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Client communication templates

to prep your clients for TaxCaddy. Use them as-is or customize them based on your needs.

Pre-Invitation Email or Letter

Subject:
 Tax Time Simplified
Body:
Dear <<Client Name>>,
For years, you’ve trusted us to provide tax and accounting services and expert guidance. This year, we also want to provide a software solution that simplifies tax time and reduces your tax season stress. The solution is called TaxCaddy. TaxCaddy makes it easier than ever to gather your 1040 tax documents and deliver them to us, communicate with us, answer your questionnaire electronically, and sign documents like the e-file authorization. We’re excited about this powerful, free solution, and we think you will be, too.
Here’s what you can expect (starting ________):
  • TaxCaddy is provided at no cost to you.
  • Your TaxCaddy account will reflect your tax return progress with us. You will only need to provide the documents and tax information that are pending.
  • You will have access to direct contact with your tax professional through TaxCaddy’s messaging features.
  • You can submit documents by taking pictures with the TaxCaddy mobile app, uploading files, or manually entering information.
  • For greater convenience, you will also have the option of authorizing TaxCaddy to retrieve documents automatically from your financial institutions, which will give us access to them immediately. (See instructions on Smart Links.)
  • Technical support and troubleshooting are available by email and chat in the TaxCaddy Help Center.
Soon you'll receive an email inviting you to create your TaxCaddy account. The email will contain instructions with three easy steps to get started. If you'd like to learn more while you wait for your invitation email, see our overview attachment. You can also visit the TaxCaddy website at https://taxcaddy.com.
(Note: Do not use the “Sign Up Free” option on the TaxCaddy website. You’ll use a personalized link in our upcoming invitation.)
 <<attach the TaxCaddy Taxpayer Overview PDF>> 
So be on the lookout for the TaxCaddy invitation email. In the meantime, please don’t hesitate to reach out to us if you have questions.
Regards,
<<Your firm’s salutation>>

Blog/Newsletter

Title:
5 Tips to Simplify Tax Time
April 15 always seems to sneak up, and surely this year will be no different. While there’s no escaping the tax deadline, this year will be the easiest tax season ever. Use the following tips to streamline the tax return process and minimize stress.
  1. Review and complete the tax organizer. The organizer provides you with your prior year information and helps your tax professional gather valuable information about you that may impact your tax return.
  2. Provide electronic documents whenever possible. The electronic tax documents obtained directly from your banks and brokerages are high quality and easy to read, which minimizes errors.
  3. Respond to communications from your tax professional as quickly as possible. Often our questions just require a short answer to finalize the preparation of your tax return.
  4. Review your prepared tax return as soon as it’s available so that any necessary corrections can be made well before the April 15 filing deadline. If no corrections are needed, sign the e-file authorization to complete the process.
  5. The four tips outlined above are suggestions we’ve made for years. They help streamline the process for you and your tax professional. With your help, we can focus on maximizing valuable tax deductions. The fifth tip is new this year, and it makes the first four tips a breeze.
    Sign up for your free TaxCaddy account.
TaxCaddy makes it easier than ever to gather your 1040 tax documents and deliver them to us, communicate with us, answer your questionnaire electronically, and sign documents like the e-file authorization. We’re excited about this powerful, free solution and we think you will be, too.
Soon you’ll receive an email inviting you to create your TaxCaddy account. Once you receive the invitation, there are three easy steps to get started. See attached for an overview. <<attach the TaxCaddy Taxpayer Overview PDF>>
So be on the lookout for the TaxCaddy invitation email. In the meantime, if you’d like to learn more about TaxCaddy visit the website below.
Learn more at: https://taxcaddy.com/ (Note: Don’t use the
Sign Up Free
 option on the TaxCaddy website. You’ll use a link we’ll include in our upcoming invitation.)

