Organizers: Overview

Want to streamline the onboarding process and gather all required information quickly? Need forms that your clients will actually fill out? Learn about TaxDome organizers and discover their key features.

Organizers, explained

An organizer is a customizable intake form that helps you collect client information and documents. Organizers can include up to three parts:

• Intro: Provides context and instructions for clients at the beginning of the organizer. Use it to explain the purpose, set expectations, or welcome returning clients. The Intro section is required when the document checklist is enabled. You can edit it, but cannot disable it.

• Questionnaire: Collects information through questions. Group questions into sections, make them conditional based on previous answers, and request documents alongside specific questions.

• Document checklist: Lists all required documents in one place. Clients can upload documents for each item or mark items as not available.

Here is what is possible with TaxDome organizers:

• Request documents from your clients . They can upload them right in the organizer and even scan them using their smartphones.

• Shorten the forms by making additional questions conditional . For example, those who answer ‘No’ to the ‘Do you have children?’ question won’t see any children-related questions at all.

• Fill in the forms on your client’s behalf . That might be convenient when your clients come to your office, and you want to help them get things done faster.

• Save your clients’ time by allowing your returning clients to pre-fill particular details . For example, their personal information can possibly stay the same as last year.

• Reduce manual processing information by assigning account tags based on the answers automatically.

• Save time collecting client information by syncing organizer answers to account/contact custom fields .

• Create personalized document checklists . List required documents in organizers so clients know exactly what to provide. Clients can match uploaded documents to checklist items or indicate when something isn’t available.

Organizers vs client requests

In some cases, using client requests is more convenient than using organizers:

• Organizers help you collect comprehensive data and have features that simplify the processes for returning clients and repeating intake forms. Clients need to log into the portal to fill out an organizer. Organizers always require templates.

• Client requests help you quickly ask direct questions and request missing documents. You can send them in chat threads or separately . You can allow clients to complete client requests without having to log in. To send a client request, you don’t need a template.

Collect information with organizer

In general, the whole process of collecting information using organizers is the following:

1. You create an organizer template for each use case. For some common use cases, you can download and adjust templates from the Marketplace .

2. You select a template and send an organizer to your client.

3. The client gets notified about the organizer.

4. The client fills in the organizer and submits it.

5. You get notified about the submitted organizer.

6. You start working with the information.

You can access all your organizers by navigating to the Organizers page in the sidebar menu.

Access to organizers

Before you start using organizers, it’s important to remember that they are available for the firm owner, admin, and team members with the Manage organizers access rights . So, if you want somebody from your team to either create forms or send them to clients, you should enable this access right for them first. 

Please consider that the Manage organizers access right provides access to all data used in organizers, including documents, no matter what other access rights team members may have. 

Additionally, if you want to allow a team member to change or add answers to the organizers on the client’s behalf, you should give them access rights to Edit organizer answers. 

Automate processes with organizers

TaxDome firms widely use organizers to automate clients’ onboarding. Once they are ready to work with your firm, you can request all information you need from them. For example:

• Business documents and company info for new bookkeeping clients

• All personal information and documents needed for tax preparation

• Spreadsheets with hours worked, W-4 forms, payroll banking information, Tax Identification Numbers, and employee info for your payroll clients

And since organizers could be sent to clients automatically via pipeline automations , you need to master the organizer templates for different types of clients once, and then all new clients added to the pipeline will automatically receive the forms to fill in.

Client view

When you send an organizer, the client will receive a notification via email, mobile app and client portal . Now, they need to open and complete it.

For organizers with both the document checklist and questionnaire, clients see the introduction, the questionnaire, and the list of required documents to upload. They can complete them in any order. See more about how clients complete the checklist .