UltraTax CS Users: Why Your FileCabinet CS Replacement Needs SmartRouting
The UltraTax CS Workflow Challenge
Most UltraTax CS users have developed a familiar routine: prepare the return, print to a temporary folder, manually organize files, then upload and sort each document into the correct client folder. It works, but it’s time-consuming and prone to human error.
When Kristie Agar of O’Connor and Agar CPA was evaluating FileCabinet CS alternatives, this manual process was one of her biggest concerns: “I used to have to print returns to a temporary folder, then upload and sort each one. With SmartRouting, I go straight from UltraTax into SmartVault with one click. It’s a huge time-saver.”
What is SmartRouting and Why Does It Matter?
SmartRouting is intelligent automation technology that recognizes documents printed from UltraTax CS and automatically files them in the correct client folders within SmartVault. Think of it as having a digital assistant that never makes filing mistakes and works 24/7.
Beyond Time Savings: Eliminating Human Error
Manual document filing introduces multiple opportunities for costly mistakes:
- Wrong client folders: Returns accidentally filed under incorrect clients (hello, security risk!)
- Inconsistent naming: Files saved with different naming conventions
- Version confusion: Multiple versions of the same return in different locations
- Lost documents: Files saved in temporary folders and forgotten
SmartRouting eliminates these risks entirely. As Sergio Bustamante of MSB Tax & Accounting discovered: “It works great. It’s like having robots on your team that automatically route documents for you. You don’t have to worry about documents going into the wrong folders.”
The Complete UltraTax CS Integration Picture
SmartRouting is just one component of a comprehensive UltraTax CS integration. Here’s how the complete workflow improves every stage of your tax preparation process
Client Onboarding & Document Collection
The traditional approach to document collection involves a lot of manual coordination – emailing clients request lists, following up individually for missing documents, and manually organizing everything as it trickles in. It’s time-consuming and leaves plenty of room for things to fall through the cracks.
SmartVault transforms this into an automated, AI-powered process.
- An AI tool scans last year’s tax return, creating a personalized questionnaire for each client (this can be done individually or in bulk)
- The questionnaire takes the client step-by-step, making it crystal clear what documents they need to share with you
- They upload their documents through a modern, mobile-friendly portal (if they’re the client who takes photos of documents on their phone, don’t stress — those photos will automatically turn into professional, clean PDFs with SmartScan)
- You see who’s submitted and what’s still pending
- Documents arrive formatted, secure, and ready for prep… Plus, they’re automatically organized in the correct folders
- You get an organized workpaper, collecting all tax prep information in one place for easy tax prep
On top of all that, you don’t have to stress about security, as all client data stays within one secure, compliant platform.
Document Organization & Access
With SmartVault Integration:
- All documents organized digitally in centralized system accessible from anywhere
- Staff and clients can securely access files 24/7
- Review, approve, sign, and share documents through one unified platform
- Automated folder structures maintain consistency across entire firm
Without Integration:
- Documents scattered across computers, local folders, and physical filing cabinets
- No centralized access – staff tied to specific workstations
- Time wasted searching for files across multiple locations
- Inconsistent organization methods between different team members
Tax Return Processing & Delivery
In the traditional workflow, completing a return in UltraTax CS is just the beginning of a multi-step manual process. You print to a temporary folder, then navigate to your document management system, find the right client folder, upload the file, rename it properly, and hope you didn’t accidentally file it under the wrong client.
With SmartRouting, you complete the return in UltraTax CS and print directly to SmartVault with one click. The system automatically recognizes the document, files it in the correct client folder with proper naming conventions, and makes it immediately available for review and client delivery.
When it’s time for client signatures, you can share returns electronically through the secure portal. Clients review and sign documents from anywhere, and the signed returns automatically route back to the correct folders with complete audit trails. This approach eliminates the manual steps that consume 3-5 minutes per return while ensuring nothing gets misfiled or lost in the process.
Making the Decision: Questions to Ask Potential Vendors
When evaluating FileCabinet CS replacements, ask these specific questions about UltraTax CS integration:
- Does your system automatically recognize and route documents?
- Can users print directly from UltraTax CS to your system?
- How does your system handle client folder organization and naming conventions?
- Do you offer dedicated UltraTax CS integration support during implementation?
The Bottom Line: Why SmartRouting Matters for Your Firm
Choosing a FileCabinet CS replacement without proper UltraTax CS integration won’t get you where you need to go.
SmartRouting technology ensures that your investment in UltraTax CS continues to pay dividends while eliminating the manual inefficiencies that have been holding your firm back.
Don’t let the FileCabinet CS sunset disrupt your proven UltraTax CS workflow. Discover how SmartRouting technology can enhance your existing processes while preparing your firm for the future of tax preparation. Schedule a demo today.