Welcome and Instructions Email

Dear <<Client First Name>>,
Thank you for accepting our invitation to our new client collaboration platform, TaxCaddy. Please follow these steps to ensure your TaxCaddy account is properly set up. For technical support and troubleshooting assistance, click on Help Center at the top of taxcaddy.com, or email support@taxcaddy.com.
  1. CONNECT – Log in to your TaxCaddy account, navigate to the Overview screen, and click the Accept Connection button to establish a connection with our firm.
  2. ADD AUTHORIZED USERS – To provide access to your spouse or others, click your name in the top right corner and then Settings. Click Additional User Account and enter their information. They will receive an invitation email to create a linked account with the same steps you have already completed. 
    .Please note that when it comes time to electronically sign your e-file authorization, if you are “married filing jointly,” then your spouse can sign documents using your TaxCaddy account or they can create their own. If your spouse opted to create their own account, then you must link their TaxCaddy account to yours in order for them to apply their electronic signature. Learn more about e-signatures.
  3. DOWNLOAD & USE THE TAXCADDY MOBILE APP – The TaxCaddy mobile app can be downloaded from the iTunes App Store or Google Play. It provides a convenient way to access your information and communicate with us directly from your mobile phone. Learn more about the TaxCaddy mobile app.
  4. PROVIDE YOUR TAX INFORMATION – In your TaxCaddy account you’ll find a Tax Questionnaire and a Document Request List.
    1. PROVIDE DOCUMENTS BY
      1. Setting up “Smart Links” with your financial institutions to automatically retrieve tax documents. As documents become available, they will be automatically retrieved and placed in your TaxCaddy account. Learn more about Smart Links
      2. Photoscanning the document with the TaxCaddy mobile app.
      3. Uploading files.
      4. Manually entering form information. Learn more about documents
    2. COMPLETE THE QUESTIONNAIRE – Provide answers to the Questionnaire by navigating to the TaxCaddy Questionnaire. Learn more about the questionnaire.
    3. SEND & RECEIVE MESSAGES - Ask questions and provide answers in TaxCaddy’s
      Messages
      tab, found on the navigation bar, to ensure we have the information we need to prepare your return. Learn more about messages.
  5. REQUEST SUPPORT – If you have technical questions about your TaxCaddy account or you’re experiencing trouble accessing your account (e.g., if you forgot your password), the TaxCaddy support team is just an email away. Learn more about getting help.
We’re excited about this powerful solution and we think you will be, too.  Please don’t hesitate to reach out to us if you have questions.
Regards,
<<Your firm salutation>>

Security Email or Letter

Security of your data is our highest priority. As a TaxCaddy user, you will benefit from best-in-class technology, data centers, and infrastructure to meet the strict requirements of the most security-sensitive CPA firms in the world.
Infrastructure
TaxCaddy is built with layers of protection across a secure, reliable infrastructure. TaxCaddy leverages the Microsoft Azure cloud to ensure data security through encrypted communications, threat management, and threat mitigation practices, including regular penetration testing. TaxCaddy uses Amazon Web Services for secure, reliable storage. Your documents and data are encrypted in transit and at rest using Amazon’s best-in-class Secure Socket Layer and Server-Side Encryption technologies.
Testing and Validation
TaxCaddy has been audited, tested, and validated by an independent, security-focused consulting firm employing leaders in the industry. TaxCaddy was found to enforce security controls to support a secure processing solution. Additionally, TaxCaddy is used by two of the largest CPA firms in the world, and it’s been through their rigorous security testing and validation.
Please contact SurePrep Support if you're interested in reviewing our security attestation.
SOC 2 Audit
SurePrep, the developer of TaxCaddy, received a SOC 2 Type 1, an independent service auditor’s report on controls relevant to security, availability, confidentiality, and processing integrity set forth by the AICPA Trust Services Criteria.
Smart Links
Credentials for your Smart Links accounts are encrypted from the moment you enter them, so nobody can ever see or steal your data as it is transmitted to or from your account. No matter what device you use, from your desktop browser to your mobile phone, your data is always sent using 256-bit Secure Socket Layer encryption.
Your tax documents are delivered directly to your TaxCaddy account—no other service gets access to your documents, nor are they stored anywhere else. If you choose to delete any of the documents in your TaxCaddy account, those documents are permanently deleted—you maintain full control of your tax documents. You can delete any (or all) of your Smart Links any time you want. When you delete a Smart Link, your encrypted username and password information is deleted immediately.
Passwords and Two-Factor Authentication
To help keep your TaxCaddy account safe, the system requires a strong password that includes a number, a special character, both uppercase and lowercase letters, and a minimum of 8 characters.
TaxCaddy uses two-factor authentication to help keep your account secure by prompting you to enter your password and a unique, one-time verification code each time you log in. Although you can select “Don't ask me for verification again on this computer,” we recommend you always keep the two-factor authentication enabled on all devices.
We regularly review and update security policies; provide security training; perform application and network security testing, including penetration testing; monitor compliance with security policies; and conduct internal and external risk assessments.

This article applies to:

  • PRODUCT: SurePrep
  • Sub Product: TaxCaddy
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