SmartRequestAI FAQ: Everything You Need to Know About SmartVault’s New AI Feature
SmartRequestAI automatically generates tailored client questionnaires and document request lists, saving firms hours per return, reducing client confusion, and keeping everything secure inside SmartVault’s platform.
We’ve compiled the most common questions about SmartRequestAI to help you understand why this is the solution that finally makes tax prep intake as smooth as it should be for you, your team, and your clients.
Integration and Compatibility
Q: Does SmartRequestAI need to access my tax prep software?
A: No. There’s no extra integration required. SmartRequestAI simply works with the prior-year tax returns already stored in SmartVault, plus customizable questionnaire templates your firm controls. Everything happens securely within SmartVault, so your team saves time and your clients get a seamless experience without extra logins or tools.
Q: What types of returns will SmartRequestAI support?
A: SmartRequestAI supports US Form 1040 and related schedules. This covers the vast majority of individual tax returns most firms handle during tax season.
Q: How exactly does SmartRequestAI create personalized document requests?
A: SmartRequestAI combines two key inputs: the tagged prior-year tax return from SmartVault and your firm’s customizable questionnaire template. By analyzing what appeared on last year’s return, it automatically generates a pre-populated questionnaire unique to each client. No more generic checklists that don’t match their situation.
Product Development
Q: How was SmartRequestAI developed?
A: SmartRequestAI was designed hand-in-hand with accountants through our Customer Advisory Council. Instead of building features in isolation, we invited pros to share their real workflow bottlenecks and client frustrations. Their feedback shaped every stage of development.
Caleb L. Jenkins, EA, CQP, a council member, put it best: “Working with SmartVault on SmartRequestAI has been enjoyable because they actually listen to my input. When I mentioned specific workflow bottlenecks during our advisory sessions, I could see those pain points addressed in the next iteration. I really like that SmartVault is not just building features for the fun of it, but rather they are laser-focused on solving the real problems we face every day as accountants.”
Nick Boscia, Managing Partner at Boscia & Boscia PC, added: “SmartRequestAI represents the kind of tech I’m always looking for — tools that streamline the process without sacrificing client experience. By automating document requests and eliminating unnecessary follow-up, we’re not just saving time, we’re creating space for deeper work, better client relationships, and a healthier tax season.”
Plus, SmartVault was founded specifically for accounting professionals. For over 15 years, we’ve partnered with industry experts to build tools that solve everyday workflow challenges. SmartRequestAI is the next step in that journey — technology shaped by accountants, for accountants.
Client Experience
Q: What does the client experience actually look like?
A: It’s designed to be simple and fast. Clients receive a secure email link or can log into the SmartVault portal to complete their Smart Request. They’re guided step-by-step through a clean, personalized questionnaire, making it easy to know exactly what to send.
Q: Can clients use SmartRequestAI on their phones?
A: Absolutely. SmartVault is fully mobile-friendly, and clients can complete their Smart Request from any device. With built-in SmartScan functionality, they can even snap photos of documents with their phone and automatically upload them as high-quality PDFs. No more blurry photos, HEIC files, or unusable scans.
Q: What if clients get stuck or confused?
A: That’s the beauty of personalized requests. Instead of seeing irrelevant questions or vague instructions, clients get specific guidance based on their actual tax situation. The questionnaire only asks for what they need to provide, eliminating the confusion that leads to delays and all those “not applicable” type questions.
Q: What if my staff needs to collaborate on client requests?
A: SmartVault’s role-based permissions make collaboration seamless. Admins and staff can share responsibility for client requests, track progress together, and delegate as needed. For clients, that means faster responses and a smoother experience since your whole team is aligned.
Security and Compliance
Q: How secure is SmartRequestAI?
A: SmartRequestAI is built inside SmartVault’s SOC 2 Type 2–compliant environment, so your firm stays audit-ready and in control of sensitive data. Clients complete requests through the same secure portal they already know and trust, giving them peace of mind while protecting your compliance requirements.
Q: Does the AI train on our client data?
