Workflow Templates

From engagement letter to e-file authorization, with the organizer collected in between.

Trigger: New individual client added or prior-year client rolled forward

1. 1Send engagement letter to taxpayer (and spouse) for signature
2. 2Release tax organizer once the engagement letter is signed
3. 3Preparer review — hold until documents are complete
4. 4Route Form 8879 to taxpayer and spouse with ID verification
5. 5Countersign as ERO and archive the signed packet

Day 2, day 5, then every 3 days until April 15

• Individual Tax Engagement Letter
• Client Tax Organizer & Questionnaire
• Form 8879

Entity returns routed to the authorized officer or partner with firm countersignature.

Trigger: Business return marked ready for review

1. 1Send business engagement letter to the signing officer
2. 2Collect §7216 consent if data will be shared with a lender
3. 3Route Form 8879-C/S/PE to the officer or partner of record
4. 4Partner countersignature and archive

Day 3 and day 7, escalate to the engagement partner on day 10

• Business Accounting Engagement Letter
• §7216 Consent
• Form 8879-C/S/PE

Identity, authorization, and billing set up before the first engagement begins.

Trigger: Prospect converted to client

1. 1KYC / CIP form with photo ID capture
2. 2Form W-9 and entity details
3. 3Tax Information Authorization (8821) for transcript access
4. 4ACH debit authorization for recurring fees

Day 1, day 4, day 8 — auto-cancel after 14 days

• KYC / CIP
• Form W-9
• Form 8821
• ACH Debit Authorization

Fast single-signer flow for clients who will not file by the deadline.

Trigger: Return flagged as incomplete 10 days before the deadline

1. 1Send extension authorization with estimated payment amount
2. 2Confirm payment method election
3. 3File and notify the client with the stamped confirmation

Daily during the final 5 days before the deadline

• Extension Filing Authorization

Management representation collected in parallel with the final financial statements.

Trigger: Review or compilation moved to final

1. 1Route management representation letter to CEO and CFO in parallel
2. 2Engagement partner review
3. 3Deliver signed financials with audit trail certificate

Day 2 and day 5, escalate to the partner on day 7

• Management Representation Letter

Offer, compliance, and credentialing forms sequenced for a new hire.

Trigger: Candidate marked hired

1. 1Offer letter with countersignature
2. 2HIPAA acknowledgment and background check authorization
3. 3License attestation and competency checklist
4. 4Direct deposit and tax withholding with ID verification

Day 1, day 3, day 6 — escalate to the hiring manager on day 8

• Offer Letter
• HIPAA Acknowledgment
• License Attestation
• Direct Deposit