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Tax-preparer document intake tracker

A clear intake queue helps a preparer see which requested items are still outstanding, which files need a legibility check, and who owns the next follow-up. Start from the individualized request list already approved for each client; this worksheet does not decide which documents a person needs or give tax advice. Use an internal case reference only and keep every document, identity detail, and secure link in the firm's approved system.

For: Small tax-preparation teams coordinating document intake during filing season without putting client details into a public post or an unsecured shared sheet. Use it to: Organize document-request status from an individualized checklist while keeping names, tax records, account numbers, and secure files in the preparer's approved client system.

A tax preparer reviews blank intake folders beside an empty status board and checklist in a private office.

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  • General

    Track request status and the next owner while the client’s records stay in the approved secure system.

The collection

Pick a moment, then make it yours

A simple intake-status flow

  • Start with the preparer's individualized request list and note its internal version or source reference. Do not copy the client's tax details into this worksheet.
  • Record each requested document category using the firm's own secure checklist; not every category applies to every client.
  • Mark the request date and secure-channel status in the approved system, then update only the non-identifying status fields here.
  • When an item arrives, record its status in the secure client system and note whether a legibility or completeness check remains.
  • Assign a follow-up role for missing or unreadable items and use the firm's approved secure contact route.
  • Close the tracker row only when the preparer's process records its final review or an explicit next step. Keep underlying records according to the firm's applicable retention policy.

Download the blank intake-status worksheet

The CSV is a status index, not a tax-document checklist. It has one empty row and fields for an internal reference, item category, request status, legibility review, next owner, and closure. Store the actual records only in the firm's approved secure system.

Keep sensitive records in the approved system

The IRS advises taxpayers to gather relevant records and keep needed documents together for preparation. That general guidance does not determine which records any particular client needs. Use the preparer's individualized checklist and professional process.

Do not paste a return, identity number, bank details, tax record, client name, or secure upload link into a public calendar, caption, or shared worksheet.

A quick note

Make it fit your situation

Use an internal case reference, not a name, Social Security number, tax ID, account number, document copy, or private upload URL.

The IRS document-gathering page is general taxpayer guidance. A preparer must use the engagement-specific, jurisdiction-specific checklist and their own secure intake process.

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