Using Tax Automation to Ensure Firm-Wide Standard Processes

One of the best ways to ensure communication is clear and concise with every client and across all office locations is using tax automation solutions which provide the technology to improve processes and productivity firmwide.

Firm processes and communication have a significant impact on decision-making and the client experience. What steps can you take to prepare for the upcoming tax season and elevate processes and communication in your firm?

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Eliminate Inconsistency

In many firms, processes differ from person to person, depending on who prepares the tax returns. Inconsistency creates confusion. Using a tax automation solution designed to solve pain points across the tax engagement ensures increased efficiency, enhanced security, an improved client experience, and streamlined procedures—which is especially beneficial for firms with multiple locations.

“With 30-35 professionals in our two Colorado offices, different methods of delivering tax returns were being employed simultaneously. SafeSend provides a consistent, professional process for delivering tax returns company wide.”—Eric Morgan, Senior Manager, BiggsKofford, P.C.

Reduce Human Error; Increase Human Interaction

When repetitive, time-consuming responsibilities are automated, they become consistent firmwide. No matter the size of your firm, using tax automation reduces human error and ensures clarity and uniformity, improving structure and communication. With the implementation of swift, smooth, automated processes your staff has more time to focus on human interaction with clients.?

The simple yet powerful tools in the SafeSend Suite eliminate logjams and streamline the workflow in your firm.

“We’ve been centralizing processes for the last five years and as we centralize them, the SafeSend Suite will become the gold standard.”—Russell Goldberg, Partner, Withum

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Use One Tool for Multiple Client Touch Points

Within the SafeSend Suite, the award-winning SafeSend Returns, divides, collates, and manages the actions required on any piece of a tax return. Whether clients need to review the return, sign a document, make a payment, or distribute K-1s, the SafeSend Suite manages the various parts that call for different actions. Communicating what is expected from your client is clear and guided – as well as being consistent and familiar across the entire tax engagement.

“We have multiple offices and we're able to centralize our assembly process where clients are all using SafeSend Returns. It's been a big impact for us saving us time.”—Jenni Bieck, Director of Technology, Huberty CPAs

The SafeSend Suite handles business tax returns, 1120s, and even gives clients the ability to electronically distribute K-1s. Real-time tracking and reporting provides accurate, up-to-the-minute information. Automated reminders prompt clients to sign and return documents, reducing staff time spent calling and emailing clients to track down documents.

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Operate Effectively

Tax professionals can get overwhelmed when they are immersed in tasks that don’t require their expertise. It can also hold up the delivery process for the admin team. Adopting the SafeSend Suite allows the firm to operate more effectively using tax automation that empowers staff to print and deliver tax returns following review.

“The SafeSend Suite? places delivery responsibility on the admins, giving the tax professionals more time to do their work.”—Brooke Potts, Tax Administration Manager, Perelson Weiner, LLP

Using an automation solution specifically designed for the tax and accounting profession provides the ability to send quarterly estimate reminders to clients automatically, update those estimate coupons at a later date if amounts change, and even have the option to include the invoice for your tax preparation fees. It’s all automatically divided up and managed with the click of a button.

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Provide a Familiar, Intuitive Client Experience

Sending one email that includes your firm’s branding ensures your clients will easily recognize communication from you. There’s no longer a need for multiple emails for their engagement letter, personal tax return, business return, and other documents. Providing simple, secure access to their documents saves your clients time.

The powerful functionality of the SafeSend Suite offers a single source for automated solutions to address every client touchpoint across the tax engagement journey from tax ready to finish and file.

“I use SafeSend Returns both for my LLC and for my personal returns – I am a big fan. For a technology solution, it’s very intuitive and easy to use.”—Gordon Krater, Retired Firm Managing Partner, Plante Moran, PLLC

When clients receive information in an intuitive, guided format that is recognizable to them, it provides consistency to their client experience. Empower clients to securely send their return in a timely manner without needing to involve the firm.

From engagement letters to tax returns, the streamlined user interface of the SafeSend Suite boosts completion rates and lowers unnecessary client calls resulting in more productive office time for you and your staff. Improve your firm processes and communication using tax automation. Minimize staff workload while optimizing your ROI. The SafeSend Suite eliminates pain points and elevates the client experience.

“Consistency builds comfort with our clientele. The SafeSend Suite? has provided us a consistent platform for electronic organizers, signature collection, and return delivery.”—Curtis Herbolsheimer, Department Head - Individual Tax, Copland Buhl & Company PLLP

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About SafeSend?

SafeSend’s mission is to solve real-world firm problems through innovative automation technologies. We help tax and accounting practitioners work more efficiently and serve their clients better, while making their lives easier and work more enjoyable.

SafeSend offers several foundational automation software solutions within the SafeSend Suite?. Our flagship product, SafeSend Returns?, is a multi-year winner of the CPA Practice Advisor Technology Innovation Award and has redefined the way accounting firms assemble, deliver, and capture e-signatures from clients for completed tax return packages. Visit safesend.com to learn more about our technology solutions.