Document types & categories

Every uploaded document is tagged with a document type — W-2, 1099-NEC, Engagement Letter, and so on. The type drives three things:

1. AI extraction — what fields Assure Pro tries to pull (W-2 has different fields than 1098).
2. Folder routing — paired with a folder template, uploads can land in the right subfolder on their own.
3. Display — the type pill on the document row, the type filter in search, the type picker in document requests.

The default types

New firms get this set seeded automatically. They live in Settings → Documents → Document Types and can be edited.

Income (forms a client receives)

Deduction

Other

Tax return / forms

Categories

The default types fall into four categories: Income, Deduction, Other, and Tax return. Categories are free text, so firms can add more (for example, State return or Accounting).

Manage categories at Settings → Documents → Document Type Categories.

How field templates work per type

Each document type has a field template — the list of values Assure Pro tries to pull. The default W-2 template includes employer name, employer EIN, employee SSN, federal wages, federal withholding, state wages, and so on. The default 1098 template includes lender name, recipient TIN, mortgage interest paid, points paid, and more.

A document type with no field template isn’t extracted — Assure Pro skips it in the AI Review Queue. Handy for Bank Statement and Other, where structured extraction wouldn’t be meaningful.

Field types (what each field can hold):

Edit field definitions at Settings → Documents → Document Types → (any type) → Fields.

How to edit types

In Settings → Documents → Document Types:

• Create — add a custom type (for example, 1099-NEC State or Audit Adjustment). System types can’t be deleted, only deactivated.
• Edit name, description, or category — for any type.
• Toggle active — inactive types don’t appear in the type picker, but existing documents keep their type.
• Edit fields — drag to reorder, add new ones, or delete unused ones.

Renaming a type updates everywhere it’s referenced.

How Assure Pro picks a type

When a document uploads, Assure Pro runs the classifier:

1. Renders the first page of the PDF.
2. Sends it to the AI classifier.
3. The classifier returns a type and a confidence score.
4. If confidence is 80% or higher, the document is auto-classified.
5. Below 80%, the document lands in the AI Review Queue for human review.

The classifier only considers active document types. Inactive types stay in the catalog (for older data) but aren’t candidates for new uploads.

How Assure Pro picks fields

Once classified, the extractor runs against the type’s field template:

• Reads each field one by one.
• Returns a value (or empty) plus a per-field confidence between 0% and 100%.
• Highlights the area on the PDF where it found the value.

Field-level confidence colors:

Set confidence thresholds at Settings → Documents → AI confidence thresholds.

How to add a custom type

Reasons to add one:

• State-specific forms — IT-1040 OH (Ohio), FTB 540 CA (California).
• Bookkeeping forms — Trial Balance, General Ledger.
• Industry-specific — Cost Segregation Report, R&D Credit Workpaper.

Workflow:

1. Add the type with a clear name and description.
2. Add a field template (even a few fields like entity name and tax year).
3. Train the classifier by manually classifying the first few uploads. Assure Pro learns from your corrections over time (the correction flywheel).

How to rename a default type

The display name is editable. For example, rename “1099-MISC” to “1099-MISC (legacy)” to signal that the IRS has split it into NEC/MISC.

[Screenshot: Settings → Document Types with the W-2 type open for editing]

How a document flows through the system

Upload → Assure Pro picks the type (80%+ confidence)
       ↓
       Extracts the fields for that type
       ↓
       Lands in the AI Review Queue if below threshold
       ↓
       Firm confirms or corrects
       ↓
       Activity log records each correction
       ↓
       Type pill shown on the document row
       ↓
       Type filter available in search

Permissions

Next

• Extraction & review — how field templates drive extraction and the review queue.
• Document classification — the classifier in detail.
• Folders & folder templates — pair types with folder structure.