Sending Your Documents

Sending Your Documents to ExactCPA

Call us at 212.234.8333 or email us and we can immediately set up a client portal for you, or send you a "tax kit" including a pre-addressed and prepaid Federal Express envelope and if requested we would be pleased to do both.  We provide nationwide tax preparation service your ability to communicate with us is critical to everyone’s success.  In addition, your comfort level in sending sensitive and personal information is our top priority, so we have implemented 3 convenient ways to safely and securely send your tax documents to us:

1) Client Upload Portal: We have contracted with OneHub to create a secure "client portal" uploading process of digitized documents.  Use the Contact Form on the front home page of this website and we'll instantly set up your private and secure portal.

Note on Scanning your paperwork: To keep our costs low for our clients, it is most helpful if you create one PDF file of all your tax documents.  If you have a document feeder this should be a snap.  If not, most scanners allow you to “append” each scan or in other words, you should be able to hit a button to scan the next document and add it to the current file.    If one file is not possible, don't worry, sending separate files is perfectly fine.

You can also install a PDF printer allowing you to print anything to a PDF file. Screen shots, online activity, Excel spreadsheets; anything you normally print to paper can be saved as a PDF.  This file can then be sent to us through the Client Upload Portal.  Most operating systems have a PDF printer already installed- if not, please visit our website and click on the RESOURCES link to download the free PDF printer.  We have found this application extremely useful.  We understand not everyone will be comfortable using the Client Upload Portal and therefore we will accommodate all requests for alternative ways of sending your tax documents to us.  If you have any questions regarding the tax document collection process, please do not hesitate to call!

2) Secure Fax: You can safely fax your tax documents to # 646-929-5546.  Our fax server electronically converts the incoming fax to a PDF file which is then securely sent to our office.  If providing Excel spreadsheets or other documents without identifying information, please ensure that your name and social security number are at the top each document.

3) Mail: If you do not have access to a fax machine or scanner, or simply prefer having your documents delivered physically, you may also mail your tax information to us.  We encourage the use of FedEx or UPS.   Our address is 1329 Paragon Parkway, Birmingham, AL 35235.  

If you contact us we will be pleased to send you a "Tax Kit" with a pre-addressed  and prepaid Federal Express envelope.   All you need to do is place your documents in the envelope and call Federal Express for a pick up, or you can drop the envelope off at any Federal Express Outlet.

Note: The ability to maintain our competitive fees relies on receiving soft copies (faxes, scans, emails) or hard copies of your originals.  If you send us original documents, and do not want them  returned to you we will maintain them in our office indefinitely.  If you want originals sent back to you, we must charge a $15 fee for the costs of copying and mailing.  Receipts: Similar to our kind request for copies, we also encourage the use of our pre-existing forms to detail your medical expenses, charitable contributions, rental property expenses, small business, etc.  They are available from our website under the Resource Link.  You will find our forms very short and concise, and in general they will help ensure that your tax returns are comprehensive.  You may also use a spreadsheet if that is easier for you.  Everyone wins if we can efficiently process your tax information and prepare your tax returns.  Having said that, if you want us to tally or summarize receipts, we must charge a $25 fee for this additional service.  

Turn Around: Once we get all your information, we will have a preliminary tax return for your review within 2-3 days, so long as all your tax information is received by March 1st.  After March 1st we will provide you with an ETA of the availability of your tax return.  We can securely email you a password protected PDF file of your tax return for your viewing.  After you approve your tax return, we will eFile it on your behalf and make the final version available for download.  Usually within 10-14 business days, you will get your tax refund directly deposited into your bank account..  Please call or email us anytime with your questions and concerns.  

Thank you in advance, and we look forward to working with you!

Gathering Your Tax Documents

The quality of your tax return and the timeliness of its preparation depend strongly on obtaining all your tax related documents and information.  Therefore we have created the following checklist.  As more companies move to electronic delivery of their tax documents and statements, this checklist will help ensure you are not missing important tax documentation.  Please note that a client organizer is also available for your use in aiding with the data collection process (please see the link on our website).

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Income

W-2s from Employers

K-1s from Partnerships, S-Corps

1099s from Banks, Investment Brokers, Government Agencies, Contract Employers, etc.

Cost Basis, Purchase History for Stock Sales

Small Business, Rental Property Income (download the Business Expense Worksheet from our website)

Home Deductions

1098s from Mortgage Lenders (the form is now required, not just the figures)

Home Purchase / Refinance Documents, HUD Statements

Private Mortgage Insurance (PMI) Premiums, Year-End Loan Statements

Property Tax Paid

Other Expenses

Childcare Expenses (facility name, addresses, tax ID numbers)

Medical Insurance, Expenses (certain rules apply)

Health Savings Account (HSA) Statements

1098s for Tuition, Student Loan Interest, Education Fees

Job Related Expenses (cell phone, mileage, home office, etc.)

Charitable Contributions

Auto Registration Tax and License Fees

Moving Expenses (certain rules apply)

Completed  ExactCPA Documents Organizer (Resource Link)

Last Year’s Federal Tax Return 

We will typically need your Form 1040 (pages 1 and 2) and all lettered schedules (A, B, C, D and E).  Information such as last year’s itemized deductions, carry-forward losses from investment sales, accumulated depreciation, disallowed passive losses, etc.  Some of these things might not pertain to you, but providing this information is important.  A soft copy such as a PDF of your entire tax return is helpful (and actually preferred).

Last Year’s Tax Prep Fees (they might be deductible)

Dates of Birth and Social Security Numbers (you, spouse, children, etc.)

Routing and Account Numbers for Direct Deposit