No. If you have an outsourced IT provider, they are only required to attend the installation appointment.


Yes, your clients can upload Word, Excel, and PDF files into TaxCaddy. Additionally, when your clients receive paper documents they can use the TaxCaddy app for iPhone and Android to photo-scan and upload the documents as PDF.


You can get a data-driven savings estimate from a SurePrep product expert. Our ROI calculator uses anonymized usage data from real SurePrep customers to generate custom projects. Get more information about an ROI consultation.


You will receive an email from SurePrep Customer Support with a calendar link that you can use to schedule your installation. The email will also contain a link to the IT Questionnaire, which you should complete before your appointment.


You will receive an email from SurePrep Customer Support with a calendar link that you can use to schedule your installation. Please save this email and reply to it if you experience any issues after installation. SurePrep’s customer support software will automatically CC your Account Executive on this thread.


You will receive an email that includes next steps and detailed onboarding instructions, including the Onboarding Training Timeline and a SurePrep Advocate Questionnaire.

Please complete the Questionnaire at your earliest convenience and return it in the original Excel format. Along with your Questionnaire, please provide your availability for the Kickoff Meeting. The Client Success Project Coordinator will schedule the Kickoff Meeting with your Advocate Team.


The Kickoff Meeting is a 45-minute introduction to your Onboarding Specialist, who is part of your Client Success Team. We recommend that all Advocates attend. Prior to the meeting, all Advocates need to review Kickoff Meeting videos in SurePrep Academy, our onboarding expectations, the completed SurePrep Advocate Questionnaire, and the User Login List. We will schedule your future onboarding meetings during this time, so if any Advocates are unable to attend, please ensure that you can access their calendar availability.


In general, attendees can join meetings from anywhere, provided they have the SurePrep software installed. During the Kickoff Meeting, only the Advocate who worked with SurePrep Customer Support during install needs to have the software installed. This Advocate will be asked to screenshare.


We recommend viewing the prerequisite Kickoff Meeting videos because they give you a beneficial “sneak peek” into the onboarding process, but viewing the videos is not required.


You should contact your Onboarding Specialist. Your Onboarding Specialist is your primary contact for the duration of the onboarding process, which ranges from the Kickoff Meeting to the Go Live Meeting.  


During the Kickoff Meeting, your Onboarding Specialist will help you decide what’s right for your firm. If you choose to complete the 1040SCAN and TaxCaddy onboardings separately, you will first attend all 1040SCAN meetings, then all TaxCaddy meetings. If you choose to combine the 1040SCAN and TaxCaddy onboardings, you will attend the meetings in an order that mirrors the flow of the SurePrep tax process. No matter which option you choose, you will attend all the same meetings and receive a full onboarding experience for both products. The only difference between the two options is the order that the onboarding meetings take place.


Although we always aim to accommodate our clients’ availability and training requests, we plan one meeting per week for the following reasons:

  1. We find that one meeting per week allows users ample time to work through the prerequisites prior to the next meeting. If meetings are too close together, we see a tendency for Advocates to miss the “homework” step, which leads to a less productive training session.
  2. We find that meetings exceeding 90 minutes tend to cause attendees to lose focus and miss important information.
  3. We are invested in your long-term success and have developed the training outline with your success in mind. Therefore, we feel that whenever possible, it is best to limit meetings to one per week. However, we are open to discussing your situation should you need an exception.

The number of meetings will depend on the product mix your firm purchased. Please consult the chart below. Keep in mind that Leadsheets Training is covered in a separate 90-minute meeting and is not included in these tallies. The first meeting is always the Kickoff Meeting, and the last meeting is always the Go Live Meeting.

1040SCAN only         5 meetings
1040SCAN + TaxCaddy7 meetings
1040SCAN + Leadsheets6 meetings
1040SCAN + TaxCaddy + Leadsheets8 meetings

Although we recommend that all Advocates attend the onboarding meetings, we do record each meeting and can provide the recording upon request. The Lead Advocate should always attend for the sake of continuity. If the Lead Advocate cannot attend, we should reschedule.


The key attributes of an ideal Advocate are as follows:

  1. Someone who is excited to adopt technology to improve the firm’s processes.
  2. Someone ready to be the voice of the office. Advocates will bring others’ questions and concerns to a common table.
  3. Someone who is approachable by others and capable of garnering consensus from all staff levels.
  4. Someone who is well-versed in the firm’s internal processes. Someone new to the firm is not an ideal candidate.
  5. Someone who learns well and can attend every training session. Advocates will later provide training to others at the firm and become an in-house touchpoint for answers and solutions.


The Lead Advocate role should be assigned thoughtfully. This individual will be responsible for understanding how SurePrep solutions integrate with your tax workflow from start to finish. They will be the go-to person for all questions and communications between our teams. After onboarding, they will become the lead trainer for all other local users at the office.

The key attributes of an ideal Lead Advocate are as follows:

  1. Someone who has extensive tax knowledge.
  2. Someone who is technologically savvy. At a minimum, this person should be familiar with the firm’s current tax processing workflow.
  3. Someone who has a thorough understanding of the firm’s goals and expectations.
  4. Someone who has the authority to enforce change.
  5. Someone who can participate in all meetings, including all onboardings and trainings. This person will be a key member of the training process and act as a liaison to the SurePrep training team.
  6. Ideally, someone who easily adapts to change and exhibits both leadership and motivational skills. 

