# Tax Document Checklist: Know a Client Is Ready

Source: https://maito.app/workflows/check-a-client-is-ready-for-the-tax-preparer

Maito checks each client's documents against your checklist and last year's return, then posts what is missing in Slack. You decide when they are ready.

Before the preparer starts a return, Maito checks the paperwork against their requirements and lists what's missing.

[Operations](https://maito.app/workflows/team/operations) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · When something happens · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Box
-   Dropbox
-   Notion
-   Microsoft 365
-   Gmail
-   Superhuman Mail

## How 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

1.  Apply the preparer's checklist
2.  Sort received files against it
3.  Flag changes from last year
4.  Hold the client as not ready until the preparer confirms

## Example

Loop run: Client moved to Ready for prep

**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

When something happens Check a client is ready for the tax preparer

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

### Does it mark the client as ready for prep?

No. It posts the gaps and the preparer confirms. The status stays with your team.

### Where does it find the documents?

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.

### Does it email the client on its own?

No. It drafts the request for your approval in Slack or email, then sends it once you say so.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

## Put your AI teammate to work.

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