The term "paperless workflow" has been buzzword in the profession for some time; yet firms that have adopted a true paperless system are still the minority. The percentage implementing basic workflow enhancements, such as scanning and on-screen review (via dual monitors), is progressing steadily. However, adoption rates of advanced paperless technologies, such as client portals, tax document automation solutions, and document management systems, are still relatively low.

Paperless doesn't happen overnight, especially considering tax workflow,  a paper-intensive process that involves people throughout the firm. A successful transition takes planning, dedicated effort and an educated firm. To show the importance of planning and preparation during rollout, we compared the experiences of two real-life firms, providing an excellent comparative case study that highlights disparities in approach and two very different outcomes.

For years, tax professionals have dealt with a recurring issue during busy season: getting client source documents in a timely manner. You know the drill all too well: Tax organizers are sent to clients, usually in November or December. The information comes back in drips. You start client follow-up calls in March and then call again in April for outstanding source documents. It’s a frustrating and time-consuming process that represents a major challenge.