Your tax intake form
is a compliance risk.
Most tax firms collect SSNs, bank info, and full tax documents through public forms before the client is even accepted. Auditable Intake helps you qualify clients first, then collect PII only after engagement through a secure workflow.
Works alongside TaxDome, Canopy, Drake, and your existing tools. No replacement needed.
The problem with current intake
SSNs in public forms
Most tax intake forms collect Social Security Numbers before the firm even accepts the client.
Full document dumps
Clients upload W-2s, bank info, and tax returns into consumer-grade forms with Zapier integrations.
No access controls
Intake staff, VAs, and shared inboxes can see every piece of sensitive taxpayer data.
No retention limits
Rejected prospects' PII sits in Jotform exports and Google Sheets indefinitely.
Two-stage onboarding
Public intake gets them qualified. Secure onboarding gets them prepared. Sensitive data only enters the system after engagement.
Safe Public Intake
Client fills out a short form with basic tax questions. No SSN. No bank info. No document uploads. Just enough to qualify them.
Firm Review
Preparer sees complexity score, risk flags, and a suggested checklist. Accept, decline, or request a consult.
Engagement
Client reviews and accepts the engagement letter, privacy notice, and fee agreement through a click-to-accept workflow.
Secure Upload
Only after engagement does the client get a secure upload link with OTP verification. PII collected in a controlled environment.
Smart Checklist
A personalized document checklist generated from intake answers. Client sees progress. Preparer sees readiness.
Audit Evidence
Every action is logged. Generate an evidence packet proving your intake, engagement, and access controls actually operated.
Built for compliance, not just convenience
Every feature exists to reduce unnecessary PII exposure and create evidence that your controls actually work.
Data Minimization
Public intake collects zero regulated PII. SSNs and tax docs only enter the system after engagement through a secure workflow.
Smart Checklists
Auto-generated from intake answers. Schedule C clients get business expense lists. Rental clients get property schedules. Not generic.
Risk Flags
Automatic detection of FBAR risk, multi-state filing, IRS notices, gig income, and high-complexity returns before you accept.
Secure by Architecture
OTP-verified uploads. Encrypted storage. Expiring links. No email attachments. No Google Sheets integration leakage.
Audit Trail
Every submission, acceptance, upload, view, and deletion is logged with timestamp, IP, and user agent. Immutable.
Evidence Packets
One-click export proving your intake controls operated. Engagement timestamps. Consent records. Document access logs. Retention status.
Works with your existing tools
Not a TaxDome replacement. Not a client portal replacement. Auditable Intake sits before your practice management software and reduces risky public intake. Accepted clients route into your existing system.
CRM & Practice Management
CRM captures the lead
Name, email, source, campaign
Auditable runs safe intake
Risk flags, complexity score, checklist
Firm reviews and engages
Engagement letter, consent, fee agreement
Client uploads securely
OTP verified, encrypted, audited
Status syncs back to CRM
No SSNs, no tax docs, no bank info in CRM
For firms that take data protection seriously
Lawyer-approved
Liability starts the moment you possess PII. Our architecture minimizes collection before engagement, reducing your legal exposure.
Audit-ready
Every control generates evidence. Engagement timestamps, consent records, access logs, retention status. Prove your controls operated.
WISP-aligned
Supports your Written Information Security Program with data minimization, access segmentation, and retention controls built in.
Stop collecting SSNs through risky public forms.
Qualify clients first. Collect PII only after engagement. Generate evidence that your controls work.