Send checklists automatically

Warning

This article applies to firms in the US.

Automate the delivery of checklists to save time and eliminate manual work. This ensures clients receive requests at the right stage of the workflow and provides you with real-time visibility into missing documents.

Step-by-step automation setup guide

Document checklists are personalized for each account, so you need to create them manually. However, once created, you can automate sending them through your pipeline by using the organizer template with checklist option enabled and Send organizer automation.

Step 1. Create checklists in advance

To make your work easier during the tax season, create checklists for your clients in advance, during the off-season.

Tip

Filter your account list by Checklist > Not created to display only accounts missing checklists.

Step 2. Create an organizer template with a checklist

You can create a new template with a document checklist or enable the checklist for an existing one. To do this, toggle on Attach checklist in the Document checklist section of the template.

Step 3. Set up the automation

Once your organizer template is ready and checklists are created:

1. Open your pipeline and add the stage where you want to send the organizer.

2. Click Add automation and select Create organizer.

3. Choose your organizer template (the one with the checklist enabled).

4. Click Save.

5. Toggle on Automove jobs for this stage, so that the job is automatically moved to the next stage once the client indicates that they have completed all checklist and questionnaire items.

Step 4. Ensure there are no empty checklists

Once you add the job to the respectful pipeline stage, the organizer with a checklist is automatically sent to the client. After that, you can verify that all checklists contain items:

1. Go to the Organizers section.

2. Click Filter and select Checklist > is > Empty.

3. If any empty checklists appear, click Add items and fill in the required documents.

When the job automoves

The organizer with the checklist is automatically sent to the client when the job enters the stage with automation. The job moves to the next stage only after the client completes all checklist items and submits the organizer.

Note

If organizer contains the empty checklist, the job moves as soon as the questionnaire is submitted.

How to move the job manually

If you have noticed that the client didn’t finish the checklist, but you don’t want to wait with the tax preparation, you can move the job manually . To do this:

1. Drag and drop the job card to the next stage.

2. The job sidebar opens: it will reflect the checklist progress and information about missing items.

3. Choose the Resolve option. Learn more about handling unfinished elements in jobs in the dedicated article .

4. Click Move.

View the document checklist status in the job card

Once the checklist is sent to the client vie automation, the corresponding organizer is automatically linked to a job. Thus, you can track clients’ progress directly from the job card. In the Linked > Organizers section, you will see a Checklist column. If the organizer has a checklist, the column displays progress. Hover over the progress indicator to see which documents are missing.

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