SPbinder Integration

This integration allows users to securely upload Gather AI documents directly to SPbinder. SPbinder is a digital binder designed specifically for tax preparation workflows. Think of it as a smart digital filing system that not only organizes documents but also extracts data from tax documents, tracks what's missing, and streamlines the entire tax preparation and review process. With SPbinder integration, you can seamlessly go from gathering documents to the next phase of review and preparation.

SPbinder key capabilities include:

• Automatic organization - Documents are indexed and sorted following professional tax workpaper standards.
• Data extraction - Integrates with OCR technology to capture data from tax documents and populate forms.
• Missing document tracking - Identifies gaps in documents with built-in alerts and placeholders.
• Review workflow tools - Provides specialized features like leadsheets, cross-references, and collaborative notes.
• Tax software integration - Exports verified data directly to CCH Axcess™, GoSystem®, or UltraTax CS® to complete returns.

Please Note:

• To use this integration, the firm must have an active SurePrep account. 
• SurePrep must be connected to your tax software to create binders. 
  • Integration with GoSystem Tax RS®
  • Integration with CCH Axcess Tax™
  • Integration with UltraTax CS®
• To enable SPbinder in Safesend, the firm must have at least one of the following SurePrep services active:
  • 1040SCAN PRO
  • 1040SCANverify Offshore
  • 1040SCANverify Onshore
  • Outsource Offshore
  • Outsource Onshore
  • 1040SCAN ORGANIZE
• You must also have a SafeSend Gather AI. 
• You must use CCH Axcess™, GoSystem®, or UltraTax CS® tax software. 
• Automated workflows are not currently available for this integration.
• Decimals or periods in Client IDs are not currently supported. 

Permissions

Users must be granted permission to access this feature. 

Please note:

Only System Admins have access to the SafeSend Account Management and User Management sections.

To edit users in bulk, see our User Management: Bulk Import or Edit Users article. 

Users must have the appropriate permissions in SurePrep to view and edit binders. 

See the SurePrep Manage Restrictions article for more information about SurePrep permissions. 

Create a Custom User Group

1. Click the Navigation Widget in the top right corner.
2. Select Account Management.
   • A new tab opens.
3. Select User Management.

   • 

4. Click the User Groups tab.
5. Click Add User Group.
6. Enter the Name of the group.
7. Enter a Description.
   • This can be a general description of what roles this group has.
   • There is a character limit of 100 for this field.
8. Select the Roles to be applied to the group.
   • Apply only Send to SPbinder OR
   • Create a custom group with additional permissions.
9. Select Add Group. 

   • 

Add Users to the Group

1. Click the Navigation Widget in the top right corner.
2. Select Account Management.
   • A new tab opens.
3. Click User Management.

   • 

4. Click Edit in the Actions menu of the user to be updated.
5. Check the Name you created for the SPbinder integration in the User Group section.
6. Click Update to save any changes made.

Enable the Integration

A System Admin must copy the API key from SurePrep and enter it in SafeSend to enable the integration. 

Please note:

Only System Admins have access to the Product Settings section in SafeSend.

Only System Admins have access to the Admin section in SurePrep. 

SurePrep

Set Firm Defaults in SurePrep. Ensure the tax software account number is mapped.

1. Navigate to the Admin dashboard. 
2. Click the API tab. 
3. Click the Firm Defaults tab. 
4. Select an Account Number for your corresponding tax software (required). 
5. Select a default Office Location (optional). 
6. Select whether 7216 Consent is received (required if 7216 consent is enabled).
   • Binders processed offshore must have consent received, designated as "YES". 

See the Get started with the SurePrep API article for more information about enabling APIs. 

1. Navigate to the Admin dashboard. 
2. Click the API tab. 
3. Click the Key Management tab. 
4. Click Copy Key. 

SafeSend

1. Click the Navigation Widget.
2. Click Product Settings.
3. Click Integration Options in the left panel.
4. Click Authenticate in the SPbinder section.
5. Enter your SurePrep API Key.
6. Click Confirm. 

Configuration

1. Click the gear icon in the SPbinder section. 
2. Adjust your SPbinder Defaults as needed. 
3. Click Update to save any changes. 

Send to SPbinder

Client documents can be sent to SPbinder from the Delivered Gather dashboard. 

Please note:

• A fillable organizer must be included in the Gather request. 
• Ensure all relevant documents have been added before uploading to SPbinder. 
  • Each Gather request can only be submitted to SPbinder once; resubmission is not currently supported.
• The Client ID for the Gather request must be unique; otherwise, the transfer will fail as a resubmission. 
• The Client ID must match an existing Client ID in your tax software. 
• Each document must be under 78 MB. 
• Supported file types include .PDF, .xls, and .xlsx. 
• Transfers related to 2022 and 2023 tax year documents may fail. Tax year 2024 and later documents are supported. 

1. Click the More Action Items (...) icon.
2. Click Send to SPbinder. 
3. Edit the SPbinder Defaults as needed. 
4. Click Send. 

Reporting

The SPbinder Status column indicates whether the document transfer was successful or where the documents are in the transfer process.

1. Click the SPbinder Status column to sort by status in ascending or descending order OR
2. Click the SPBinder Status drop-down to sort by specific statuses. 
   • N/A - Request does not qualify for transfer. 
     • No source documents have been uploaded, or no organizer was delivered. 
   • Ready - Request is ready to transfer. 
   • Processing - Request is being sent to SPbinder. 
   • Submitted - Request was successfully sent to SPbinder, and we are waiting for SPbinder to confirm.
   • Error - An error occurred during the document transfer. 
   • Completed - The documents were successfully sent to SPbinder, and a binder was created. 

Troubleshooting

If the document upload fails or displays an error, review the troubleshooting steps below. 

Account and Settings

• Ensure users have the appropriate SafeSend permissions as outlined above. 
• Ensure your SurePrep account has enough units of the binder you are trying to submit.  
  • See the Units Remaining article for more information. 
• Check the FileRoom dashboard and hover over the error icon to gather more information about the error. 
  1. Navigate to the File Room dashboard. 
  2. Locate the corresponding Tax Client ID. 
  3. Hover over the Error icon for more information.

Upload Requirements 

• Ensure a fillable organizer was included in the Gather request. 
• Check to see if the request was already submitted. 
  • Each Gather request can only be submitted to SPbinder once; resubmission is not currently supported. 
• Ensure that the Client ID for the Gather request is unique
  • If a duplicate Client ID is identified, the transfer will fail as a resubmission. 
• Ensure the Client ID does not contain any decimals or periods. 
• Check that the documents being uploaded are below the maximum file size limit. 
  • Each document must be under 78 MB. 
• Check that the documents being uploaded are supported file types. 
  • Supported file types are .PDF, .xls, and .xlsx. 
• Check the tax year for the Gather request. 
  • Transfers related to 2022 and 2023 tax year documents may fail. 
  • Tax year 2024 and later documents are supported. 

Related Articles

Product Settings Overview

Delivered Gather Report Overview