Sending File Requests in Projects

Overview

You can quickly request documents from a client directly from the application by creating a project, adding the client as a recipient, selecting or customizing a checklist, and sending an email request.

Video

Before You Begin

Before sending a file request, ensure that:

• You have access to create new projects.
• You know the client you want to request documents from.
• Your checklist templates (if using one) have already been created.
• Your email templates are available (recommended).

Step 1: Create a New Project

From the application home page:

1. Click the green New Project button.
2. Enter a descriptive project name.

A good project name should include:

• Client name
• Engagement type
• Tax year

Example:

John Smith - 1040 Tax Return - 2024

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Step 2: Add the Client

After creating the project:

1. Search for an existing client.
2. Or click Add New Contact if the client does not already exist.
3. Add the client as the project recipient.

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Step 3: Select a Checklist Template

Choose the checklist that matches the engagement.

You can search for an existing template by typing its name.

Examples include:

• 1040
• 1065
• Other tax engagement templates

The system includes multiple pre-built checklist templates that can be reused across projects.

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Step 4: Customize the Checklist

After selecting a template, you can customize it for the client.

Options include:

• Add additional checklist items.
• Edit existing items.
• Remove items that aren't needed.
• Reorder checklist items.

You can also build a checklist without using a template.

Tip: Templates can include engagement letters, questionnaires, and other reusable documents. Refer to the Create Checklist Templates article to learn more.

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Step 5: Add Files for the Client (Optional)

Before creating the project, you can attach files for the client.

For example, you can:

• Share reference documents.
• Upload engagement letters.
• Send documents that require an electronic signature.

If you don't need to include any files, continue to the next step.

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Step 6: Create the Project

Click Create Project.

The project is created and is ready to be sent to the client.

Note: Creating the project does not automatically send an email notification.

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Step 7: Send the File Request Email

To notify the client:

1. Create a new email.
2. Select an email template (recommended).
3. Review the email message.
4. Click Send.

Using email templates helps standardize communication and reduces preparation time for future requests.

Tip: If you haven't created email templates yet, refer to the Create and Use Email Templates article.

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Expected Result

After completing these steps:

• A new project is created for the client.
• The appropriate document checklist is assigned.
• Optional files are attached to the project, if applicable.
• The client receives an email requesting the required documents.
• The client can securely upload files through the client portal.