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Collect a Complete Tax File on the First Pass

Tax season dies by a thousand follow-ups: the W-2 arrives but not the 1099, the receipts come as one blurry photo, and the prior-year return shows up in April. The Individual Tax Organizer pairs a filing questionnaire with a named document checklist — here's what a season with it actually looks like, for one real client file.

Meet Marcus Bell

Marcus is a logistics manager in Chicago — married filing jointly with Lisa, two kids, a mortgage, some Vanguard funds, and an HSA. His tax file comes from five different places: his employer's W-2, two 1099s, the lender's 1098, and a shoebox of donation receipts. Last season his accountant assembled all of it from email threads. This season, they sent him one link.

Filing season opens

  1. You

    You create Marcus's folio from the Individual Tax Organizer and send the request — one link covering the filing questionnaire and the full document checklist.

    Marcus's folio the moment the request goes out — every slot named, every slot empty, the season's to-do list written down once.
    Marcus's folio the moment the request goes out — every slot named, every slot empty, the season's to-do list written down once.
  2. FolioReady

    FolioReady emails Marcus the request and starts the reminder schedule — if he stalls, the nudges are automatic.

Marcus works down the checklist

  1. Your client

    Marcus opens the link that evening. Filing status, dependents, tax year — then the checklist: photo ID, prior-year return, W-2, 1099s, mortgage interest, receipts, each into its own labelled slot.

    What Marcus sees — a labelled slot per document with a hint and a required marker, so a complete file is obvious at a glance.
    What Marcus sees — a labelled slot per document with a hint and a required marker, so a complete file is obvious at a glance.
  2. Your client

    His two 1099s — bank interest and Vanguard dividends — go into the same slot; it's marked to take a stack.

    The 1099 slot holding both forms — a multi-file slot keeps the stack together under one label.
    The 1099 slot holding both forms — a multi-file slot keeps the stack together under one label.

What happens when Marcus emails in his HSA statement?

  1. Your client

    A week later, HealthEquity emails Marcus his HSA year-end statement. He forwards it straight to the folio's collection address — no portal visit, no login.

  2. FolioReady

    FolioReady catches the email and files the attachment onto Marcus's folio.

  3. AI

    AI reads the statement and writes its synopsis — but the checklist has no HSA slot, and AI won't guess. The file lands under Other Attachments, waiting for your judgement instead of hiding in the wrong slot.

    The HSA statement with its AI synopsis — enough to know exactly what arrived without opening it.
    The HSA statement with its AI synopsis — enough to know exactly what arrived without opening it.
  4. You

    You glance at the synopsis, see exactly what it is, and leave it where it belongs — or Move it into any slot in two clicks.

    Marcus's folio — every document at its slot, and the HSA statement held safely under Other Attachments.
    Marcus's folio — every document at its slot, and the HSA statement held safely under Other Attachments.

AI reads everything Marcus sends

  1. AI

    Every file Marcus sent — uploaded or emailed — has already been read. Each document carries a one-paragraph synopsis, so you know exactly what it is without opening it.

    Marcus's W-2, read and summarised — employer, wages, and withholdings called out beside the document itself.
    Marcus's W-2, read and summarised — employer, wages, and withholdings called out beside the document itself.
  2. AI

    It also checks Marcus's filing answers against the documents themselves — the green ✦ marks every answer verified from a source document.

    The questionnaire, verified — every ✦ is an answer AI confirmed against Marcus's actual documents.
    The questionnaire, verified — every ✦ is an answer AI confirmed against Marcus's actual documents.

Reviewing the file

  1. You

    End of the week, you open the folio. The checklist is the status report: every slot filled except 1095 Health Coverage — still red, still honest.

    The review — filing answers as structured fields, every slot accounted for, one visible gap.
    The review — filing answers as structured fields, every slot accounted for, one visible gap.
  2. You

    Not sure you've caught everything? Ask the folio itself — one click on What's missing? in Insights.

  3. AI

    AI answers from everything it has read: the 1095 Health Coverage slot is still empty — and every answer the documents support is already captured.

    Asking the folio 'What's missing?' — AI names the one empty slot and confirms nothing else is outstanding.
    Asking the folio 'What's missing?' — AI names the one empty slot and confirms nothing else is outstanding.
  4. FolioReady

    Reminders keep chasing the 1095 so you don't have to.

  5. The result

    A complete, pre-sorted tax file — every document at its slot with a synopsis, the questionnaire in structured fields, and the one real gap visible at a glance.

What You're Left With

A folio per client where the checklist is the status report: filled slots are done, empty slots are what's missing. Each document carries a synopsis, the questionnaire answers are structured data, and a misfiled document is a quick Move to the right slot.

Make this tax season the organised one

Import the organizer and send your first request before the W-2s land. Use this template