Getting Started

Open the login page 0:09

Open the software URL from the email your manager or administrator sent you. The Log in to Pro Web page appears with Username and Password fields.

You will usually have been sent a username but no password. If you were sent a password too, you can log in directly.

Start a password reset 0:52

Click Forgot password. On the Reset password screen, enter your username and click Continue.

Choose how to receive your code 1:01

Choose whether to receive the authentication code by text message or by email. The Verification code sent screen shows where the code went.

Do not close the browser window until you have entered the code. If you chose email, open your inbox in a new browser tab. If the browser is closed, the code has to be sent again.

Enter the 6-digit code 1:13

Within a few seconds you receive a 6-digit code. Type it into the Authentication code field and click Verify.

If it doesn't arrive, click Resend it now. or Select another verification method.

Create your new password 1:26

On the Update Password screen, type your password in Create new password and again in Confirm new password. The password must:

• contain one special character
• contain at least one uppercase and one lowercase letter
• contain one number
• be at least 8 characters long and no more than 25

Make sure every requirement is checked, then click Update Password.

Return to the login page 1:51

A Notification confirms your account information was updated, and you receive an account change confirmation email. Click Back.

Log in 2:09

Enter your username and new password and click Log In. Your browser may offer to save the password; that is up to you.

You land on the home screen, ready to start working.

Know why your screen may differ 0:15

The menu items you see depend on your role and security permissions. A preparer, a manager, data entry or customer service staff may each see different items. Skip any item described here that isn't on your screen.

Use the left-hand menu 0:54

• Main Menu: returns you to the home screen from anywhere.
• Client Status: looks up a return already in the system to see its status, for example whether it was accepted or rejected.
• IRS website, IRS Mailing Addresses and IRS Publications, Instructions, and Fill-In Forms: helpful links, including where to mail paper returns.
• e-File Opt Out Form, Consent To Use and Consent To Disclosure: forms you may need signed beforehand.
• Where's My Refund: links to the IRS refund tracker.
• Training Videos: links to the training video site.
• Taxes To Go: information about the mobile app.
• Technical Support: how to contact the support team by email or phone.
• Refund Calculator: a quick estimator of a client's refund. It is not exact, because it doesn't take all of the return's details.

Check the top bar 2:24

The top of the screen shows the tax year of the program you are in and Current User (who you are logged in as). Use Change Tax Year to work on prior-year returns, if your role allows it, and Logout to sign out.

Use the Message Center 2:44

Click Message Center to read messages from co-workers or your software administrator. It is most important if your office uses the review process: it tells you whether your returns were approved or rejected by a reviewer.

Check Rejected Clients and TaxesToGo Clients 3:15

Click Rejected Clients to see which returns were rejected, why, and how to fix them.

Click TaxesToGo Clients to import a return that a client submitted through the mobile app, if your permissions allow it.

Start a new return 3:44

Click Select next to Start New Tax Return to create a brand new return. In the current year, if you enter the SSN of a prior-year client, the software recognizes the client and brings the prior-year return forward.

Know the other main menu options 4:10

• Import App User: another way to import a client from the mobile app.
• Client Search: a list of all clients entered or created in the current year's software.
• Review Returns: where managers or owners review returns for quality before they go to the IRS.
• Configuration: setup options for your office.
• Reports: acks, mailing labels, bank reports and more.
• Transmissions: queue up several returns and send them to the IRS together.

Open the client list 0:34

On the home screen, click Select next to Client Search. The Office Client List opens.

You see only the returns your permissions allow: preparers may see just their own, while managers and owners can see all of their preparers' returns.

Filter by status 0:49

Use Filter by Status to show returns at a particular stage. A return moves through these statuses before transmission:

• In Progress: when the return is created.
• Review: the preparer has marked it ready for review.
• Approved or Failed: the reviewer's decision.
• Complete: marked complete by the reviewer or someone else, depending on how your office divides the work.
• Transmitted: sent to the IRS.

After transmission, the return quickly becomes Rejected or Accepted. Paper returns are marked Paper and have no acceptance status. Other statuses, such as Accepted Extension, Rejected Extension, State Only and Deactivated, are less common.