A: Never. SmartRequestAI uses private AI models that don’t train on your data. Your firm’s information is never used to improve the model, never shared with others, and never exposed to public internet traffic. It’s designed specifically for accounting firms who need AI that respects data privacy.
Q: When SmartRequestAI scans a client’s tax return, where does that data go?
A: The data never leaves SmartVault. When SmartRequestAI scans a client’s prior-year return, it stays securely stored inside our infrastructure at all times. There’s no data movement, no third-party exposure, and no additional risk. This means simpler compliance for your firm and extra peace of mind for your clients.
Efficiency and Automation
Q: Can I send requests to multiple clients at once?
A: Yes. You can send Smart Requests individually or select multiple clients in your SmartVault dashboard and send requests in bulk. This is especially powerful at the start of tax season when you need to reach your entire client base quickly.
Q: Can I send reminders to clients who haven’t responded?
A: Yes, you can manually send reminders using the “Send Reminders” feature.
Q: How do I track which clients have submitted their documents?
A: SmartVault provides a clear dashboard where you can monitor submission progress in real-time. You’ll see which clients have completed their requests, which are partially done, and which haven’t started. No more wondering or manually tracking spreadsheets.
Q: What happens to the documents clients upload?
A: Documents automatically flow into your customized SmartVault folder structure and are compiled into organized, review-ready workpapers. No more manual sorting or hunting for files across different systems.
Q: How much time does SmartRequestAI actually save?
A: Firms typically save 60-90 minutes per return — time you can reinvest into higher-value work or serving more clients without adding staff. For clients, it means fewer back-and-forth emails and faster turnaround on their returns, which builds confidence in your process.
Comparison with Other Solutions
Q: How is SmartRequestAI different from standalone intake tools like Soraban or Stanford Tax?
A: The key difference is integration and security. SmartRequestAI is built directly into SmartVault, using prior-year returns you already have stored securely. You’re not exposing client tax information to additional third-party systems or creating yet another tool for your team to manage. Everything from intake to archiving happens in one secure platform.
Q: We already use SmartVault. Why do we need SmartRequestAI?
A: Even SmartVault users currently need separate intake tools or manual processes to collect documents and information from clients. SmartRequestAI closes that gap, letting you automate the entire tax prep workflow — from initial client contact to final document archive — all within one integrated platform.
Getting Started
Q: When will SmartRequestAI be available?
A: SmartRequestAI launches Fall 2025. Firms can join the waitlist now to be among the first to access this powerful feature.
Q: Is SmartRequestAI included with my current SmartVault subscription?
A: SmartRequestAI will be available as bundles of Smart Requests that you can add to your existing subscription. This way, firms of any size can choose the right volume for their client base.
Q: Will this replace our current document management system?
A: SmartRequestAI is part of SmartVault’s comprehensive document management platform. If you’re already using SmartVault, this adds powerful AI-driven intake capabilities to your existing workflow. If you’re not using SmartVault yet, now is the perfect time to see how the entire platform can streamline your tax prep process.
Q: How much training will my team and clients need?
A: Very little. SmartRequestAI is built directly into SmartVault, so the experience feels familiar right away. Most firms are up and running quickly with minimal onboarding, and we provide resources to make adoption even smoother. On the client side, it’s just as simple: they follow a guided questionnaire, answer a few tailored questions, and upload documents from any device. No confusion, no learning curve.
Q: What if we or our clients need help while using SmartRequestAI?
A: SmartVault’s support team is available to assist both firms and their clients. We also provide onboarding resources and training guides to make rollout smooth and stress-free.
Make Tax Prep Simple From the Start
For firms, SmartRequestAI means fewer roadblocks, less admin work, and more billable time. For clients, it means a guided, mobile-friendly intake process that’s simple, secure, and frustration-free. No more chasing documents. No more client confusion. No more hours spent organizing files that should have been organized from the start.
By combining the power of AI with SmartVault’s trusted document management platform, you get personalized client requests that save 60-90 minutes per return while keeping everything secure and compliant.
Want to see SmartVault in action before SmartRequestAI launches?
Schedule a demo today — and get ready to add AI-powered intake to your process this fall.