W-2/T4 batch uploaded by client
This morning, 8:14 AM
Tax Preparation And Bookkeeping
Keep every return and bookkeeping file visible from source docs to e-file confirmation — without a CRM.
Track missing W-2s/T4s and 1099s in a dedicated stage, auto-notify clients the moment their return moves, and keep preparation fee reminders tied to the same file as the work.
Missing doc queue (W-2s/T4s, 1099s, K-1s)
Auto client updates on stage change
Extension season track included
One operating view for stages, client communication, and payment follow-up — through every filing deadline.
app.navoqo.com/files — filing season
Selected file
Johnson — Return + business income
Missing: investment slip from Fidelity, Q4 expenses
Return moved to In Preparation
Today, 9:30 AM
Client update sent: return in progress
Today, 9:31 AM — auto
Prep fee due: $380 · filing deadline
Reminder queued with return status context.
Client status page — no login
Current stage
Waiting on source docs
Action needed
Upload investment slip
Balance due
$380 · filing deadline
Workflow Fit
The same Navoqo operating model, adapted to this workflow.
Your use case can stay specific while execution stays consistent: clear stages, visible files, client updates, and payment reminder continuity.
Set up once
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1
Create workspace
Set owner, team defaults, and your service context.
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2
Define workflow
Choose one practical path your files should follow.
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3
Set stages
Use clear stage labels your team can operate from.
Run daily
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4
Add client files
Create one file per active client engagement.
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5
Move files through stages
Just drag or update the stage. Your team sees what changed and what's next.
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6
Send status updates automatically
Clients get a clear update the moment you advance a stage — no manual email needed.
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7
Track billing reminders
Tie due dates and reminders to the same active workflow.
What Changes Day to Day
Busy season clarity without a five-hour CRM setup.
Document collection
Source doc clarity
Missing W-2s/T4s, 1099s, and Schedule C records stay visible in one Waiting on Source Docs queue instead of scattered email threads.
Waiting on source docsClient visibility
No more status calls
Each client gets a read-only status link — no login — showing their current stage, any missing docs, and their balance.
Read-only status linkPayment rhythm
Invoice follow-up built in
Reminders for preparation fees and retainer invoices run inside the same client file as the return itself.
Due-date linkedFiling season ops
Extension track included
Add a stage for extension and late-filer clients and keep the same workflow running all year — no new system needed.
Extension & late-filer trackFiling Season Workflow
How Navoqo maps to real tax prep and bookkeeping cycles.
Three operating steps that cover the full file from intake to invoice paid.
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1
Open one file per return or bookkeeping cycle
Practitioner view
Create a clear record for each client cycle with due dates and owner.
Client-facing outcome
Clients get clearer expectations on where their file stands.
Intake control -
2
Track blocked-on-docs and in-review stages
Practitioner view
Use stages such as Waiting on Client Docs, In Preparation, and Filed.
Client-facing outcome
Clients receive timely prompts when action is required.
Stage clarity -
3
Run reminders tied to active files
Practitioner view
Send payment reminders connected to return completion and invoice status.
Client-facing outcome
Clients receive professional, context-aware follow-up.
Reminder rhythm
One View For The Whole Practice
Every return, every stage, every outstanding invoice — one screen.
Your team sees the full file. Clients see only what they need. Nothing crosses.
app.navoqo.com/files — Apr 2
Returns by stage
Waiting on source docs
9 filesW-2/T4, investment slips, K-1
In preparation
14 filesReturns being drafted
Filed
22 filesE-file confirmed
Selected file — Johnson return
Johnson — Return + business income
Stage: In Preparation · income slips and investment forms received
Johnson return moved to In Preparation
Today, 9:30 AM
Client update sent: return in progress
Today, 9:31 AM — auto-triggered
Invoice reminder queued: $380 due at filing deadline
Sends Mar 28
Client status page (read-only)
Current stage
In preparation
Next update
E-file confirmation within 48h
Prep fee: $380 due at filing deadline
Reminder queued with return context.
What to show — proof 1
Filing-season queue view
Show returns grouped by stage with blocked-on-docs visibility.
What to show — proof 2
Status update history
Show every client communication tied to the underlying file progress.
What to show — proof 3
Overdue invoice follow-up panel
Show due amounts and reminder status inside the client file.
Feature Alignment
Features built for how tax and bookkeeping practices actually operate.
Track client status
See every return by stage — Waiting on Docs, In Prep, Filed — in one view.
Configure workflow stages
Match stages to your real filing steps, including a track for extensions and late filers.
Send client updates
Auto-trigger a status update the moment a return moves to In Preparation or Filed.
Share client status pages
Give each client a read-only link — no login — showing stage, missing docs, and balance.
Follow up on payments
Tie prep fee reminders and retainer invoices directly to client file status.
Keep internal notes private
File notes, reviewer comments, and draft status stay hidden from client-facing views.
Resources and templates for tax teams
- How to reduce filing-season follow-up chaos
- Client update message examples for tax firms
- Payment reminder email template for bookkeepers
See how a solo practice used this workflow
Read Maria's busy-season story →Tax and bookkeeping FAQ
Can we separate clients waiting on docs from in-progress returns?
Yes. Use dedicated stages to keep blocked files visible and prioritize outreach.
Is this useful outside tax season?
Yes. The same workflow supports recurring bookkeeping cycles and off-season cleanups.
Can payment reminders stay connected to return status?
Yes. Reminder activity is tracked in the same file as delivery progress.
For Tax Preparers and Bookkeepers
One calm system from organizer sent to invoice paid — through every filing deadline.
Track every return by stage, auto-notify clients when their file moves, and keep prep fee reminders tied to the work — without a CRM setup project.
Filing season gets calmer with clearer status and reminders that run themselves.
No credit card required. First return file live in under 10 minutes.