CRM for tax preparers
Tax preparers need clear tracking of every engagement, from engagement letter to final invoice. Workspace369 runs that side of the practice in one system: client records, engagement proposals with e-signing, tasks, files, client messages and invoices. Tax firms keep order during busy seasons, so document collection and follow-up are complete before data enters filing systems.
Key facts
CRM for tax preparers at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "initiating client proposals" to "finalizing invoices and project closure".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Tax clients frequently submit partial documentation right before critical tax deadlines. Without a designated administrative tracking area, tax preparers spend hours checking individual files to verify what is missing. This delays the initialization of projects and causes administrative bottlenecks that slow down the entire firm's capacity.
Communication regarding missing W-2s or 1099 forms often spans across multiple personal text messages and fragmented email threads. Tax preparers lose valuable time searching through historical conversations to locate specific instructions or clarifications provided by the client, leading to errors in the initial administrative record before filing begins.
When a tax client sends an incomplete document set as a filing deadline approaches, manual follow-up tasks are easily forgotten. Without clear task lists linked directly to client records, team members do not know who is responsible for requesting the remaining documents, causing missed milestones and delayed tax preparation.
Sending engagement letters and collecting initial administrative details often happens via detached documents. Tax preparers struggle to link initial Proposals to active projects, causing confusion regarding the scope of work and delaying the collection of initial upfront invoices before the official tax preparation work begins.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
Start the engagement by generating clear Proposals within the system to outline the scope of the tax preparation services. The client reviews the proposal details within the client portal. Once the client approves and e-signs the terms, the firm converts the approved proposal into the upfront invoice and opens the engagement on the client record.
Use scheduling features to set up initial consultation meetings if required, or immediately create a dedicated project for the tax year. Within the client records, a tax preparer lists the required tax documents. The human operator instructs the client to upload their initial document set directly into the portal files section.
When a tax client sends an incomplete document set as a filing deadline approaches, the tax preparer reviews the uploaded files against the required list. The operator records the missing items in the brief and opens a specific conversation thread with the client inside the portal, creating explicit tasks for the missing documents.
The preparer manages the tasks required to gather all necessary items. Team members update task statuses as items arrive. All client conversations remain bound to the client record, so any team member can confirm the file is ready before data moves into the approved tax filing system.
After the checklist is complete and the return is filed in your tax software, the operator issues final invoices through Workspace369. The client pays the invoice online via the client portal, and the project is marked as closed, preserving the full client history for future years.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep tax returns, government identifiers and official filings in your approved tax software. Workspace369 runs the practice around them: client records, engagement proposals, document collection, tasks, files, client messages and invoices.
An operator reviews the uploaded files in the portal, records the missing items in the brief, and creates specific tasks for follow-up. You can initiate a conversation thread with the client inside the portal to request the specific missing tax forms before moving data to filing systems.
Workflow Automations create tasks, send email or SMS, issue reminders and notify team members, using nine trigger types, conditions and timed waits. Email automations start at Cadet, SMS steps at Voyager and AI-drafted workflows at Commander; call triggers come with voice from Specialist. Check the exact trigger, owner and review step with a simulated test run before you switch the workflow on.
Yes. Send engagement letters as Proposals with e-signing and convert them into invoices. Clients review proposals and pay their invoices inside the client portal, so your firm tracks financial milestones alongside active projects and tasks.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
