Knowledge Base

Authentication

Authentication in Tax Studio AI keeps access secure and ensures the right users see the right data for their office and customers.

• Secure sign-in (email + password): Users sign in with the email used at registration and the password created during account setup. You can change it anytime from your profile.
• Role-based & office-scoped access: What you can see and do depends on your role (e.g., Office Admin vs. Tax Preparer) and your office/customer assignments. For example, Tax Preparers Management is available to Admin roles only.
• Multi-user management (Admins): Office Admins can add, disable, or remove users from the admin area.

Password options

• Change your password: While signed in, go to Account/Security and set a new password that meets the criteria.
• Forgot password: On the login screen, click “Forgot password?”, enter your registered email, and follow the reset instructions sent to your inbox.
• Admin reset: Office Admins can reset a preparer’s password from the admin area; the preparer receives an email with updated credentials or a reset link.

Password requirements

For security, your password must meet these minimum rules:

• At least 8 characters, and
• At least 3 of the following 4 categories:
  • Lowercase letters (a–z)
  • Uppercase letters (A–Z)
  • Numbers (0–9)
  • Special characters (e.g., !@#$%^&*)

Here's a quick demo showing how authentication and login work in practice:

Tax Preparers

Manage your professional staff and their permissions. Add individuals, bulk-import via CSV, search/filter by role, track invitation status, and handle admin actions like password resets.

Top bar actions

• Refresh: reloads the list and counters.
• Add Professional: creates a new preparer record and sends an email invitation so the preparer registers under the selected office.
• Import Professionals (CSV): bulk add preparers from a .csv file and send invitations automatically. No duplicate values (especially emails) are allowed.

Filters & Search

• Search by name or email: quickly locate a preparer.
• Role: narrow down by role (e.g., Office Admin, Administrator, Tax Preparer).

Professionals list

• Columns: Professional, Role, Office, Status, Actions.
• Status: shows whether the invitation was sent (Invited) or the account is already Active.
• Actions: Admins can reset/change a preparer’s password from the row action (see Authentication tab).

Add a new preparer

Provide the required details and send the invitation.

• Required (Basics): First Name, Last Name, Phone Number, Email.
• Professional profile (optional): License Number, Certification, Specialization, Years of Experience, Language.
• Office & Role assignment: choose the Office and the Role (e.g., Tax Preparer, Office Admin). The new user will register under this office via the email invitation.

Invitation & activation flow

• When you add or import, the system sends an email invitation to the address provided.
• The preparer completes registration via that link and their status becomes Active.
• Admins can later update profile details and reset passwords if needed.

Watch a quick demo on adding a new preparer and sending the invitation:

Customers

The Customers module is your internal directory. Create and assign clients to a preparer, keep contact info tidy, and find records fast. Clients don’t need a portal account—your team manages everything from here.

Top bar actions

• Refresh Data: reloads the directory and counters.
• Add New Customer: opens the create form. Required: First Name, Last Name, Phone Number, Language, Tax Preparer. Email is optional.
• Import Customers (CSV): bulk-create customers and assign them to preparers. Avoid duplicate values (especially emails/phones).

Filters & Search

• Search customers: by name, email, or phone.
• Select Tax Preparer: filter the directory to clients of a specific preparer.
• Only Mine / View All: toggle to see only your assigned customers or the full list (admins can view all for their office).

Customer directory

• Columns: Customer, Phone, Address, Tax Preparer, Actions.
• Sorting: click column headers to reorder (e.g., by name).
• Row actions: Edit (update details or reassign to another preparer) · Delete (removes the customer after confirmation).
• Scope by role: Admins see all customers for their office; preparers see only customers assigned to them.

Add New Customer

The create form contains two sections:

• Customer Information: First Name (*) · Last Name (*) · Phone Number (*) · Email (optional).
• Profile Settings: Tax Preparer (*) (required assignment) and Language (*) (default: English). Address and other details can be added/edited later.

CSV import (bulk)

Recommended headers (minimum):

• first_name, last_name, phone (required)
• email, address (optional)
• preparer_email or preparer_id (required to assign)
• language (e.g., English, optional if default)

• Validation: the system checks for duplicates (email/phone). Fix flagged rows and re-upload if needed.
• Assignment: each customer must be linked to a preparer for access and accountability.

