Intake overview

Intake is how you collect information and documents from clients — questionnaires, document checklists, and AI-assisted classification. Every tax engagement starts here: what the client owes you, what’s missing, and what they’ve already provided.

The four building blocks

Assure Pro organizes intake into four layers. Each builds on the one below it.

Block	What it is	Where you find it
Library	Pre-built packs and starters from Assure Pro — covers most return types out of the box. Read-only; you copy from it.	Intake → Library
Pack	A reusable bundle of questions and document requests. The library ships universal packs; you can build your own custom packs.	Intake → Custom packs
Starter	A pre-assembled set of packs for a specific entity or return type. The fastest way to spin up a new template.	Inside the New template dialog
Template	A complete organizer, ready to send. Tied to one return type and one tax year. Built from one or more packs.	Intake → Templates
Organizer	A template sent to a client. The client fills it in; you review the responses.	Intake → Organizers

Where to find it

Open Intake from the sidebar. It splits into four sub-items:

Sub-item	What you see
Organizers	The list of organizers sent to clients, with status and progress. The “what’s happening right now” view.
Templates	Your firm’s templates. Build, edit, archive, send.
Custom packs	Packs your firm has built.
Library	Assure Pro’s universal packs and starters. Copy into your own packs and templates.

[Screenshot: Intake landing page with the four sub-items]

The path most firms take

Pick a starter

Open Intake → Templates → + New template. The starter gallery opens. Pick one matching the return type you want to build — for example Standard 1040 or S-Corp 1120-S small firm. Give it a name and tax year. Click Save.

Edit the template

The template editor opens with sections from the starter pre-loaded. Add or remove packs, edit questions, reorder sections, and add conditional logic. Your changes save automatically as you work.

Preview

Toggle Preview in the editor top bar. Assure Pro renders the organizer the way the client will see it. Try different personas — single, married, with a business — to see how conditional logic shows or hides sections.

Set as default (optional)

Mark one template per return type and tax year as the default. New engagements for that return type pick this template automatically.

Send to a client

From any view, click Send organizer, pick a template and client, add an optional title and description, then send. The client gets an email and signs into your firm’s portal to fill it in.

Review responses

When the client submits — or as they fill it in — open Intake → Organizers and click the organizer. The review view shows their answers and uploaded documents side-by-side. Approve, request changes, or close it out.

Who fills it in

You decide. Two patterns are common:

Pattern	Who fills it in	When to use it
Send to the client	The client signs into your firm’s portal and works through the organizer.	Default for individual clients.
Fill it in yourself	You (or your admin) interview the client over the phone and type answers in.	For clients who don’t use computers, or business clients where the controller has the data and prefers a call.

Either way, the answers land in the same organizer — only the entry path differs.

AI in intake

Assure Pro uses AI in three places inside intake:

Where	What it does
Document classification	When the client uploads a document, AI tags it with one of 25+ document types and matches it to a checklist item. See Document classification.
Extraction	For common forms (W-2, the 1099 family, 1098), AI pulls the field values. You review them side-by-side in Extraction & review.
Smart reminders	Assure Pro writes personalized reminder messages naming the specific documents still missing — not a generic “you owe us things” email. See Smart reminders.

These always run. You see confidence scores and can correct anything.

Permissions

Action	Who can do it
View organizers, templates, and packs	Anyone with View intake access
Send an organizer	Create intake access
Resend, mark reviewed, unlock, request changes	Edit intake access
Create or edit templates and packs	Edit intake (and Create intake for new ones)
Delete templates, packs, or organizers	Delete intake access

Sending organizers — the send flow start to finish.
Templates & the editor — building and editing templates.
Custom packs & library — packs, scenarios, starters.
How clients access organizers — what the client sees on their side.