Turn a Fragmented Workflow Into a Connected System

A tax prep workflow is the full sequence a return moves through — from client engagement and document collection, to preparation and review, to delivery and archiving. Most firms run these five stages across separate tools and logins, which creates handoffs, version confusion, and rework. A connected tax prep workflow links every stage in one system, so documents, signatures, and communication carry forward automatically instead of resetting at each step.

Automating document collection starts with replacing manual email requests and follow-ups with a structured intake process. SmartVault does this through SmartRequestAI, which generates personalized document requests based on prior-year returns, and SmartScan, which lets clients upload files from their phone that are automatically converted into readable PDFs. SmartRouting then files each document by client, year, and document type — removing the manual renaming and sorting that typically eats 60–90 minutes per return.

SmartVault integrates directly with the leading tax preparation platforms firms already use, including Intuit Lacerte, Intuit ProConnect, Intuit ProSeries, UltraTax CS, and Drake. Returns and source documents flow directly into structured folders organized by client and tax year, so firms don’t need to replace their existing tax software — SmartVault connects to it as the document and workflow layer underneath.

Yes. SmartVault is built to align with IRS Publication 4557 data security requirements as well as the FTC Safeguards Rule. It’s also SOC 2 Type 2 certified, ISO 27001 and 22301 certified for data security and business continuity, and uses AES-256 encryption for data at rest and in transit — with role-based access controls, audit logs, and automated retention policies built into the platform.