Tips

• Use consistent naming (e.g., “Last, First”) to keep searches clean.
• If you can’t find a client, check the Only Mine toggle and the Tax Preparer filter.
• Reassign clients when staff changes—documents and work stay organized by preparer.

Watch a quick demo on adding a new customer:

Documents

Categories

Create and manage your own tax categories. Categories belong to the logged-in preparer—other preparers can’t view or use categories they didn’t create. Use parents to build sub-categories and keep reporting tidy.

Top bar actions

• Refresh Data: reloads the list after changes.
• Add Category: opens the create form to add a new category or sub-category.

Filters & Search

• Classification: narrow by high-level class (e.g., Income, Expense, etc.).
• Form: filter categories scoped to a particular form.
• Search by name: find categories quickly by typing their name.
• Apply / Clear Filters: run your filters or reset them in one click.

Categories list

• Scope: you see only your categories. Other preparers see only theirs.
• Hierarchy: parent categories can contain sub-categories. Use hierarchy to group similar items.
• Row actions: Edit or Delete any category you own.

Create or edit a category

Fields available in the form:

• Name — required.
• Classification — choose the high-level class (e.g., Income, Expense).
• Form — optionally associate the category with a specific form when needed.
• Parent Category — select an existing category to create a sub-category. Leave empty to create a top-level category.

Best practices

• Keep names short and consistent (e.g., “Meals – Client” instead of long sentences).
• Use parents for structure: one parent per theme, several sub-categories under it.
• Avoid duplicates; reuse existing categories so reports stay clean.

Where categories are used

• Transactions & categorization: applied while reviewing Bank Statement transactions (see Documents tab).
• Reports/Insights: grouped totals and analysis follow your category structure.

Integrations

Connect your firm’s tools to streamline work. Each integration shows the required permissions before you continue, then you’ll authenticate in the provider’s window. After connecting, you can enable/disable each integration with the toggle shown on its card.

Top bar

• Refresh Data: reloads the list and the connection status.
• List / Grid: switch how integrations are displayed.

Available integrations

Examples shown in the catalog include:

• Gmail, Google Calendar, Google Drive, Google Sheets, Google Docs
• Outlook, Outlook Calendar, OneDrive
• Office 365 Word, Office 365 Excel
• HubSpot, Salesforce

How to connect

1. Click Connect on the card.
2. Review the requested permissions/scopes shown in the modal.
3. Continue and sign in to the provider (e.g., Google, Microsoft, HubSpot).
4. On success, return to Tax Studio AI and use the Enable toggle to activate it.

Per-integration controls

• Connect: starts the OAuth flow and shows permissions required.
• Enable/Disable: quickly pause or resume the integration without removing it.

Tips

• Use your firm-owned accounts when possible (avoid personal logins).
• If nothing happens when you click Connect, allow pop-ups for this page.
• If the status looks stale, click Refresh Data.
• Signed in to the wrong provider account? Disconnect there and run Connect again with the correct one.

Settings

Use Settings to manage your subscription, payment method, and account balance. Everything related to pricing and billing lives here.

Pricing (choose your plan)

• Select a plan: Open the Pricing tab to compare tiers (e.g., Free, Basic, Pro, Agency) and click Select on the one you want.
• Secure checkout: You’ll be redirected to Stripe to complete payment safely.
• Activation: After a successful payment, you’re returned to Tax Studio AI and your chosen plan shows as Current.
• Upgrade later: Need more features? Use Upgrade Plan in Billing → it sends you back to Pricing to pick a new tier.

Billing (manage payments & balance)

• Current Subscription: Shows your active plan.
  • Upgrade Plan → opens Pricing to select a different tier.
  • Cancel Subscription → cancels your plan. You can continue using the system as long as your account balance covers usage.
• Payment Method: Update the card used for subscription charges and top-ups. Changes are handled securely via Stripe.
• Current Balance: Funds used for in-app usage (e.g., document processing).
  • Add Balance to increase funds available in your Tax Studio AI account.
  • Minimum top-up: $0.50 USD.
• Payment History: A chronological ledger of your transactions (amount, type, date, description) for quick reference.

Notes

• Plan vs. Balance: Your plan controls features and per-document pricing; your balance covers usage charges inside the app.
• Security: All card updates and payments are processed by Stripe.

Watch a quick demo on managing your plan, updating the card, and adding funds:

Frequently Asked Questions

Got a question? You're not the only one. Explore some of the most common questions professionals like you have about Tax Studio AI.