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Communicate with clients in TaxCaddy

Send letters to clients

Sending letters to clients lets them review or sign the document as a task when they log in. You can view Letters sent to clients from the clients' profiles. Sending Letters from
Client Management
 lets you send the letters in bulk to multiple clients instead of individually uploading them to each clients' profile.

Before you start

Upload or create the letter templates before sending them to your clients for review or signature.

Send letters to clients

  1. Select
    Administrative
     , then
    Client Management
    .
    Select Administrative, then CLIENT MANAGEMENT.
  2. Select the
    MANAGE CLIENTS
     menu.
    Select the MANAGE CLIENTS menu.
  3. Under the
    LETTERS FROM TEMPLATES
     category, select the Letter that you want to send to your clients.
    Select the letter you'd like to send.
    You may see the following messages if your firm used all the remaining pre-purchased TaxCaddy Gather and Deliver units.
    Notification that a firm has depleted its TaxCaddy units.
  4. The
    STATUS
     column shows which clients are eligible to receive the Letter.
    You can only select or send the Letters to clients if they have a status of
    Not Sent
    .
    Filter statuses for the selected letter.

Send the letter in bulk

To send the Letter in bulk, you must first select the clients.
  1. Option 1:
    Notification once the letter is being sent. Select the checkbox next to each client to only select those clients.
    Select the clients you would like to send the letter to.
  2. Option 2:
     To bulk select clients, select the 1st column header then select from the following options:
    • All Eligible
       Selects all eligible clients in your firm from all pages. However, if you are currently using filters and search then
      All Eligible
       (clients) will only apply to clients who are currently filtered or searched. If you need to perform the same action separately for a different set of clients then you'll need to wait for the 1st bulk operation to complete before initiating the same action for the 2nd set of clients. Requires the Manage Bulk Action permission.
    • All Eligible on Page
       Selects all eligible clients on the current page.
    Select ALL ELIGIBLE ON PAGE.
    Only users with
    Manage Bulk Action
     permission can use
    All Eligible
     to select all eligible clients in the firm. Users without permission will see an error notification when attempting to bulk send to all.
    Notification of bulk permissions restricted.
  3. After you select the clients, a (blue) selection bar slides up from the bottom of the page. Select
    SEND
     to bulk send the letter to all selected clients.
    Select
    DESELECT ALL
     to cancel and clear all selected clients.
    Send the selected letter in bulk.
  4. When the confirmation message appears, select
    CONTINUE
    to bulk send the letter to all eligible clients.
    Select CONTINUE from the SEND LETTER window.
  5. Bulk Send
     status notification appears on the lower left side of the screen when the bulk sending process initiates. You can select the
    Refresh
     button to view your current progress.
    Your bulk sending task will be added to a queue before it can proceed.
    YOUR POSITION IN QUEUE
     will show you your place in the queue.
    Notification once the sending process is initiated.
    After the task begins, you will see the current progress.
    Notification once the sending process is in queue.
    While the bulk send is processing, you can go away from the page and check back later. When you return, go back to the same letter from
    MANAGE CLIENTS
    .
    Notification once the letter is being sent.
  6. When a client receives a document to sign or review, they can mark it as reviewed or sign it depending on what type of letter you sent. If the document has fillable fields, they can fill out the form as well. When they select or tap out of the field, the form will automatically be saved.
    Notification once the letter is successfully sent.

Letter status

You may see the following status when sending letters to clients:
Letter Status
What can I do?
Description
Missing Info
Nothing, provide missing tax info to proceed
You can't send Letters to clients with this status because their client record is missing info required to invite the client to use TaxCaddy.
Not Eligible
Nothing, this account is not able to receive a Letter
Clients are not eligible for Letters if they are either
Offline
 or
Duplicate
 accounts.
Not Sent
Send
TaxCaddy is ready to send the Letter.
Awaiting Review
Wait for the client to provide a review
The Letter has been sent to the client and is awaiting review by the client.
Awaiting Signature
Wait for the client to provide a signature
The Letter has been sent to the client and awaiting signature by the primary account holder (taxpayer).
Awaiting Spouse's Signature
Wait for the client’s spouse to provide a signature
The Letter has been signed by the client/primary account holder (taxpayer) but is still awaiting signature by the client’s spouse.
Manual Signature Required
Nothing, the client you'll need sign the document manually
If a client fails to verify their identity three times when signing with ID verification, you'll need to download the document and sign it manually. If either the taxpayer or spouse fails the identity verification, both are required to sign the document manually.
Reviewed
Complete
View the completed item in the client’s Uploaded Tax Documents, under the category CPA Letters.
Signed
Complete
View the completed item in the client’s Uploaded Tax Documents, under the category CPA Letters.

This article applies to:

  • Product: SurePrep
  • Sub Product: TaxCaddy

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