Objective: Collect and verify all necessary documents to ensure accuracy and completeness. Enter data into systems.
Steps:
- Provide Checklist and Guidance: Share a detailed checklist with the client, including required documents such as W-2s, 1099s, receipts, prior-year returns, and industry-specific forms. Offer clear instructions on secure submission.
- Review and Organize: Review the source documents for completeness and flag any missing or unclear items from the organizer.
- Document Submission Follow-Up: Set deadlines for submission and send reminders as needed. Follow up with clients if submissions are incomplete or missing.
- Organize and Digitize: Log received documents in a centralized system or DMS. Systematically name & categorize each file (e.g., income, deductions, credits).
- Preliminary Completeness Check: Confirm required docs are present and flag ambiguities for clarification.
- Client Clarifications: Contact the client promptly about missing info and document the interaction.
- Engagement Letter: Obtain a signed engagement letter and/or invoice the client if your firm workflow requires it.
Best Practices: Maintain a structured, secure digital filing system. Create templates for standard client comms. Automate engagement-letter signing and status updates through Juno Preparer.
Step 2: Initial Preparation – Analysis
Objective: Analyze documents for further follow-ups and data needs.
Steps:
- Initial Review of Collected Documents: Identify major income sources, deductions and credits; organize data into categories.
- Check for Missing or Status-Change Information: Compare docs against requirements; review organizer answers for items needing follow-up.
- Create Initial Workpapers & Note Key Findings: Start a tax binder; record opportunities and issues.
Delegation: Staff Accountant Best Practices: Use Juno’s AI data-entry and draft workpaper generation to speed through the first pass.
Step 3: Return Preparation
Objective: Prepare an accurate, compliant tax return.
Steps:
- Complete data entry in tax software.
- Consider Tax Law Changes: Identify recent changes in tax laws or regulations that may impact the client's return (see IRS Publication 526 for charitable deduction rules).
- Identify Inconsistencies or Red Flags: Look for discrepancies, audit triggers, large variances YoY.
- Check (again) for Missing Information: Create a client follow-up list if needed.
- Review vs Prior Year: Compare key lines for consistency.
- Update Workpapers: Summarize observations for reviewer.
Delegation: Staff Accountant Best Practices: Let AI flag deduction outliers and suggest savings strategies.
Step 4: Review
Objective: Ensure accuracy and compliance of the completed return.
Steps:
- Verify Data Entry: Cross-check against source docs.
- Cross-Check Calculations: Use software tools and manual spot checks.
- Review for Missing Deductions/Credits.
- Peer Review: Independent pass by senior or manager.
- Document Observations & Resolutions.
Delegation: Senior Accountant / Tax Manager Best Practices: Standardized checklists + Juno’s AI YoY comparison cut review time by 40%.
Step 5: Client Delivery and Approval
Objective: Deliver and review the return with the client; obtain approval.
Steps:
- Prepare delivery letter with filing & payment instructions plus savings insights.
- Schedule a meeting; walk through key points.
- Obtain signed e-file authorization.
Delegation: Partner or Senior Accountant Best Practices: Use plain language explanations and automate packet delivery / e-signatures with Juno Preparer.
Step 6: Filing and Documentation
Objective: File the return and ensure proper record-keeping.
Steps:
- E-file (or mail) the return.
- Provide the client with a copy + commentary.
- Store all documentation securely for the statutory retention period.
Delegation: Admin Staff Best Practices: Automated e-filing & secure DMS ensure compliance and audit readiness.
Putting It All Together
By following this six-step framework, and automating wherever possible, you will create a scalable, repeatable workflow that frees your team to focus on higher-value advisory work. Firms that implement Juno Preparer report up to 45 percent faster prep cycles and a 30 percent reduction in review corrections, allowing staff to reinvest hours into client strategy sessions.