Stop chasing clients for W-2s, 1099s, and bank statements.
Let Jotask do it.
Send each client a branded portal link at the start of tax season. They upload their W-2s, 1099s, bank statements, receipts, and prior year returns directly — no account to create, no email thread to manage. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every client's document set lands in your dashboard, complete, before the filing deadline.
Missing client documents create deadline pressure and billing delays
Incomplete document sets delay every return
A return can't be prepared until every income document is in hand. A single missing 1099 from a brokerage the client forgot they had means a phone call, an email, a reminder, and a delay. Multiply that across 80 clients during tax season and the last two weeks become a daily chase. A structured checklist per client closes these gaps before preparation starts.
Tax season emails create compliance risk
W-2s, 1099s, and bank statements sent by email contain sensitive financial data — and email is not a secure channel. When a client's inbox is compromised, those documents are exposed. A structured client portal with timestamped submissions gives your firm a defensible record of what was received, how, and when.
Client documents scattered across email threads
A client's 2023 bank statement arrives in February. Their W-2 arrives in March. Their charitable donation receipts arrive the day before the deadline — in a reply to a completely different email thread. Finding everything for a specific client when you start their return means searching across months of email. A single dashboard per client changes that.
How Jotask collects tax documents from your clients
- 1
Build a tax document checklist
Add every document a client needs to submit: W-2s, 1099s, bank statements, receipts. Save it as a template — 'W-2 employee', 'Self-employed', 'Rental property' — to reuse for every similar client in seconds.
- 2
Send a branded portal link
One email — your firm name and logo, not Jotask's. The client clicks the link, sees their checklist in the browser, and uploads directly. No account to create, no portal login to manage.
- 3
Automatic reminders handle the chasing
If a client hasn't submitted everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Tax season workload stops depending on clients remembering to email their 1099s.
- 4
Everything lands in your firm dashboard
Documents appear the moment clients submit. See which clients have complete document sets, which are still outstanding, and which specific forms are missing — before the filing deadline, not after.
Built for every type of tax preparation client
W-2 employees — individual returns
Individual tax returns require a complete set of income documents — W-2 from every employer, 1099-INT from every bank, 1099-DIV from every brokerage, mortgage interest statement, and charitable donation receipts — before preparation can begin. Missing any one delays the return. A structured checklist per client ensures nothing is overlooked.
- ✓W-2 from every employer
- ✓1099-INT (bank interest) and 1099-DIV (dividends)
- ✓1099-B (brokerage capital gains and losses)
- ✓1098 (mortgage interest statement)
- ✓Charitable donation receipts
- ✓Prior year tax return
Self-employed and freelancers
Self-employed clients have the most complex document sets — 1099-NEC from every client who paid over $600, bank statements to reconcile business income, business expense receipts by category, home office measurements, and vehicle mileage logs. Collecting all of this by email takes multiple rounds of back-and-forth.
- ✓1099-NEC from every client paying $600+
- ✓Business bank statements (all months)
- ✓Categorised business expense receipts
- ✓Home office floor plan and measurements
- ✓Vehicle mileage log
- ✓Health insurance premium statements
Rental property owners
Rental property clients must provide rental income records, every maintenance and repair receipt, mortgage interest statements for each property, property tax bills, and depreciation schedules — often for multiple properties. Without a structured checklist per property, expenses are missed and deductions are left on the table.
- ✓Rental income records (all months)
- ✓Repair and maintenance receipts
- ✓1098 (mortgage interest per property)
- ✓Property tax bills
- ✓Insurance premium statements
- ✓Depreciation schedule from prior year
Small business owners
Business owner returns require business bank statements, payroll records, K-1s from partnerships or S-corps, equipment purchase receipts, retirement contribution statements, and quarterly estimated tax payment records. A single missing document delays both the business return and the owner's individual return, creating cascading deadline pressure.
- ✓Business bank and credit card statements
- ✓Payroll records and W-3 summary
- ✓K-1 from partnerships, S-corps, or trusts
- ✓Equipment and asset purchase receipts
- ✓Estimated tax payment records
- ✓Retirement plan contribution statements
How Jotask compares to what tax firms use today
| Feature | Jotask | Tax portal | ShareFile | |
|---|---|---|---|---|
| Client submits without an account | Yes | No — attachment only | Login required | No — folder access only |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | Varies by platform | No |
| Structured checklist per client | Yes | No — free-form | Fixed questionnaire | Folders only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable templates per client type | Yes | Manual copy-paste | Fixed templates | Folder structure only |
| Branded client portal | Yes — your logo + colour | No | Platform branding | No |
| Timestamped audit trail | Yes | Partial — inbox search | Activity log only | Partial — file history |
| Self-hostable for data sovereignty | Yes — Docker, any VPS | No | No | No |
Features built for tax season document workflows
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password, no app to download. A client uploads their W-2 in under two minutes from their phone, the day it arrives from their employer.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per client at the start of tax season — never write another 'just chasing your bank statements' email again.
Reusable tax document templates
Save 'W-2 employee', 'Self-employed', 'Rental property', or 'Business owner' as templates. Create each client's document request in seconds — same checklist, new portal link, no re-typing.
Internal deadline + automatic pause
Set a submission deadline — two weeks before the filing date. When it passes, the portal flags missing items so you know exactly which clients still need documents before you can start their return.
Timestamped audit trail
Every document submission is logged with a timestamp. When a client is audited two years later and asks what was submitted, you have an unambiguous record — not a reconstructed email chain.
Your firm brand on every portal
Add your logo and accent colour. Every portal your clients see carries your firm name — not a generic tool they don't recognise. Reinforces your professionalism and increases document submission rates before the deadline.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your client data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For independent tax preparers and enrolled agents.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For CPA firms and multi-preparer tax practices.
Get startedFrequently asked questions
- What is the best document collection tool for tax preparers and CPAs?
- The best tool lets clients submit W-2s, 1099s, bank statements, and receipts without creating an account — with automatic reminders before filing deadlines. Jotask covers all of this and is free to self-host.
- How can tax preparers collect tax documents from clients efficiently?
- Send each client a magic link at the start of tax season. They click it, see a structured checklist in any browser, and upload everything directly. No account required. Automatic reminders handle clients who haven't submitted everything before your internal deadline.
- Do clients need to create an account to submit their tax documents?
- No. Clients receive a magic link by email. They click it, see your branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What tax documents can CPAs and tax preparers collect from clients?
- Any document — W-2s, 1099s (INT, DIV, B, R, NEC, MISC), bank statements, 1098 mortgage interest, charitable receipts, business expense records, prior year returns, K-1s, and payroll records.
- How does Jotask help tax preparers beat filing deadlines?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a client hasn't submitted their required documents. Set it once per client at the start of tax season — it runs itself.
- Can tax preparers create reusable checklists for different client types?
- Yes. Save 'W-2 employee', 'Self-employed', 'Rental property', or 'Business owner' as templates. Create each client's document request in seconds — same checklist, new portal link.
- How is Jotask different from collecting tax documents by email?
- Email doesn't track what's missing and loses attachments in crowded inboxes during tax season. Jotask gives each client a clear checklist with automatic reminders — every submission is timestamped and auditable.
- How does Jotask compare to tax practice management software for collecting documents?
- Tax practice management software tracks workflows and returns — Jotask collects structured documents from clients. They complement each other: your tax software prepares and files the return, Jotask handles the document intake that most tax platforms still leave to email.
Every client document, complete before the filing deadline.
Free to self-host. No credit card required to start on the hosted plan. Set up your first client tax document checklist in minutes.