DOCUMENT UPLOAD & LABEL INSTRUCTIONS

1. Terms & Conditions and Disclaimer: Read thoroughly.
No one likes a surprise when it comes to intimate and quality services like finance and taxes. We don’t either.
To ensure you don’t run into any surprises working with us and secure the longevity of a trusted professional/client relationship, please take the time to familiarize yourself with our Terms & Conditions and Disclaimer before proceeding.

2. Upload Tax Documents:

  • Individual Clients - Your Client Portal: For your security, the client portal we lease and maintain through Thomson Reuters is IRS Security Compliant. All relevant documents and confidential information are to be shared through your client portal only. Do not send us emails with your data. We will not use it unless we specifically requested for it to be emailed to us.

    • How to Upload: Login to your Client Portal → Documents Tab → switch to List View → + Add

  • Business Clients - Your PBC folder: For your security, the Google Drive Business PBC folder is IRS Security Compliant. All relevant documents and confidential information are to be shared through your Business PBC folder only. Do not send us emails with your data. We will not use it unless we specifically requested for it to be emailed to us.

    • How to Upload: Use the link provided to your shared Business PBC folder.

3. Properly Label All Documents*: Use our Document Checklist as a guide. Login to your Client Portal → Documents Tab → switch to List View → My uploads → click on the "pencil" button next to your document to rename each file.

TAX YEAR — TYPE OF FORM (exactly as listed on checklist) — ISSUER/COMPANY — YOUR INTIALS (spouse documents use spouse initials)

EXAMPLES FOR: John Smith (JS) & Katie Smith (KS)

Example A: 2025 W2 BofA - JS
Example B: 2025 Expenses Spreadsheet for Self Employed - KS
Example C: 2025 Expenses Spreadsheet for Individual - JS
Example D: 2025 1098 JPMCB (JP Morgan Chase Bank) - JS
Example E: 2025 1095B Kaiser - KS
Example F: 2025 Sale of Home Closing Statement (if no 1099S) - JS
Example G: 2025 1095C American Airlines - JS
Example H: 2025 1099INT Bank of America - KS
Example I: 2025 1099DIV Wells Fargo - KS
Example J: 2025 1099CONS Morgan Stanley - JS
Example K: 2025 1099NEC Madrone Art Bar - KS
Example L: 2025 1099K Paypal - KS
Example M: 2025 1099G CA State Income Tax Refund - JOINT
Example N: 2025 1098T University of SF - KS
Example O: 2025 1098E Nelnet Loans - KS
Example P: “Tax Year” + “Rental Prop” + “Address of Rental” + “Tax Document”

  • 2025 Rental Prop 2000 Oceanview Blvd 1098 Mortgage Interest Statement

  • 2025 Rental Prop 1200 Wisconsin Blvd 1099S

  • 2025 Rental Prop 955 Courtland Dr. Purchase Settlement Statement

  • 2025 Rental Prop 160 Berlin St. Expenses etc.

    (Keep each property and its documents separate to avoid misfiled information)

4. Acceptable Document Forms

  • Spreadsheets: Acceptable: Excel, Not Acceptable: PDFs, MAC spreadsheets .numbers and JPEGs; these types do not function for reconciliation.

  • Accepting PDFs Only: Our licensed software provided by Thomson Reuters is only compatible with PDFs. JPEGs and MAC files don’t load well; we cannot utilize the provided tools for it.

  • Do Not Upload “Merged” or Combined Documents: Upload each source document as a separate file.

    • If your Charles Schwab statement is 60 pages, that is considered one document and should be uploaded as a single file.

    • Each employer, bank, brokerage, or platform that issues a document should be uploaded as its own separate file.

      Do not combine documents from different employers, financial institutions, or platforms into one file. Combining documents makes it significantly more difficult to locate specific items and review questions with you efficiently. Keeping documents separate ensures a faster, more accurate review process, and more savings passed to you.

5. Preview Your Documents:
Documents must be crisp, clear, with pristine edges. Follow the criteria below:

  • On a flat surface

  • Clear & Readable

  • Showing all four corners

CORRECT

CORRECT

INCORRECT

INCORRECT

6. GOOD TO GO?
Be sure all tasks have been thoroughly completed for prompt service.

*To maintain efficiency for all clients, documents must be labeled according to our instructions. Taxpayer accounts that are not organized and labeled as instructed will incur a file management fee of 550. Our firm uses multiple integrated software platforms that communicate with each other through secure API connections. These systems automate how documents are imported, categorized, or routed correctly as an attachment to the tax return for IRS review. Hence, it requires this very specific naming format for the attachment to execute properly. It takes our staff an average of 45–60 minutes to fully organize an account when it's not labeled properly, before our professionals can begin inputting, preparing, and reviewing. We promise we aren’t purposefully making your lives harder — in fact, this will make it easier for you to work with us.