Check a client is ready for the tax preparer
Before the preparer starts a return, Maito checks the paperwork against their requirements and lists what's missing.
Operations · Accounting and bookkeeping · When something happens · Updated
Works with
- Slack
- Box
- Dropbox
- Notion
- Microsoft 365
- Gmail
- Superhuman Mail
Slack
Box
Dropbox
Notion
Microsoft 365
Gmail
Superhuman MailHow do you check a client's tax documents are complete?
To check a client's tax documents are complete, tell Maito which status triggers the check. It compares what the client sent with your checklist and last year's return, posts what is missing and any changes worth a look, and drafts the request to the client. You approve it and mark the client ready.
How it's done today
The admin chases forms while the preparer finds more gaps later.
What Maito does
- Apply the preparer's checklist
- Sort received files against it
- Flag changes from last year
- Hold the client as not ready until the preparer confirms
Example
Loop run: Client moved to Ready for prep
Rivera household, 2025 return (extension). Received: 2 W-2s, 1099-INT, mortgage statement, property tax bill. Missing: 1099-B from the brokerage (they had one last year), childcare provider name and ID, health coverage form. Catch: the organizer says 'no changes', but the spouse's W-2 comes from an employer in Texas and last year's return was filed with their previous state. This might change their state filing. I'm flagging it, not deciding. From the uploaded files, the organizer answers and last year's return.
@Maito Ask them for the 1099-B and the state info. Keep them as waiting until I've seen it.
Request drafted and ready for your approval. It asks for the 1099-B, the childcare details and the move date. Status stays Waiting on client.
Maito (9:40 AM):
Rivera household, 2025 return (extension).
Received: 2 W-2s, 1099-INT, mortgage statement, property tax bill.
Missing: 1099-B from the brokerage (they had one last year), childcare provider name and ID, health coverage form.
Catch: the organizer says 'no changes', but the spouse's W-2 comes from an employer in Texas and last year's return was filed with their previous state. This might change their state filing. I'm flagging it, not deciding.
From the uploaded files, the organizer answers and last year's return.
Janet (9:51 AM):
Ask them for the 1099-B and the state info. Keep them as waiting until I've seen it.
Maito (9:52 AM):
Request drafted and ready for your approval. It asks for the 1099-B, the childcare details and the move date. Status stays Waiting on client.
How to set it up
- Ask your agent
“When a client moves to Ready for prep, check their documents against Janet's checklist and last year's return, and post what's missing in #prep. Don't mark them ready; I will.”
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use practice management software
- Clio
- Dentrix
- Jane
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It reads what the client uploaded. It can't tell if a document is accurate, and it doesn't decide how an item is filed.
Questions
No. It posts the gaps and the preparer confirms. The status stays with your team.
In the connected file storage, such as Google Drive, Box, Dropbox, Notion or Microsoft 365, and in client emails. Your practice management software works through a skill with a login in the Vault.
No. It drafts the request for your approval in Slack or email, then sends it once you say so.
