SafeSend Gather
Benefits of Using SafeSend Gather
- Increased security around the sharing of your confidential tax documents.
- Improved turnaround time to prepare your tax return – we will no longer have the delay of information being routed through the mail, email and/or scanning of hard copy documents. We will have immediate access to start the preparation process.
- Simultaneous access to the same tax documents – you will retain a copy of all information you provide us through the software, which means you will not have to wait for us to process and return any documents to you that you may need as we complete your tax return.
How it Works
Steps to complete your Gather Request are as follows:
- Receive an email from [email protected]
- Click the ‘Let’s Get Started’ blue button.
- Click send code to generate an access code. This code will be delivered to your email address or mobile device.
- Once you have requested the access code and entered it, you will be able to do the following:
- E- sign your Engagement Letter.
- Answer the custom questionnaire (if applicable).
- Fill out your tax organizer.
- Upload tax documents.
- As you progress through each step, click Next.
- Once all steps have been completed and all tax documents have been uploaded, click Finish. This will notify Matthews, Carter & Boyce to start preparing your tax return.
Watch a short video to walk you through the organizer experience.
Frequently Asked Questions
Q: Which file types can I upload?
Q: Can I edit an organizer after it's been submitted as complete?
Q: When can I upload additional documents?
Q: Can I fill out my Gather request on a tablet?
Q: Can I fill out my Gather request on a phone?
Q: Why are the options to get started, sign, and fill grayed out?
Q: I finished uploading source documents, what is the difference between “Complete Later” and “Finish”?
A: When you have completed the organizer and uploaded your source documents, you will be given two options. Select “Finish” if you are confident that you have submitted all your tax documents and are ready for us to prepare your return. “Finish” will lock your organizer and you will not be able to make changes or add more files. Select “Save & Close” if you are waiting on additional documents.
Q: Can I use a mobile device or iPad?
A: Yes! You can use your phone to sign your engagement letter and upload documents. This will also allow you to take pictures of documents with your phone or iPad to upload documents securely.
Q: I don’t have a scanner. What should I do?
A: You can use the camera on your phone or iPad to take pictures of documents and then upload them. Please be sure the documents are adequately lit and on a flat contrasting surface for best results.
Q: I completed uploading documents but have additional files to send, what should I do?
A: Contact us at 703.218.3600 to have your organizer unlocked, allowing you to submit more documents.
Best Practices
Know Your Preparer
One of our principals has retired. As a result, your tax return preparation may be handled by a new preparer this year. If you are unsure who your tax preparer is, please reach out to our office at (703) 218-3600 so we can get you connected.
Use Secure Portals Only
- Do not send documents containing Social Security Numbers (SSNs), Employer Identification Numbers (EINs), or bank details via standard email.
- Please send all individual tax files using SafeSend.
Standardize File Formats
- Format: Submit documents as PDFs whenever possible.
- Clarity: Ensure all scans are legible and not cut off. Avoid sending photos of documents (HEIC/JPEG). If using photos to send documents, ensure they are high quality images at a high resolution.
Consolidate Your Submission if not using SafeSend Gather
- To prevent processing delays, try to gather all necessary documents (W-2s, 1099s, K-1s, etc.) and send them in one or two batches rather than sending individual files unless you are using SafeSend Gather.
- If using SafeSend Gather, feel free to upload individual documents as they are received. Remember to choose ‘Finish’ vs. ‘Save and Close’ when you are ready for us to begin the preparation of your tax return.
- When responding to additional document requests from your preparer, please respond within three days and consolidate your response into one submission.
Password Protection
- If you must send a document via email, please use the company’s SafeSend drop-off link, which is here. Be sure to enter your preparer’s name from the drop-down list.
- Do not upload password protected documents when using SafeSend.
Notify Upon Completion
- Once you have completed uploading your tax documents, select ‘Finish’ and your preparer will begin their review.
Brokerage Statements
Do not alter the format of Brokerage statements. Brokerage statements must remain in their original format (landscape vs. portrait). SurePrep has a hard time reading brokerage statements that have been altered from their original formats.