Filter by return tag 2:11

Return tags are labels your office defines to track and find returns, such as Waiting Docs, Follow Up, Not Returning or Ready for Transmission. A colored tag icon in a client's row means a tag is applied.

Choose a tag from Filter by Return Tag to list only the clients with that tag.

Add or change a client's tags 3:25

Click the tag icon in the client's row. In the Return Tags window, check every tag that applies (a return can have several) and clear any that no longer apply. For example, clear Waiting Docs once you have the documents and check Ready for Transmission. Click Save.

Hide returns you don't need 4:07

Use the check boxes to narrow the list:

• Do Not Show Accepted Returns: see only returns not yet accepted by the IRS.
• Only Show Pre-Ack Rejected: may not apply to your office.
• Do Not Show Paper Returns: hide returns already marked as paper, since they have been mailed.
• Do Not Show Deactivated Returns.

Filter by date 4:38

Enter a Date From and Date To and pick a Date Type (such as Create Date) to see, for example, returns created or modified today.

Search the client list 4:46

Type in Search Client List. It searches the SSN, first name, last name, phone number and preparer columns as you type, so a few letters of a name or the last four digits of the SSN take you straight to the client.

Sort and read the columns 5:33

Click a column heading to sort ascending, descending or alphabetically. The Preparer column shows who is assigned to the return and Status shows where it is in the process.

Use the row tools 6:02

At the right of each row you can add notes, edit tags and print. Open the Tools menu to:

• Scanned Documents: scan documents into the return without opening it.
• Email Return: email the return to the client's email address on file.
• Client Status and App Chat History.

The remaining options, such as Change Preparer and Sync Return with Mobile App, are administrative. Click Select to open the return.

Share your branded app link 0:47

Every office can have its own custom branded link for the Taxes To Go app, showing your logo so clients know it comes from your office. Send the link to your client.

Client fills in the registration page 1:06

The client opens the link and enters their phone number, email, first name and last name. Enter Your Referral Code is optional; use it if you track where clients come from. The client taps Continue and sees a thank-you message.

Client installs the app 2:15

The client receives a text message with a link to get the app. They tap the link, install the app, and confirm their email.

Client creates an account 2:44

The client signs in, enters their cell phone number, creates a password, checks I agree to the terms, and taps Register.

Client starts the return 3:03

The Navigation Menu lists what the app does: My Tax Return, Upload Documents, Sign Tax Documents and Chat with the tax preparer. The client taps Continue, then Start New Return (or Continue under Already have a return? if you already have their information).

They answer the marital status question and fill in their personal details, driver's license and home address on the Edit Person screen, then tap Save. They can scan the barcode of their driver's license instead of typing.

Client uploads documents, ID and selfie 4:50

On Documents, the client taps Add Document, chooses the type (such as W2, Form 1099, Drivers License or Other), takes a picture, and taps Submit. They repeat for each document, then tap Next.

The app then asks them to tap Capture Driver's License to verify their identity, and to take a selfie.

Client gives consent and submits 6:07

The client confirms their phone number on Contact Information, then on Consent To Use enters the tax preparer or company name and their own name and taps Consent. After confirming everything, the app shows the return was submitted and is waiting on the preparer.

Claim the client in ProWeb 7:01

When a client uses your branded link, a TaxesToGo Clients button appears at the top of your home screen. Click it to see the list of app clients and click Claim. The client's information is pulled into a return.

Open the return and check scanned documents 7:45

Open the return from your client list. The personal and address information the client entered is already filled in.

To see the pictures they took, click the taxpayer's name at the top of the return and choose Scanned Documents. Click a file name to view it, and prepare the return from those documents.

Reply to the client's chat 8:59

Chat messages from the client appear in the chat panel. Type your reply in Enter Message and click Send Message. Click Hide Chat to close the panel.

Send the return to the app for signature 9:22

When the return is finished, go to the Submission page and click Send Tax Return Documents to Mobile Application. A confirmation shows the documents are now on the mobile application, and the client gets a push notification.

Client signs, then you finish the return 9:45

In the app the status reads Documents ready for your signature. The client taps Sign Documents, then Add Signature, signs, taps Submit Signature, reviews the return and taps Submit Document.

