TaxWorkFlow Review: Features, Pricing & Alternatives for 2023

This gives you access to your client’s files, and it integrates with the document management system. Your clients can use the portal to upload documents securely to the TaxWorkFlow database, which you’ll be able to access. Client appointments, documents that need to be signed, and invoices to be paid can also be viewed from the client portal.

TaxWorkFlow Client Portal (Source: TaxWorkFlow)

You can look up your clients quickly with a keyword search, and the dashboard itself is customizable. You can add or remove columns or group clients by various criteria, such as by state or entity type.

When you open a client’s record, on the left navigation bar, you’ll see all the relevant information about various aspects of the client record. You can take notes for the client with an embedded timestamp, which can be used as a historical record of the information you have updated.

TaxWorkFlow’s client management system (Source: TaxWorkFlow)

The ability to store emails inside TaxWorkFlow enhances your productivity because you can assign emails to a task or create projects from the email easily. The built-in email integration feature captures emails from your client so that you can retain correspondence for historical purposes and reply directly within the software.

Another feature of the workflow is problem-solving, in which email communications can be used to solve those problems. There are different email templates available for different situations like birthday or holiday greetings. These can be customized to be used for a certain context so that you don’t have to type the same information repeatedly.

From the email management dashboard, you can execute several tasks, such as Edit Email Reply, Reply All, Forward, Assign Email to a Client, Assign Email to a Project, and Assign Email to a Task:

Edit Email form in TaxWorkFlow (Source: TaxWorkFlow)

TaxWorkFlow enables you to create a task and assign it to a team member and track the status until it’s completed. You can create a new task, such as interview client, review file, or print tax return, from the Create task page under the Workflow menu. You can specify the deadline and priority level and add instructions or attach notes if needed.

Creating a new task in TaxWorkFlow (Source: TaxWorkflow)

If you have multiple tasks to manage, then you can organize them into projects. Projects in TaxWorkFlow are a group of tasks that include a predefined set of instructions in sequential order. Projects are useful if you use the same sequence of steps for different clients.

To add a new project, click on Workflow and then select Create project. You can create a project from a template, assign it to a client or project manager, and add deadlines. You can also set up recurring projects or duplicate them if you need to use the same instructions in your existing project as well as attach files, including expense reports and bank statements.

Creating a new project in TaxWorkFlow (Source: TaxWorkflow)

The workflow is a combination of the project, task, and problem. It’s driven by templates, just like emails or documents. There are templates for your projects, your tasks, and your problems, and they describe how it operates.

For example, a sequence of steps created by your staff in a certain order would comprise one workflow. These steps can be customized, and you can also define the rules and how you would like to route tasks to different people. Essentially, you can delegate task management to TaxWorkFlow using workflow rules.

Workflow management system in TaxWorkFlow (Source: TaxWorkFlow)

You can add new staff users to TaxWorkFlow by sending them an email invitation. You can customize their data access based on their roles in the company. The system also allows you to create a task, track how much time your staff uses on a project, adjust priorities as needed, and create productivity reports based on their performance.

Document management is very similar to email syncing because you can set up TaxWorkFlow to sync a folder or many folders that contain your client’s documents. It gives you more syncing options because you can sync multiple locations into one single database.

There are many ways that you can put documents into TaxWorkFlow. You can attach these documents to tasks or projects, and they’ll end up in the document management system. You can drag and drop them or attach files from your local file system. The system is flexible enough to accommodate various acquisitions and delivery of documents to and from your clients, which are organized into folders.

TaxWorkFlow’s document management system (Source: TaxWorkFlow)

TaxWorkFlow lets you automatically track billable time by using the time tracking buttons in the toolbar. Click the “Begin work” button to start tracking time and click “End work” to finish recording. Alternatively, you can add time entries manually by clicking the “Add work” button.

When entering a work time, you need to select the user for whom you want to record a time entry. You can specify the duration, change start and end work data and time, and mark the billing status as billable.

Adding a time entry manually in TaxWorkFlow

Time entries can be converted into an estimate or invoice, which can be emailed to your clients. To view work time by your staff, click on the Billing menu and select View User Work Time:

View work time in TaxWorkFlow (Source: TaxWorkFlow)

You can create an invoice quickly in TaxWorkFlow using the invoice wizard. Before you use the wizard, you need to add prices for the services you offer. Once the prices are set, go to the Billing page and click on Services Invoice Wizard.

The invoicing form lets you add details, such as work time item, invoice credit item, and referral credit. Unfortunately, TaxWorkFlow’s invoices aren’t as professional and customizable as other solutions like QuickBooks Online and FreshBooks.

Sample invoice created in TaxWorkFlow (Source: TaxWorkFlow)

TaxWorkFlow integrates with QuickBooks Online to provide more accounting features, such as improved invoicing and bank reconciliation. This connection also lets you upload your QuickBooks clients automatically using predefined templates as well as import and export data, such as invoices and estimates.

The TaxWorkFlow mobile application allows you to view the list of your tasks, projects, and problems. From the mobile dashboard, you can access quick links to execute different tasks. You can also navigate the app from the menu. The mobile app is available on Google Play and the App Store. To connect the mobile app to your TaxWorkFlow database, click on the File menu on your desktop app, select Connection Settings, and then scan the quick response (QR) code that shows up using the app.

TaxWorkFlow mobile app (Source: TaxWorkFlow)