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Integration

Integrate SPbinder with SafeSend Gather AI

Connect Gather AI with SPbinder
Tax professionals often face the challenge of manually transferring documents between collection and preparation systems—downloading files from SafeSend Gather AI, then re-uploading them to SPbinder for processing. This multi-step workflow consumes valuable time and creates unnecessary friction in your document management process.
SPbinder integration with Gather AI allows you to seamlessly send client documents directly from SafeSend Gather AI into SPbinder (as in create a new binder). SafeSend Gather AI is an intelligent document collection platform that helps accounting firms gather tax documents from clients efficiently. With this integration, you can streamline your workflow by creating binders directly from Gather AI without needing to download the documents locally and then create a binder from FileRoom.

Prerequisites

  • Have an active SafeSend Gather AI account
  • You must have an active SurePrep account with SPbinder access
  • Your SurePrep account must be connected to your tax software (GoSystem, UltraTax, and CCH Axcess)
  • Users must have appropriate permissions in both SafeSend and SurePrep systems.
  • SurePrep permissions to review:
    • Binder creation rights
       - Firm user must be assigned to a group with permissions to be an Owner. Go to
      User Management
       and ensure
      Can be an Owner
       permission is selected.
    • Binder access rights
       - Some firms place restrictions based on Office Location, 7216 Consent, and Assigned Members. Firm users must have permissions to access the binders. See the 'Managed Restrictions' article for more details.
note
Decimals or periods in Client IDs are not currently supported.

Step 1: Create a custom user group in SafeSend

Create a special user group for SPbinder Integration.
  1. In SafeSend, click the
    Navigation Widget
     in the upper right.
  2. Select
    Account Management
    . A new tab opens.
  3. Select
    User Management
    .
    Shows link to user management on the left panel
  4. Click the
    User Groups
     tab.
  5. Click
    Add User Group
    .
  6. Enter
    Name
    .
  7. Enter a
    Description
     (max character length 100).
  8. Select the
    Roles
     for the group.
    • Apply
      only
       the
      Send to SPbinder
       role.
    • To assign additional permissions, create a custom group.
  9. Select
    Add Group
    .
    Shows the Add User Group dialog box with the Send to SPbinder checkbox selected and a custom name added in the Name field.

Step 2: Assign users to group

Assign users to the custom user group for SPbinder integration.
  1. In SafeSend, click the
    Navigation Widget
     in the upper right.
  2. Select
    Account Management
    . A new tab opens.
  3. Select
    User Management
    .
    Shows the navigation menu drop-down, with Accound Management selected, then User Management highlighted on the left panel as the last step
  4. Select
    Edit
     in the
    Actions
     menu for the user you want to update.
  5. Search for the custom user group you created earlier for SPbinder integration in the
    User Groups
     section, then select the checkbox next to the group name.
  6. Click Update
  7. Select
    Update
     to save any changes made.
    Edit User modal shows the checkbox SPbinder checkbox selected. SPbinder is the name of the group that was given permissions in previous steps.

Step 3: Connect SurePrep to SafeSend

Integrate your SurePrep account with SafeSend with SurePrep API key.
Get SurePrep's API key:
  1. Go to
    FileRoom
    ,
    Account Admin
    , the
    API
     tab.
  2. Select the
    Key Management
     tab.
  3. Select
    Copy Key
    .
    • If the
      Copy Key
       button is disabled, select
      Generate
       to generate a new API key, then try again.
  4. Set API firm defaults. Select the
    Firm Defaults
    . tab, then select the following firm defaults;
    • Account Number
       (required field)
    • office location
       (optional)
    • 7216 Consent
       (required if 7216 consent is enabled)
Save SurePrep API into SafeSend:
  1. Select the
    Navigation Widget
    .
  2. Select
    Product Settings
    ,
  3. Select
    Integration Options
     in the left panel.
  4. Select
    Authenticate
     in the
    SPbinder
     section.
    Provide values for the requested fields
  5. Paste
    SurePrep API Key
     copied earlier, then select
    Confirm
    .
Configure SPbinder Default selections:
  1. Select the
    Gear
     icon in the SPbinder section.
  2. Adjust your default binder options (for instance, tax software, service type, binder type, service type).
  3. Select
    Update
     to save any changes.
note
You can adjust these selections on a binder-by-binder basis, if needed
Your SPbinder and SafeSend integration is now complete.

Send to SPbinder

After you complete SPbinder and SafeSend Integration, you can now create and send documents to SPbinder from SafeSend's Gather AI dashboard.
  1. In Gather AI, locate the client. Select the
    More Action Items
     (ellipsis) icon.
  2. Select
    Send to SPbinder
    .
  3. Select the
    SPbinder Defaults
     as needed.
  4. Select
    Send
    .
Shows the Action Menu in its expanded form with the Send to SP binder highlighted.
Note:
  • 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.
  • Each document must be under 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.

Troubleshooting issues

If the document upload fails or displays an error, review the troubleshooting steps below.
  • Ensure users have the appropriate SafeSend permissions as outlined in the prerequisites.
  • Ensure your SurePrep account has enough units of the binder you are trying to submit.
  • Check FileRoom to see if there is an error icon. Point to the error icon to gather more information about the error.
  • Check to see if the request was already submitted. Each Gather request can only be submitted to SPbinder once. Resubmission is not currently supported.
  • Ensure that the Client ID is unique. Submission will fail for duplicate Client ID.
  • Tax year 2024 or later. Previous tax years' submission may fail.
  • Document must have:
    • File size under 78 MB
    • Supported file type (.PDF, .XLS, and .XLSX)

This article applies to:

  • Product: SurePrep
  • Subject: Integration

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