Tax-season client document intake and checklist chasing for Orlando tax preparers
For a tax practice, the slow part of the season is rarely the return itself. It is waiting on the last W-2, the missing 1099, the bank statement for the second account or the receipts the client promised last week. Every client sends things in pieces, by email and phone photo, and someone has to remember who still owes what.
hello kai runs AI agents that keep that list for you. The agent reads what each client sends, ticks it off that client's checklist, files it under the right client and tax year and drafts a reminder for what is still outstanding. Your preparers review the checklist status and approve every reminder before it goes out. The agent never contacts a client on its own.
How checklist chasing works with an agent
Together we write the document list for each type of client, for example W-2 employee, self-employed or rental owner.
By email or shared folder, as they do today. Nothing changes for them.
Each document is identified, filed by client and year and checked off the right line.
For each client with gaps, it drafts a short reminder listing exactly what is missing.
Preparers see a status table, edit or approve the reminders and send them from their own email.
What the agent does
- Identifies W-2s, 1099s, bank and card statements, receipts and prior-year returns
- Files each document by client, tax year and type
- Keeps a per-client checklist with received, missing and unclear items
- Flags documents that look unreadable, duplicated or from the wrong year instead of guessing
- Drafts reminders in English, Spanish or Portuguese for your review
What your team approves
- All tax preparation, advice and judgment
- Every reminder or message sent to a client
- How unclear or unusual documents are handled
- Which clients and checklists are part of the pilot
Typical inputs
- Client emails, attachments and phone photos
- Your document checklist per client type
- Last year's client list and folder conventions
Typical outputs
- Organized client folders by year
- A status table: received, missing, needs review
- Draft reminders ready to approve
- A log of every action the agent took
Why the checklist is the part worth automating
Preparing a return takes professional skill. Knowing who has sent what is bookkeeping of the follow-up, and it grows with every client you take on. Handing that tracking to an agent leaves preparers with the work only they can do. We do not promise a specific time saving; the diagnosis looks at a sample of your real intake and tells you honestly whether it is worth it.
Frequently asked questions
Does the AI prepare returns or give tax advice?
No. It organizes documents, tracks checklists and drafts reminders. All tax work and every client conversation stay with your team.
Does the agent email my clients?
No. It drafts reminders and your team approves and sends them. The agent never contacts a client, the IRS or any third party.
What about clients who write in Spanish or Portuguese?
The agent reads documents and drafts reminders in English, Spanish and Portuguese. Your team decides what is sent.
Where does client data go?
In the diagnosis we agree on exactly which inboxes and folders the agent can access. Access is limited to that process and every action is logged. We make no compliance certification claims.
Do I need to switch my tax software?
No. The pilot starts from email and folders. Any connection to your existing tools is evaluated case by case.
Is this only for tax season?
No. The same checklist tracking works for monthly bookkeeping documents. Tax season is simply when the follow-up load is heaviest.
How do we start?
With a free feasibility diagnosis. We look at a sample of your intake and tell you if it is worth automating. If it is, we propose a pilot on that one process.
Which bottleneck should
we solve first?
Tell us what is slowing your team down today. We start with one process.