, document drop-off procedures, and filing status so the staff can focus on tax laws.
E-Signature Workflows
Automate the distribution and tracking of engagement letters and 8879 forms to ensure compliance without manual paper handling.
Missed Call Text Back
Instantly respond to potential new clients who call during busy hours, ensuring you capture every high-value lead even when the lines are full.
Secure Client Portal
A dedicated space for clients to view their completed returns, upload files, and message the firm without compromising data security.
Quarterly Tax Reminders
Pre-scheduled messages remind business clients of upcoming estimated payment deadlines to add value throughout the year.
Review Request Automation
Automatically ask satisfied clients for a professional review immediately after their refund is confirmed or their return is accepted.
Example systems
What it looks like in practice.
E-File Completion Sequence
- 1Preparer marks return as e-filed in the dashboard
- 2System sends confirmation text to client
- 3Invoice for preparation fees is automatically issued
- 4Follow-up sent if payment not received in 48 hours
Off-Season Nurture
- 1System identifies clients with extensions
- 2Monthly reminders sent until documents are received
- 3Tax planning tips sent in October and November
- 4Early bird booking invite sent in January
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from tax preparers
How does this help during the April rush?
The system acts as an extra administrative assistant by handling document collection and status updates automatically. This reduces the number of inbound calls and emails, allowing your team to focus exclusively on preparing and reviewing returns.
Can we use this for gathering signatures on engagement letters?
Yes, you can automate the entire onboarding process by sending engagement letters for digital signature before work begins. This ensures you have a signed agreement on file for every client without the need for scanning or physical mail.
Will my older clients be able to use these systems?
The tools are designed for simplicity with mobile-friendly interfaces. Clients can interact via simple text messages or straightforward portals, which often proves easier for them than managing complex email threads.
Is the document storage secure for sensitive tax data?
The system utilizes professional-grade encryption and secure portals to ensure that Social Security numbers and financial data remain protected. This is far more secure than sending sensitive documents through standard unencrypted email.
Can I automate my billing for tax preparation?
You can set up workflows that trigger an invoice as soon as the return is ready for review or has been e-filed. This connects the delivery of the service directly to the payment request, significantly improving your firm's cash flow.