Process Playbook

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Cuddy Financial

Personal Tax Returns
Personal Tax Returns

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Discovery

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Start Trigger: Client sends documents in

Definition of “Done”: E file complete

Last Updated: 6/21/22

Modified by: Adam Schweickert

Process owner:

Key measurables:

Periodic Review:

Fully Documented

Agreed upon by all

Followed by all

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Attachments to aid in process:

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Intake Walkthrough Video⁠

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Process Buildout Checklist

Process Discovery

Process Optimization

Team Sign Off

Discovery

Buildout

Approval

Changes

Implementation

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1.1 - Waiting on Documents

No action required at this step

All returns will be bulk uploaded into this column on Trello and sit there until documents come in from the client.

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1.2 - Organize, Scan & Check In

Admin handling this step will apply their label to the Trello can

Client - The client delivers documents to the office (in many different ways) and information is entered in all appropriate places.

Process Street P20, P20B and P21

Electronic Docs - Via Liscio (28:00)

Download and add to Drake, archive the file in Liscio

Reply to the client

Physical Docs - Intake Box in the office

Admin - Review the package for completeness and organizes the information received in the proper order (paper clipped with the appropriate A, B, C, D, E sticky notes attached to identify) to go to GruntWorks.

Process Street P22, P23 and P24

IF the Tax Client is also a Wealth Management client, admin routes file to Wealth Management.

Process Street P25

IF Client is NOT Wealth Management, admin routes file to Scanning

Trello Checklist:

Admin - Add ‘Docs Received On’ Date to Trello card

Admin - Add routing sheet, organize, paperclip, and mark docs with A,B,C,D,E sticky notes (P22-24)

Admin - Determine if they are a Wealth Management Client, if so check the box in Trello

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1.3 - Check Docs In

Trello - Add ‘Docs Received on Date’ to Trello Card and make note in the comment section.

Practice (30:45)- Make note of the day documents received up in the Notes section of the project.

Drake (7:10)

Select client > General Tab

Name and address,

Confirm phone and address match the docs provided

Set all Return Options to ‘1

Due Diligence checklist

Set correct setting to Yes (screenshot)

Identification for Taxpayer/Spouse

Match with Salesforce

Match with what is already in Drake or input

Direct Deposit Form

Input routing number if provided

Taxpayer Pin: 1111

Spouse Pin: 2222

ERO’s Pin Signature: 9999

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1.4 - Wealth Management Adds Docs (15:00)

Rose - Add wealth management document for the client

Rose - Wealth Management will now upload directly to Drake Software

Rose - Video shows how to print to Drake

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1.5 - Bundle Documents

Admin - Bundle Documents

A, B & C Documents

Admin - Send to Gruntworx

Send - The gruntworx tab is right at the top of the clients page in Drake. Once you enter, click upload and attach only the clients ‘A Docs’ PDF.

Track Status - You then use the job status’ tab to check to see when the client’s information is coming back.

Upon Return(24:00) - Download the client’s information when it comes back from Gruntworx. Copy the PDF and merge it with the B’s and C’s to create the client binder.

Admin - Send to Gruntworx (21:00)

Send - The gruntworx tab is right at the top of the clients page in Drake. Once you enter, click upload and attach only the clients ‘A Docs’ PDF.

Track Status - You then use the job status’ tab to check to see when the client’s information is coming back.

Upon Return(24:00) - Download the client’s information when it comes back from Gruntworx. Copy the PDF and merge it with the B’s and C’s to create the client binder.

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1.6 - 🚦 At Gruntworx 🚦

Admin - Track Status - You then use the job status’ tab to check to see when the client’s information is coming back.

Admin - Upon Return(24:00) - Download the client’s information when it comes back from Gruntworx. Copy the PDF and merge it with the B’s and C’s to create the client binder.

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Waiting for Assignment

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Phase Heading

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Phase Heading

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Phase Heading

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Task Owner - Macro Task

Micro details

Electronic Docs - Via Liscio (28:00)

Download and add to Drake, archive the file in Liscio

Reply to the client

Physical Docs - Intake Box in the office

Sort Documents

See training in Process Street on this

Check documents in:

Trello - Add ‘Docs Received on Date’ to Trello Card and make note in the comment section.

Practice (30:45)- Make note of the day documents received up in the Notes section of the project.

Drake (7:10)

Select client > General Tab

Name and address,

Confirm phone and address match the docs provided

Set all Return Options to ‘1

Due Diligence checklist

Set correct setting to Yes (screenshot)

Identification for Taxpayer/Spouse

Match with Salesforce

Match with what is already in Drake or input

Direct Deposit Form

Input routing number if provided

Taxpayer Pin: 1111

Spouse Pin: 2222

ERO’s Pin Signature: 9999

Misc Tab

Letter customization

Fill in next due date

Documents (10:46)

Add documents to the appropriate folders

Wealth Management Adds Docs (15:00)

Add wealth management document for the client

Wealth Management will now upload directly to Drake Software

Video shows how to print to Drake

Bundle Documents

A, B & C Documents

Send to Gruntworx (A Documents) - (21:00)

Send - The gruntworx tab is right at the top of the clients page in Drake. Once you enter, click upload and attach only the clients ‘A Docs’ PDF.

Track Status - You then use the job status’ tab to check to see when the client’s information is coming back.

Upon Return(24:00) - Download the client’s information when it comes back from Gruntworx. Copy the PDF and merge it with the B’s and C’s to create the client binder.

Waiting for Assignment

1.1 - Organize Documents (Admin)

Admin handling this step will apply their label to the Trello card

The client delivers documents to the office (in many different ways) and information is entered in all appropriate places.

Process Street P20, P20B and P21

Physical

Electronic

Admin reviews the package for completeness and organizes the information received in the proper order (paper clipped with the appropriate A, B, C, D, E sticky notes attached to identify) to go to GruntWorks.

Process Street P22, P23 and P24

IF the Tax Client is also a Wealth Management client, admin routes file to Wealth Management.

Process Street P25

IF Client is NOT Wealth Management, admin routes file to Scanning

Admin - Add ‘Docs Received On’ Date to Trello card

Admin - Add routing sheet, organize, paperclip, and mark docs with A,B,C,D,E sticky notes (P22-24)

Admin - Determine if they are a Wealth Management Client, if so check the box in Trello

1.2 - Wealth Management (Rose) - if applicable

Complete Wealth Management form and add to file

Rose - It is your responsibility move Trello card into the ‘Scanning’ column once you’ve dropped it off in the basket for scanning

Have them scan to drake for 2023

Rose - Complete Wealth Management Form (P25)