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This article applies to:

  • Product: safesend
  • Subject: Integration
  • Audiences: Staff

SPbinder integration

Upload Gather AI documents directly to SPbinder for organized tax preparation, document review, and streamlined workflow management.
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This integration lets users securely upload Gather AI documents directly to SPbinder.
SPbinder is a digital binder designed specifically for tax preparation workflows. Think of it as a smart digital filing system that not only organizes documents but also extracts data from tax documents, tracks what's missing, and streamlines the entire tax preparation and review process.
With SPbinder integration, you can go from gathering documents to the next phase of review and preparation.
SPbinder key capabilities include:
  • Automatic organization
     - Documents are indexed and sorted following professional tax workpaper standards.
  • Data extraction
     - Integrates with OCR technology to capture data from tax documents and populate forms.
  • Missing document tracking
     - Identifies gaps in documents with built-in alerts and placeholders.
  • Review workflow tools
     - Provides specialized features like leadsheets, cross-references, and collaborative notes.
  • Tax software integration
     - Exports verified data directly to CCH Axcess, GoSystem, or UltraTax CS to complete returns.
note
  • To use this integration, the firm must have an active SurePrep account.
  • SurePrep must be connected to your tax application to create binders.
  • To turn on SPbinder in SafeSend, the firm must have at least one of the following SurePrep services active:
    • 1040SCAN PRO
    • 1040SCANverify PT05OXrlyZWxsbHR0dGRkZFhuI2wZIyBaXjh98eLFy5cvT05OzszMzM3NLS0tJfGZPhH2dPWZ7cxLO57orr6R4lSQuqS93tuTVEyNo4gypdQKqTzofz1BRPvUMoUh7ZJ
    • 1040SCANverify Onshore
    • Outsource Offshore
    • Outsource Onshore
    • 1040SCAN ORGANIZE
  • You must also have a SafeSend Gather AI.
  • You must use CCH Axcess, GoSystem, or UltraTax CS.
  • Automated workflows are not currently available for this integration.
  • Simplified leadsheets are not currently supported.
  • Decimals or periods in Client IDs are not currently supported.
  • Client IDs can't exceed 11 characters.
Permissions
Users must be granted permission to access this feature.
note
Only System Admins have access to the SafeSend
Account Management
 and
User Management
 sections.
Users must have the necessary permissions in SurePrep to view and edit binders.
Create a custom user group:
  1. Select the
    Navigation Widget
    .
  2. Select
    Account Management
    .
    note
    A new tab opens.
  3. Select
    User Management
    .
  4. Select the
    User Groups
     tab.
  5. Select
    Add User Group
    .
  6. Enter the
    Name
     of the group.
  7. Enter a
    Description
    .
    note
    • This can be a general description of what roles this group has.
    • There is a character limit of 100 for this field.
  8. Select the
    Roles
     to apply to the group.
    note
    Apply only
    Send to SPbinder
     or create a custom group with additional permissions.
  9. Select
    Add Group
    .
Add users to the group:
  1. Select the
    Navigation Widget
    .
  2. Select
    Account Management
    .
    note
    A new tab opens.
  3. Select
    User Management
    .
  4. Select
    Edit
     in the
    Actions
     menu of the user to be updated.
  5. Mark the
    Name
     you created for the SPbinder integration in the
    User Group
     section.
  6. Select
    Update
     to save any changes made.
Turn on the integration
A System Admin must copy the API key from SurePrep and enter it in SafeSend to turn on the integration.
note
Only System Admins can access the
Product Settings
 section in SafeSend.
Only System Admins can access the
Admin
 section in SurePrep.
SurePrep:
Set
Firm Defaults
 in SurePrep. Ensure the tax application account number is mapped.
  1. Go to the
    Admin
     dashboard.
  2. Select the
    API
     tab.
  3. Select the
    Firm Defaults
     tab.
  4. Select an
    Account Number
     for your corresponding tax application (required).
  5. Select a default
    Office Location
     (optional).
  6. Select whether
    7216 Consent
     is received (required if 7216 consent is enabled).
    note
    Binders processed offshore must have consent received, designated as "YES".
  1. Go to the
    Admin
     dashboard.
  2. Select the
    API
     tab.
  3. Select the
    Key Management
     tab.
  4. Select
    Copy Key
    .
SafeSend:
  1. Select the
    Navigation Widget
    .
  2. Select
    Product Settings
    .
  3. Select
    Integration Options
    .
  4. Select
    Authenticate
     in the SPbinder section.
  5. Enter your
    SurePrep API Key
    .
  6. Select
    Confirm
    .
Configuration:
  1. Select the gear icon in the SPbinder section.
  2. Adjust your
    SPbinder Defaults
     as needed.
    note
    Select
    None for Leadsheet
     if you don’t have Leadsheet credits available.
  3. Select
    Update
     to save any changes.
Send to SPbinder
Client documents can be sent to SPbinder from the Delivered Gather dashboard.
note
  • A fillable organizer must be included in the Gather request.
  • Ensure all relevant documents have been added before uploading to SPbinder.
    • Each Gather request can only be submitted to SPbinder once; resubmission is not currently supported.
  • The Client ID for the Gather request must be unique; otherwise, the transfer will fail as a resubmission.
  • The Client ID must match an existing Client ID in your tax application.
  • Each document must be less than 78 MB.
  • Supported file types include PDF, XLS, and XLSX.
  • Transfers related to 2022 and 2023 tax year documents may fail. Tax year 2024 and later documents are supported.
  1. Select
    More Action Items (...)
    .
  2. Select
    Send to SPbinder
    .
  3. Edit the
    SPbinder Defaults
     as needed.
  4. Select
    Send
    .
Reporting
The
SPbinder Status
 column indicates whether the document transfer was successful or where the documents are in the transfer process.
  1. Select the
    SPbinder Status
     column to sort by status in ascending or descending order, or
  2. Select the
    SPBinder Status
     dropdown to sort by specific statuses.
    • N/A - Request doesn’t qualify for transfer.
      note
      No source documents have been uploaded, or no organizer was delivered.
    • Ready - Request is ready to transfer.
    • Processing - Request is being sent to SPbinder.
    • Submitted - Request was successfully sent to SPbinder, and we are waiting for SPbinder to confirm.
    • Error - An error occurred during the document transfer.
    • Completed - The documents were successfully sent to SPbinder, and a binder was created.
Troubleshooting
If the document upload fails or displays an error, review the following troubleshooting steps.
Account and settings:
  • Ensure users have the necessary SafeSend permissions as previously outlined.
  • Ensure your SurePrep account has enough units of the binder you are trying to submit.
  • Check the FileRoom dashboard and hover over the error icon to gather more information about the error.
    1. Go to the
      File Room
       dashboard.
    2. Locate the corresponding
      Tax Client ID
      .
    3. Hover over the
      Error
       icon for more information.
Upload Requirements:
  • Ensure a fillable organizer was included in the Gather request.
  • Check if the request was already submitted.
    note
    Each Gather request can only be submitted to SPbinder once; resubmission is not currently supported.
  • Ensure that the Client ID for the Gather request is unique.
    note
    If a duplicate Client ID is identified, the transfer will fail as a resubmission.
  • Ensure the Client ID doesn’t contain any decimals or periods.
  • Check that the documents being uploaded are less than the maximum file size limit.
    note
    Each document must be less than 78 MB.
  • Check that the documents being uploaded are supported file types.
    note
    Supported file types are PDF, XLS, and XLSX.
  • Check the tax year for the Gather request.
    • Transfers related to 2022 and 2023 tax year documents may fail.
    • Tax year 2024 and later documents are supported.

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