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Document auto-categorization in TaxCaddy
TaxCaddy can auto-categorize your documents upon upload.
Throughout the tax season, you may receive several document upload requests from your tax professional, each requiring your attention to ensure that your documents are appropriately uploaded and categorized. With TaxCaddy's document Auto-Categorization, you can have a quicker, more dynamic approach to fulfilling your pending upload requests.
Document Auto-Categorization leverages TaxCaddy's AI to analyze each document page and automatically sort them into their appropriate tax categories and forms.
Auto-categorize documents
- Sign in to TaxCaddy.
- From theOverviewscreen, selectUPLOAD A DOCUMENTfrom your Task List.
- Select the files to upload from your device.noteAuto-Categorization will only work with PDFs 200 MB or smaller. PDFs exceeding 200 MB will fail the Auto-Categorization process and must be split before uploading.
- When theUpload Documentswindow appears, select theAuto-Categorizetoggle then selectUPLOAD.
- Once a document is selected, a toast notification will appear to indicate the file's upload percentage.
- When the document upload reaches 100% complete, the toast notification will update to indicate that the Auto-Categorization process has begun.
- The documents that TaxCaddy's AI has automatically categorized will appear in their respective categories in theUploaded Documentstab.
- If the TaxCaddy AI was unable to distinguish a category from the uploaded document, the document will be placed in theUncategorizedcategory.
Restore pages
When using Document Auto-Categorization on larger files containing multiple forms, TaxCaddy AI 
will split the document as necessary to best categorize the forms within the larger file. If a document is incorrectly split and miscategorized, users can restore the pages to unify under the single original document.
will split the document as necessary to best categorize the forms within the larger file. If a document is incorrectly split and miscategorized, users can restore the pages to unify under the single original document.- From the Uploaded Documents panel, open theMenu
of one of the forms that was incorrectly split from the original document then select Restore Original Pages.
- TheRestore OriginalPages window will appear listing all of the forms found in the original document. Review the forms listed and selectCONTINUEif you wish to proceed with the restoration.
- The original larger document will be restored and placed in theUncategorizedsection where you can begin your manual review.
Supported document types
TaxCaddy's Auto-Categorization feature can categorize documents into one of the following IRS and Non-IRS forms.
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Select
IRS
or Non-IRS
forms to view a complete list of supported form typesIRS
TaxCaddy's Auto-Categorization feature can categorize documents into one of the following IRS forms.
- Form 1099DIV
- Form 1099INT
- Form 1099MISC
- Form W-2
- Form K1
- Form 1099R
- Form 1099B
- Form 1099NEC
- Form 1099SSA
- Form 1098E
- Form 1098T
- Form 1098MortgageInterest
- Form 2439
- Form 5498SA
- Form 1099C
- Form 1099A
- Form 1099RRB
- Form W2G
Non-IRS
TaxCaddy's Auto-Categorization feature can categorize documents into one of the following Non-IRS forms.
- Bank Statements
- Credit Card Statements
- Loan Statements
- Receipts
- Child and Dependent CareCredit
- Medical and Dental Expenses
- Vehicle Documents
- State and Local Real Estate Taxes
- Gifts to Charity
Best practices
To optimize your categorization results, we recommend adhering to the following best practices prior to your use of TaxCaddy's Auto-Categorization:
- Use clear document scans.Ensure that all documents are scanned clearly and at a high resolution. Poor‑quality scans can result in document miscategorization or missing/incorrect metadata.
- Check file size before upload.Confirm that each file is under the 200 MB upload limit. Larger files are not supported and may cause processing errors.
- Verify multi‑page forms.For multi‑page forms such as Form 1099‑DIV or Schedule K‑1, verify that all pages are grouped correctly. Continuation pages may require manual review to ensure accurate organization.
- Don't combine closing or consolidated documents.Closing statements, consolidated statements, and other non‑IRS documents should not be combined with standard IRS forms. Combining standard IRS forms with these documents may cause the entire document to be inaccurately categorized. We recommend that these documents be uploaded individually for proper categorization.
- Review uncategorized documents.Always review the documents listed in theUncategorizedsection to ensure that each tax form is properly sorted in its respective category. Documents like instruction pages, pages with partial or incomplete information, or other non-standard pages can remain in theUncategorizedsection.
Common questions
Review these common questions regarding the Auto-Categorization feature:
- What are some key benefits of using Auto-Categorization?Some of the key benefits include:
- Auto-Categorize: Automatically scans and recognizes the uploaded tax documents and organizes them into their tax categories. Saving you time from manually organizing each uploaded document.
- Automatically splits pages: You can upload a single PDF file containing various types of tax documents (that is, W-2s, 1099s, 1098s) and Auto-Categorization will separate PDF files for each document.
- How will Auto-Categorization know which categories to file each document into?TaxCaddy's AI-powered Auto-Categorization learns from your actions and improves the results over time.
- How can users enable Auto-Categorization for your firm?If you're interested in having Auto-Categorization enabled within your firm, contact SurePrep Support team to integrate this feature into your daily workflow.
- What document types are accepted when using the Auto-Categorize feature?Auto-categorization works on PDF file formats.
- Are there any size limitations to the documents?Documents can't exceed 200 MB to qualify for Auto-Categorization. Documents exceeding this size will fail the Auto-Categorization process and must be split before uploading.
- How long does the categorization process take?There is no determined amount of time that the categorization process takes, as multiple factors can contribute (file size, for example). We ask that users be patient as the categorization process takes place.
- Why are some pages missing after Auto-Categorization?Pages without recognizable entities (for example, instruction pages, pages with partial or incomplete information, or other non-standard pages that don't clearly match a supported form) may not appear in a specific category. Check theUncategorizedsection after categorization.
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