SPA refers to SurePrep Academy, our learning management software (LMS), which houses all the learning assets for your onboarding journey.


Your Account Executive and Account Manager will remain your primary contacts. (Your Account Manager will reach out shortly after onboarding is complete.)  If you feel that your team needs additional training, please reach out to your Account Manager, who can help you schedule time with the Client Success Team. SurePrep is invested in your long-term success. We are always here to empower you and help you achieve your goals.


Our team purges SPA accounts that have been inactive for 6 months. If a user’s account was deactivated due to inactivity, you can ask your SurePrep Account Manager to readd the user. As long as a user logs in at least every 6 months, they will retain indefinite access to training videos.


Yes. To unlock the webinars, users must first complete the prerequisite videos. We assign all users the same learning plan so that they can understand the SurePrep tax process from beginning to end, which helps them understand their own role in it. For example, a high-level Reviewer might find it helpful to understand why data populated in a particular place inside the binder. The videos that cover the Review Wizard would provide that clarity.


Self-Guided Onboarding is a series of videos, followed by scheduled live webinars. The webinars reinforce the key takeaways from the series of videos. Users must complete the prerequisite videos before they can register to attend a webinar. However, users may continue to watch videos if they have not yet attended the webinar for the previous section.

In addition to the videos and webinars, you will be assigned an Onboarding Specialist who will perform check-ins on your firm’s progress. We also offer two open office hour sessions each Friday from 10-11 AM EST and 3-4 PM EST, which your team is welcome to join to ask any questions they might have.

The Self-Guided Onboarding timeline is solely dependent upon your firm, as you are responsible for enforcing completion of the videos and webinars.


Please reach out to your Client Success Project Coordinator or your Onboarding Specialist. They can verify whether the email on the User Login List is accurate.

If the email is accurate and the user still does not see the email in their inbox, please ask them to visit SurePrep Academy (academy.sureprep.com) and click on the button that says Reset Your Password (SurePrep Clients Only). After they enter their email address, our system will resend the link. It comes almost immediately, so please ask the user to check right after submitting. The user should follow the instructions in the email to create a SurePrep Academy password.


Once you return the completed Advocate Questionnaire, ALL USERS listed on the User Login List (Tab 3) should receive an email inviting them to SurePrep Academy (SPA) within the next 2-3 business days. This email will come from LMSAdmin@sureprep.com, contain login credentials, and provide access to prerequisite training videos. Please ensure this email address is “whitelisted” and tell your users to expect the email. If anyone does not receive the email, please let us know. It is important that everyone has access to SPA during onboarding.


We request role assignments so that we can assign role-specific learning assets during onboarding and in the future. For example, Reviewers do not need to complete every asset in the Preparer learning track. Additionally, Advocates receive an extra “Admin Setup” training.


The Advocates are assigned the same training assets, except for an additional training titled “Admin Setup.”


The Advocate Questionnaire provides a detailed description of Other User roles (non-Advocates) on Tab 2, as follows:

  1. Preparer: These individuals prepare tax returns and perform data entry into tax software. At the conclusion of their training, Preparers should understand how to prepare a tax return in SPbinder, including organizing non-standard documents, annotating workpapers, and reviewing data.
  2. Reviewer: These individuals review tax returns. At the conclusion of their training, Reviewers should understand how to review a return in SPbinder. This includes reconciling the tax return to the source documents and leveraging SPbinder’s review tools, such as Annotations, Notes, and Signoffs.
  3. Administrator: These individuals are responsible for SurePrep product front-end processes. Their duties may include sorting source documents, scanning images, and submitting information to SurePrep. Administrators will also learn how to verify data captured by 1040SCAN’s Optical Character Recognition, unless your firm chooses to outsource verification with 1040SCANverify.

If someone in your firm acts as both Preparer and Reviewer, you should assign them the Preparer role. The Preparer training path includes most of the Reviewer training assets, plus additional assets for Preparers.


Yes, that is acceptable. Firms sometimes need additional Advocates for a variety of reasons. For example, firms with multiple offices may want at least one Advocate from each location.

To add extra Advocates, simply add more rows to the first tab of the Advocate Questionnaire.


Yes, TaxCaddy features will work for standalone users as long as it is for one of the SurePrep supported tax softwares (CCH Axcess Tax, GoSystem Tax RS, Lacerte and UltraTax CS). Firms that do not use SurePrep supported tax software can still use TaxCaddy but some features will not be available (e.g., customized document request list). Submit the Contact Sales form for more information.


An average return with 50 pages of source documents generally takes less than 30 minutes to process.


Security for SurePrep’s 1040 tax automation solutions:


  • SurePrep is ISO 9001:2015 Certified
  • SurePrep maintains a SSAE 18 SOC 2 Type 2

Hosted Web Servers

SurePrep uses the IBM Cloud as their primary infrastructure-as-a-service (IaaS) provider. IBM regions in San Jose, