AI-Powered Document Checklists use artificial intelligence to generate draft Document Request Lists for clients, saving time while ensuring nothing gets missed.
Smart Intake Credit Update
AI-powered Document Checklists use Smart Intake client credits. A credit is applied only when you take an AI action for a client, including:
Generating an AI document checklist
Drafting a questionnaire with AI
Enabling Respond with AI
How Credits Work
If this is the first Smart Intake action for the client, generating an AI checklist applies one credit.
If a credit has already been applied for that client, no additional credits are used.
Non-AI questionnaires and document checklists do not use credits.
👉 Learn more: Smart Intake & Engagements Credits
Feature Scope
The AI checklist generator only works with tax-related documents at this time.
It is best used to request standard items for individual or business tax prep.
Non-tax scenarios (e.g., bookkeeping, payroll, advisory) are not supported yet.
The AI checklist generator is in beta, so keep an eye out for future updates and improvements!
Table of Contents
Required Setup
Plan/Permissions: Document Management License and Permissions
Enablement:
Click the Profile icon.
Select Settings.
Go to Experimental features.
Toggle on AI Document Checklist Generation.
Also toggle on Document Checklist Beta.
Create an AI-Powered Document Checklist
Click the Global + icon in the navigation bar.
Select Document Checklist from the menu.
Complete the checklist setup fields in order:
Title: Enter a document checklist title.
Template (optional): Select a Document Checklist template to apply your firm’s formatting and structure.
Client: Select the client the checklist is for.
Add to Existing Task (optional):
Toggle on to open a dropdown of tasks linked to the selected client.
Choose a task to attach the checklist to.
Assignee(s): Add internal assignees.
Client Due Date (optional): Set a due date.
Client Reminder (optional): Add a reminder.
Description (optional): Add a client-facing description.
Generate the Document Checklist with AI
Scroll to the bottom of the modal and toggle on Generate with AI.
Once toggled on:
A Smart Intake label appears at the top of the modal showing your credit status (e.g., 1/112 means 1 credit used out of 112 available).
A notification under the toggle displays whether this action will use a credit:
“Uses 1 credit” if this is the first Smart Intake action for that client.
“Uses 0 credits” if a Smart Intake credit has already been applied for that client during your subscription period.
Add AI inputs:
Prompt: Describe what you need the checklist to collect (e.g., “Personal tax documentation for TY2025,” “New business onboarding documents”).
File (optional): Add a file to guide checklist generation.
Upload a new file from your computer, or
Select an existing file stored in the client record.
Click Create to generate the document checklist.
The checklist will take a moment to process.
Prompt Bank Examples
Here are sample prompts you can use when drafting a checklist:
“Generate a document checklist for 2025 tax preparation based on this client’s prior year submissions.”
“Draft a request for the documents this client will likely need to provide for their 2025 taxes.”
“Put together a starter list of documents this client will probably need for 2025 tax prep.”
“Give me a draft list of the docs this client is likely to need for their 2025 return.”
💡 Tip: Keep prompts short and focused on tax preparation. The AI will generate a checklist you can edit before sending.
Review and Edit the AI-Generated Document Checklist
Access the Checklist Notification
Click the Profile icon to open the options menu.
Select Notifications to review alerts and updates.
Click the Document Checklist notification when the checklist is ready.
The client name displays on the left side of the screen.
Preview the Client View
Click Preview to see the document checklist as the client will see it.
Click Back to edit to return to the editor and make changes.
Edit Checklist Items
Use the editor to refine checklist items before sending.
Required Indicators & Editing Fields
A * symbol indicates the document upload is required.
Click into a checklist item name to edit it.
Click into the description field to update or add details.
Reordering & Moving Items
Click and drag the handle to reorder upload slots.
Click the Move checklist item icon to move a slot into an existing questionnaire for the client.
Item Settings & Additional Options
Each checklist item includes additional controls.
Settings Icon
Click the settings icon to:
Toggle Required on/off
Toggle the Description text box on/off
Three-Dot Menu
Click the 3-dot icon to:
Duplicate the checklist item
Delete the checklist item
Send the Checklist
After reviewing your changes, click Send all to send the document checklist to the client.
Create AI-Powered Document Checklists in Bulk
Go to Clients > Client List.
Select checkboxes next to the clients.
Click the 3-dot icon in the bulk actions menu.
Select Send document checklist.
In the modal, fill out checklist info and enable AI draft.
Note: Bulk checklists do not allow file uploads (since they are client-specific).
Click Create.
A notification confirms generation is in progress.
Review and Send Bulk Checklists
Once generation is complete, click the Profile icon.
Select Notifications > Unread > Document Checklist drafts.
Open the draft modal:
Select each client on the left to review/edit their checklist.
Edit titles, descriptions, required toggles, order, and slots as needed.
Click Preview to view client-facing version.
Send options:
Send to [client] one at a time.
Send all to send all drafts at once.
A notification confirms the checklists have been sent.
Track Document Checklists
Go to Work > Task List.
Filter by Task Type = Document Checklists.
(Optional) Save as a preset filter for easier access.
Note: Document Checklists can also be managed for individual clients in the Task list within the Client Record.
Summary
AI-Powered Document Checklists simplify tax document collection by generating drafts from prompts and client context. You can review, edit, and send individually or in bulk, and track all checklist tasks from the Task List.
Need help?
Contact Support or ask Penny, our AI Support Bot, for assistance.