New-client intake organization
New-client files are organized from the firm's templates, with a one-page summary of what has and has not been received.
Admin and operations help for small CPA, tax and bookkeeping firms. SI chases, organizes and drafts; professionals review, sign and decide. No tax advice, no filings, and client data stays protected under your firm's security plan.
Worth knowing: Administrative support only: SI does not give tax or accounting advice, prepare or sign returns or reports, file anything, or calculate legal deadlines. A qualified professional reviews, signs and approves all work product and every date SI tracks. Client information is used only in tools the firm has vetted, under its written security plan and with any client consent or agreements the rules require. SI organizes and does not interpret or advise; client identity numbers and tax documents go only into tools the firm has vetted under its written security plan. Tax return information has special disclosure and use rules for preparers; check with your professional advisor before using any outside tool.
The problem
New-client information arrives in emails, photos and PDFs, and setting up the file takes a long time.
What SI does
SI builds an intake checklist and a clean file structure from the firm's templates, files received documents under consistent names, and produces a one-page summary of what has and has not been received.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Solo CPA
A new-client packet is filed under consistent names from the firm's template. A one-page summary lists what is still missing.
- Bookkeeping firm with recurring clients
Intake checklists follow the firm's own steps. SI does not interpret the documents.
- Small tax-preparation office
Identity numbers stay in tools the firm has vetted. The professional reviews every file.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds client information, the firm checks the tool against its written information security plan, confirms the agreements and any client consent required for tax return information, sets access controls and multi-factor authentication, and limits SI to the minimum necessary. Start with sample or made-up information. Use the firm's intake templates and a sample packet. Collect documents only through tools the firm has vetted. Setup is often a few days.
What a human still checks
- The CPA, EA or preparer reviews and approves before anything goes to a client, agency or third party.
- SI never sends, files, e-signs or posts on its own.
- Unusual items go to a "needs professional review" queue.
- The firm decides what client data SI may see, and testing starts with sample or made-up information.
- The firm decides whether to accept the client, collects signed engagement documents, verifies identity as its procedures require, and reviews all documents.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From these firm templates [paste], build an intake checklist and a clean file structure for this sample packet [paste]. File documents under consistent names and produce a one-page summary of what has and has not been received. Organize only; do not interpret or advise. Do not send anything. Tax return information has special disclosure and use rules for preparers; check with your professional advisor before using any outside tool. Pause and show me before sending, filing, posting or changing anything. Use only the sample or made-up information I provide; do not include real client names, SSNs, account numbers or tax details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.