HELP CENTER

Using Vouchap as a Firm or as a Client

This guide walks through the key workflows for both sides of the tax‑filing relationship. Pick the section that matches your role and follow the steps feature by feature.

FOR FIRMS

Run tax season in one secure workspace.

Start here if you are a partner, manager, or staff at an accounting or bookkeeping firm.

Getting started as a firm

Sign up on the web at the registration page and create your firm workspace. Add your firm name, logo, and basic contact details so clients can clearly recognize who is inviting them.
Invite internal teammates (partners, managers, staff) to your firm workspace before you start inviting clients. Each teammate will get their own login and permissions.

Inviting clients to a secure portal

From the firm dashboard, create a new client and send them a Secure Portal invite using a single smart link instead of a long instruction email.
Each invite leads to a branded landing page with your firm name and logo. Clients can join on web or mobile, and the invite link will respect your security and expiry settings.

Managing clients, labels, and assignees

Use the client list to see all clients at a glance. Each client can have multiple text labels to reflect their status or type (for example: “2024 Tax”, “Bookkeeping”, or “High Priority”).
Open a client detail page to update labels and change the assignee. Only firm admins can reassign clients; this keeps ownership clear and prevents accidental changes.

Creating tax projects and shared to‑dos

For each client, create one or more tax‑filing projects (for example: “2024 Personal Tax Return” or “2024 Corporate T2”). Projects help you separate work across tax years and services.
Inside a project, add shared to‑do items that both your firm and the client can see. Use clear, action‑based titles so clients always know exactly what you need from them.

Requesting and reviewing documents

Attach document requests directly to tasks (for example: “Upload T4 slips” or “Upload bank statements”). Clients can respond by uploading files from their phone or desktop.
As documents arrive, mark items as received or reviewed so your team can see what is still missing. This replaces long email threads and scattered attachments.

Using Cody (Client Assistant) to scale outreach

Use Cody to draft and send Secure Portal invites to many clients at once. You stay in control of who is contacted; Cody simply speeds up the messaging and follow‑up.
Review Cody’s suggested messages before sending. You can adjust tone and content so every invite still feels on‑brand for your firm.

Notifications, reminders, and timelines

Clients receive notifications when you invite them, assign a new task, or request additional documents. This keeps tax‑season work moving without constant manual follow‑ups.
On the firm side, use timelines to review the history of invites, uploads, comments, and task changes for each client. This creates one source of truth if you need to audit what happened.

Account, security, and support

Firms can control who has access to each client by managing assignees and team membership. Remove access immediately when staff leave your firm to keep data secure.
All document uploads go through a secure portal instead of email attachments. If you need help with setup or a specific workflow, contact support from within the web app.

FOR CLIENTS

Know exactly where to go and what to upload.

Start here if you have been invited by a firm and want to understand how to use your secure portal.

Getting started as a client

You will receive a Secure Portal invite from your accounting firm, usually by email or message. Open the link on your phone or computer to see who is inviting you.
On the landing page, confirm the firm name and logo, then follow the steps to create your account. You can continue on the web or switch to the mobile app at any time.

Joining your firm’s secure portal

After you accept the invite, you will join your firm’s secure portal space. This is where you will see all tasks, document requests, and messages related to your tax‑filing.
If you change devices later, simply log in with the same email or phone number you used when you first accepted the invite.

Understanding projects and tasks

Your firm may create one or more projects for you (for example: “2024 Personal Tax Return”). Think of each project as a folder that holds tasks, documents, and status for that work.
Inside a project, you will see a shared to‑do list. Items marked as “For you” are your responsibility; items marked as “For firm” are handled by your accountant or bookkeeper.

Uploading receipts and documents

When a task asks you to upload a document, tap or click the upload button to choose files from your device or to use the camera on your phone.
You can upload receipts, PDFs, and other supporting documents directly into the secure portal, instead of sending them as email attachments.

Responding to firm questions

Sometimes your firm will ask follow‑up questions or request clarifications inside a task. Reply in the same place so that the full conversation stays attached to the work item.
If something is unclear, you can leave a comment on the relevant task instead of starting a separate email thread.

Using Cody (Client Assistant)

Cody can help you understand what the firm is asking for in plain language, summarize long instructions, or remind you which tasks are still outstanding.
You stay in control of what you actually send. Cody is there to help you organize and respond more quickly, not to replace your decisions.

Staying on top of tax‑season deadlines

You will receive notifications when your firm assigns a new task, updates a due date, or leaves a comment. Check your portal regularly during tax season to avoid last‑minute rushes.
Use the shared task list as your single checklist for what is left to do. When you finish an item, mark it as done so your firm can see your progress in real time.

Privacy, security, and support

Your documents are uploaded to a secure portal built for sensitive tax information. Avoid sending tax documents over regular email whenever possible.
If you lose access, change email addresses, or notice anything unusual, contact your firm or reach out through the support options shown inside the app.