A message in your chat confirms the taxpayer signed, and the signature appears on the return. Check Is Complete (if you have that ability) or Ready For Review, then click Save and Transmit Return.

Open Scanned Documents inside the return 0:39

Going paperless has three parts: scanning in source documents, capturing an electronic signature, and delivering the finished return electronically.

To scan from inside a return, click the taxpayer's name at the top of the return and choose Scanned Documents. It opens in a separate tab, so you don't leave the page you're working on.

Upload the documents 0:47

Click Upload Documents. Either click the drop area to browse for files, or drag and drop them in; you can drag several at once. Click Save Uploaded Documents.

Click any file name to view it. To add more later, return to Scanned Documents and click Upload Documents again.

Or scan from the client list 2:02

Without opening the return, go to your client list, find the taxpayer, and choose Tools → Scanned Documents. Then click Upload Documents and drag and drop or browse as before.

Go to the Submission Page 2:38

Near the end of the return, open the E-file section and move through the progress steps to the Submission Page. One of its elements is the Taxpayer Electronic Signature.

Choose a signature pad 3:12

You can capture the signature with a signature pad, such as the Scriptel Slimline 1x5 or a Topaz pad. If you are buying one, choose the Scriptel.

The Topaz pad's drivers disable signing by computer mouse or touch screen. With the Scriptel, a preparer who has no pad can still have the taxpayer sign with a mouse or touch screen.

Capture the signature on screen 4:08

Click Edit Signature. In the Edit taxpayer electronic signature box, have the taxpayer sign with the mouse, touch screen or pad, then click Save (or Clear to start over). Anything printed from now on carries the taxpayer's signature.

Deliver through the portal or app 4:39

Under Share tax documents, use the Customer Portal tab to send the documents to a client who uses the customer portal, or the Taxes To Go tab if the client has an app account linked to this return. With either, the client reviews and signs the return there.

Email a password-protected copy 5:22

Click Compose Email. Enter a File attachment password and confirm it. It must contain an uppercase and a lowercase letter, a number and a special character, and be at least 8 characters.

Fill in From with your company email, check To and Subject, and send. The default Message body tells the client the password will be communicated separately.

Create the shell of the return 1:08

Start the client's return and fill in the basic information, such as filing status and personal information. The portal matches the client against the last name and last four digits of the SSN in the return.

Send the portal invitation 1:33

Click Create Customer Portal in the left menu of the return, or choose it from the taxpayer's name drop-down at the top of any screen. On Customer Portal Link, enter the client's phone number or email and click Continue. You'll see that the link has been sent.

Client registers an account 2:16

The client clicks the link in the email and fills in Register Your Account: User Name, Password, Email, Phone Number, Last Name and Last Four Of your SSN, then clicks Submit. The last name and SSN digits must match what is in the return.

Client verifies a reused username 2:58

If the username was used in a previous tax year, a Username Verification box appears. The client clicks Send Email or Send Text, enters the code, and clicks Verify.

Client uses the portal 3:35

The portal menu has Home, My Files, Preparer Files and Messages. In Messages, the client types a message and clicks Send, like a text conversation with you.

Client uploads documents 4:18

The client goes to My Files and clicks Upload Documents, then double-clicks the drop area to browse or drags and drops files in. Several files can go at once. Uploaded files appear in My Files, where the client can click View.

View the documents and reply 5:20

Uploads appear almost immediately in the return's Scanned Documents. Click a file name to view it or click Download.

When the client sends a message, it pops up in the chat panel at the bottom of the screen. Select the client, type your reply and click Send Message.

Send the finished return for signature 6:41

When you have completed the return, go to the Submission page and click Send Tax Return Documents To Customer Portal. The message Transfer Completed - Documents are now on Customer Portal confirms it.

Client reviews and signs 7:42

The client opens Preparer Files, where Files From My Preparer lists the return. They click View to read it as a PDF, then Click To Add Signature, sign with a mouse or on a phone or tablet screen, and click Save.

The page then shows Signature On File and the document is marked Signed.

Transmit the return 9:46

Once the client has signed, go back into the return and transmit it to the IRS.