Document Collection: Making It Easy for Clients to Upload W-2s and Tax Returns
Learn how to use magic link document portals to simplify document collection. Discover best practices for requesting documents, following up with non-responsive clients, and ensuring all required paperwork is submitted on time.
Why Magic Link Document Portals Work
Key Benefits
- ✓ No account required - clients just click and upload
- ✓ Secure - documents are encrypted and stored safely
- ✓ Mobile-friendly - works on smartphones and tablets
- ✓ Automatic notifications - you know when documents arrive
- ✓ Time-saving - eliminates back-and-forth emails
How to Generate a Document Portal Link
- Navigate to the claim detail page (
/claims/:slug) - Click "Generate Document Portal Link" button
- Copy the generated magic link
- Share with client via email, text message, or in-person
- Client clicks link and uploads documents (no login needed)
Note: Magic links expire after a set period for security. Generate a new link if needed.
What Documents Are Required?
Required Documents
W-2 Forms
W-2s for all tipped employees for each tax year being claimed. Usually 2-3 years of W-2s are needed.
Tax Returns
Federal tax returns (Form 1120, 1120S, or 1065) for the years being claimed.
Pro Tip: The platform automatically determines document requirements based on years in business. Check the claim's document requirements section for specifics.
Best Practices for Requesting Documents
1. Request Early
Generate the document portal link as soon as the claim is created. The sooner you ask, the sooner you'll receive documents.
2. Explain the Process
When sending the link, explain that it's secure, easy to use, and doesn't require creating an account. This reduces friction.
3. Set Clear Expectations
Tell clients what documents you need and when you need them. A clear deadline helps prioritize the task.
4. Make It Personal
Send the link with a personal message rather than a generic email. Reference the claim and estimated recovery amount.
Following Up with Non-Responsive Clients
Follow-Up Schedule
- • Day 3: Friendly reminder email or text
- • Day 7: Phone call to check in and offer help
- • Day 14: Generate new link (old one may have expired) and send again
- • Day 21: Final follow-up with urgency message
Remember: Restaurant owners are busy. Be persistent but respectful. Offer to help if they're having trouble finding documents.
Sample Email Templates
Initial Request
Hi [Name],
Great talking with you about recovering your Restaurant tax credits (claimed on IRS Form 8846)! To get started, I need to collect some documents.
I've created a secure upload link for you: [LINK]
Just click the link and upload your W-2s and tax returns. No account needed - it's that simple!
If you have any questions, just reply to this email.
Thanks,
[Your Name]
Follow-Up
Hi [Name],
Just checking in - did you get a chance to upload your documents? Here's the link again: [LINK]
If you're having trouble finding your documents, I'm happy to help. Just let me know what you need!
Thanks,
[Your Name]
Tracking Document Status
Use the claim detail page to track which documents have been received:
- View uploaded documents in the claim's document section
- Check claim activities for upload notifications
- See document requirements vs. received status
- Update claim stage when all documents are collected
Sources & References
- • IRS Form W-2 - Wage and Tax Statement
- • IRS Form 8846 Instructions - Credit for Employer Social Security and Medicare Taxes Paid on Certain Employee Tips
- • IRS: Tips - Reporting and Withholding