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Client document collection and organization

Automates the collection, organization, and verification of client tax documents by sending secure requests, tracking submissions, categorizing files, and flagging missing items. This reduces manual follow-up during busy season and ensures complete, organized client files for efficient tax preparation.

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Workflow Trigger

Tax engagement is initiated in practice management system or calendar reaches document collection start date for a client.

Visual Flow

Each node represents an automated step. Connections show how data and decisions move through the workflow.

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

  1. 1
    Trigger

    Engagement initiated in Karbon

    Workflow triggers when a new tax preparation engagement is created in Karbon or an existing engagement moves to 'Document Collection' status.

    Karbon
  2. 2
    Action

    Send secure document request to client

    Automatically generates and sends a personalized document request checklist via Canopy's secure client portal, listing all required documents based on the client's tax profile (W-2s, 1099s, K-1s, etc.).

    CanopyKarbon
  3. 3
    Action

    Receive and categorize uploaded documents

    As clients upload documents through Canopy, AI automatically categorizes each file by document type using OCR and metadata extraction, then organizes them into the appropriate folders in the client's digital workspace.

    CanopyCCH Axcess
  4. 4
    Decision

    Check document completeness status

    System compares received documents against the required checklist. If all documents are received, workflow proceeds to final verification. If items are missing, automated reminder sequence is triggered.

    CanopyKarbon
  5. 5
    Action

    Send automated follow-up reminders

    For incomplete submissions, sends escalating reminder emails at 3-day intervals highlighting specific missing documents. Updates engagement status in Karbon and logs all client communications.

    CanopyKarbon
  6. 6
    Action

    Sync documents to tax preparation software

    Once document collection is complete, automatically syncs all categorized documents to CCH Axcess Document, linking them to the appropriate tax return workpapers and populating data fields where possible.

    CCH AxcessCanopy
  7. 7
    Output

    Generate collection summary and notify preparer

    Creates a document collection summary report showing all received items, timestamps, and any client notes. Notifies the assigned tax preparer via Karbon that the client file is ready for preparation.

    KarbonCCH Axcess

Outputs

  • Complete organized client document folder in CCH Axcess
  • Document collection summary report with timestamps
  • Updated engagement status and preparer notification in Karbon

Key Metrics

  • Average document collection cycle time
  • Percentage of complete submissions before deadline
  • Number of manual follow-up interventions required

Tools & Integrations

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