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▶Tax Preparer Client Intake + Organizer Kit
Every client starts the same way: an intake, a document checklist and a signed engagement letter, in English or Spanish, with the season tracked on one screen.
In January the first client arrives with a shoebox of papers, and by March nobody remembers who is still waiting on a 1099.
- Ten fillable forms, seven of them also in Spanish: 17 documents with 1,633 fields, 597 of them check boxes, and no character limit on any text field. No Canva, no account
- Every document as a US Letter PDF and an editable Word file, and every one except the Section 7216 consents also as an A4 PDF
- A client intake questionnaire that asks for the last four digits of an SSN or ITIN only, and a document checklist and tax organizer for the client-facing half of the job
- A Form 8867 due diligence worksheet for the EIC, the CTC, ACTC and ODC, the AOTC and head of household status, with a line for where each answer came from
- Section 7216 consents to use and to disclose on separate sheets, with the Rev. Proc. 2013-14 statements, set in 15.5 point type on US Letter
- An engagement letter, a refund and direct deposit election, Schedule C and Schedule E organizers, a new client welcome letter and a fee schedule
- A client tracker with 7,666 formulas over eight tabs: counts by stage, clients waiting on documents, returns due soon, rows to fix, fees and carryforwards, for up to 300 clients
- Move one client from Docs in to Filed and the FILED count goes from 15 to 16, IN PREP from 14 to 13, and fees outstanding from $2,075 to $2,350
Overview
Every client starts the same way: an intake, a document checklist and a signed engagement letter, in English or Spanish, with the season tracked on one screen.
In January the first client arrives with a shoebox of papers, and by March nobody remembers who is still waiting on a 1099.
This kit starts every client the same way, with an intake and a document checklist in English or Spanish, and keeps the season on one screen. In the invented sample office on Apr 5, 2027, the board holds 42 returns: 9 waiting on documents, 14 in preparation and 15 filed, with $2,075 in fees outstanding. Move one client from Docs in to Filed and FILED reads 16.
What's Included
One ZIP, 55 files:
- Seventeen fillable PDFs on US Letter: the ten forms in English and seven in Spanish
- Fifteen fillable PDFs on A4: the same forms except the Section 7216 consents, which are US Letter only
- Seventeen editable Word files, one for every document, to reword or add your logo
- The Tax Client Tracker workbook in four color editions with eight tabs: Start Here, Setup, Clients, Status Board, Fees, Carryforwards, Dashboard and Help
- A two page Quick-Start PDF, a START-HERE file that names every file, and a PDF with the Google Sheets copy link
Key Benefits
Why this one
A welcome letter, an intake questionnaire and a document checklist and organizer, so each client arrives with the same answers and the same papers, in English or Spanish.
The Form 8867 worksheet walks the knowledge questions for each benefit a return claims, with the answer, where it came from, interview notes, follow-up questions and the record retention rule.
The Section 7216 consents to use and to disclose sit on separate US Letter sheets, set in 15.5 point type so every line stays under 12 characters per inch, with the Rev. Proc. 2013-14 statements.
Change a client's stage and the counts move: waiting on documents, in preparation, filed, e-file accepted and extensions, with who has waited too long and what is due within 14 days of a deadline.
Fees agreed, billed, collected and outstanding by client and by return type, and a carryforward list for the items that belong on next year's return.
Who It's For
Built for
- A paid tax preparer or a small tax office getting ready for January
- A preparer whose clients claim the EIC, the child tax credit, the AOTC or head of household status
- An office that serves Spanish-speaking clients and wants the client-facing forms in both languages
- A seasonal preparer who wants the filing season tracked by stage, deadline and fee
How It Works
Up and running in minutes
Fill in the Fee Schedule and the Engagement Letter once, add your logo in the Word files if you like, and save them.
Type your firm, the tax year, your four deadlines and your standard fees on Setup.
Send the welcome letter, the intake and the document checklist in English or Spanish, and collect the signed engagement letter and any Section 7216 consents.
Change each client's stage as the return moves from documents requested to done, and work the Status Board's lists of who is waiting and what is due.
Why It's Different
Not another template
Tax office paperwork usually comes one form at a time, or as a design template, and rarely with the due diligence side. This kit puts the intake, the document checklist, the engagement letter, the Form 8867 worksheet and the Section 7216 consents in one set, as fillable PDFs and Word files, with seven client-facing forms in Spanish. It sets the consents to the paper and type rules the IRS prescribes and says so, and it adds the part a folder of forms cannot: a tracker that shows every client's stage, who is waiting on documents, what is due soon and what is still unpaid.
Delivery & Compatibility
Instant, and it opens in what you already use
As soon as your order is complete you get instant access to download the ZIP: 17 documents as Letter PDFs, A4 PDFs and Word files, the Tax Client Tracker in four color editions, a two page Quick-Start PDF and a START-HERE file. Start with the Quick-Start guide and the free video walkthrough. Nothing ships.
One ZIP, instant download. The PDFs open in the free Adobe Acrobat Reader, Preview on a Mac or most browsers; if a field will not take typing in a browser preview, use Acrobat Reader. The Word files open in Word 2016 or later, Pages or Google Docs, and the tracker in Excel 2016 or later or Google Sheets. No macros, no subscription, no Canva file and nothing to install.
FAQ
Questions, answered
What format is this?
Fillable PDFs (17 on US Letter and 15 on A4), the same 17 documents as editable Word (.docx) files, and one tracker workbook (.xlsx) in four color editions, plus a quick-start PDF, a START-HERE file and the Google Sheets access PDF. 55 files in one ZIP, yours the moment payment clears.
Is there a Spanish version?
Yes, for seven of the ten forms: the intake questionnaire, the Section 7216 consents, the document checklist and organizer, the refund election, the Schedule C and Schedule E organizers and the welcome letter. Each is a courtesy translation for a fluent Spanish speaker to review before use.
Can I add my logo and change the wording?
Yes, in the Word files, which cover every document. Keep the Section 7216 consent text at its size if you edit it.
Why are the 7216 consents US Letter only?
Rev. Proc. 2013-14 calls for paper consents on 8 1/2 by 11 inch or larger paper, and A4 is narrower. The consents are set in 15.5 point type so every line stays under 12 characters per inch.
What does the tracker compute?
Counts by stage, who is waiting on documents and for how long, returns due within 14 days of a deadline, e-file acceptances and extensions, rows that need fixing, fees agreed, billed, collected and outstanding, and carryforward items for next year.
Is this the IRS form, or tax advice?
Neither. These are templates for a paid preparer: confirm current-year IRS requirements, and nothing here is tax or legal advice. The 8867 worksheet is a companion to Form 8867, not the form itself.
These are templates for a paid preparer. Confirm current-year IRS requirements and verify every date, rule and figure against the current IRS source; this is not tax or legal advice, and the forms do not decide eligibility or state this year's limits. The Form 8867 worksheet is a companion to Form 8867 (Rev. November 2024), not a replacement. The Section 7216 consents ship on US Letter only and follow the Rev. Proc. 2013-14 wording, including its TIGTA contact line, so check TIGTA's current contact details before use. The Spanish editions are courtesy translations for a fluent speaker to review. No form asks for a full Social Security number. An attorney licensed in your state should review the engagement letter. Harbor Point Tax Services, Dana Whitlock and every client and figure in the sample were invented for the example. Digital product; because the files are delivered instantly, all sales are final.
