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TaxPrepPal - Setup Intake Form

Takes ~15–30 minutes, knowledge of tools used by your firm required

Client Setup Intake form

CONFIDENTIALITY: All information shared is private and used only for your engagement with Shakti AI, protecting both your privacy and our internal processes.

This form is used to collect the information needed to .

Your responses will help us:

* Configure tax events, deadlines, and client workflows

* Set up automated reminders, checklists, and notifications

* Align communications with your firm’s processes and preferences

* Ensure TaxPrepPal works smoothly with how your firm operates today

Please answer based on your , even if some steps are manual or informal. You do not need to have everything finalized—your responses give us the baseline needed to complete setup and review details with you during onboarding.

Complete this form or if you prefer to provide the information on a call, schedule one here (https://calendly.com/padmaja-shakti-ai/30min)

Section 1: Organization Information

This section collects basic business identity and point-of-contact details essential for onboarding. Also helps gauge firm size and workload, which may affect automation setup choices.

1. Today's Date

2. Company Name

3. Primary Contact Name

4. Role

4. Role
A
B
C
D

5. Email for Setup communication (if different from Primary contact)

6. Phone number

7. Number of clients you service annually

7. Number of clients you service annually
A
B
C
D

Section 2: Tax events covered

This section identifies the scope of tax workflows that you want automated — e.g., individual, business, payroll tax events.

1. Which tax events do you want TaxPrepPal to automate? (Check all that apply)

2. List the other tax events

Section 3: Deadline Calendar

This section helps determine whether TaxPrepPal should use standard IRS deadlines or custom firm deadlines.

1. For each selected event, deadlines calendar to use.
(We will supply defaults; you may choose to provide one)

1. For each selected event, deadlines calendar to use. (We will supply defaults; you may choose to provide one)
A
B

Section 4: Your Clients information

This section defines how you will deliver the source data needed to create automated workflows for specific clients.

1. How will you provide the clients list with details (Required fields: Client Name, Client Email, Tax Entity Type, Tax event(s) they are part of)

1. How will you provide the clients list with details (Required fields: Client Name, Client Email, Tax Entity Type, Tax event(s) they are part of)
A
B

Section 5: Checklist Preferences

TaxPrepPal includes procedural checklists as part of automation. This section clarifies whether you want standard checklists or customized ones.

1. For each event selected, choose how you'd like the checklists handled. (We will supply defaults; you may choose to provide one):

1. For each event selected, choose how you'd like the checklists handled. (We will supply defaults; you may choose to provide one):
A
B
C
D

Section 6: Communication Settings

This section determines how and when TaxPrepPal will deliver notifications to clients.

Your responses determine:

* The tone and content of automated messages

* The timing and frequency of reminders

* The channels used to reach clients (email and/or SMS)

By setting these preferences upfront, we ensure that client communications:

* Match your firm’s voice and professionalism

* Follow your preferred reminder cadence

* Reduce manual follow-ups by your team

If you’re unsure about any of these settings, you can select the default options or indicate that you’d like to review them during the setup call

A. Messaging: tone and content

A. Messaging: tone and content
A
B
C
D

Sheet Name:

B. Reminder cadences

B. Reminder cadences
A
B

Initial Notice

Reminder #1

Reminder #2

Final Reminder

Overdue

C. Communication Channel your organization will use

C. Communication Channel your organization will use
A
B

Section 7: Client Document Intake Method

This section assesses how you currently submit documents so automation can be configured accordingly.

1. Current documents intake method (Check all that apply):

1. Current documents intake method (Check all that apply):

8. Branding Preferences

This section captures brand identity and tone for messages sent by TaxPrepPal, ensuring consistency withyour brand and communication style.

1. Logo to be added in the email messages

1. Logo to be added in the email messages
A
B

2. Signature/Footer/Closing:

2. Signature/Footer/Closing:

Specify Signature to be used

3. Custom footer message/note:

Section 9: Internal Visibility Reports

This section ensures internal stakeholders are kept informed when clients complete tasks, which is important for follow-up and monitoring.

1. Who receives email notification when your client completes a checklist

Section 10: Edge Case Rules

This section defines exception handling rules — i.e., what to do when your clients don’t respond or deadlines are missed.

1. How do we handle:

A: Non-responsive clients?

A: Non-responsive clients?

B: Late clients?

B: Late clients?

C: Extension triggers?

C: Extension triggers?

Section 10: Go-Live & Approvals

Go-live expectations:

* When the automation configuration should be activated

* Who is responsible for sign-off and launch

1. Preferred Go-Live Window

1. Preferred Go-Live Window

Activation Approval contact

1. Name

2. Email

Please drop me an email with any questions if you need help with completing this form.

Thank you for taking the time to complete the form. We will review your details and get in touch shortly with next steps.

We will get in touch if any additional information, clarification, content required.

Once the development is completed, we will schedule a working session to complete the set up from your end and test the bot to ensure the automation bot is set up as expected.

All set! We’ll take these details and do the heavy lifting for you!
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