Another year brings another busy tax season full of exchanging documents and obtaining signatures. This process becomes much easier when using the vault that is included with any website hosted by CPA Site Solutions. Here is a breakdown of how to securely and efficiently get documents signed.

Client Set-up. Before you can have a place to upload any documents you need to create user accounts. You can either have the client register themselves or you can add them (see each link with a how-to on each).

Once a client has been set-up a folder is automatically created for them under the main Client Accounts folder. You may find it easier to create some folders within the clients folder to keep things organized.

Set Email Notifications. After your clients are registered you can have an email sent to specific people in your firm when a file is uploaded. When you set email notifications you can keep an eye on activity within the vault.

Upload Files. You can now upload any files you need the client to fill out or just review and sign. The client can then just fax it back to you and you are done.

Faxing Alternatives. Most documents sent are in the form of a PDF file and these are not editable unless you have the right (read expensive) software. Luckily there is an alternative free PDF editor that you can use instead.

If the client is editing the PDF getting the document signed is a little more involved but not impossible after the Uniform Electronic Transactions Act of 1999. Still you need a signature that works.

You can create a digital signature but you may want to make sure of existing local state laws regarding this before using them. If you don’t have time then printing and faxing the document back works just as well.

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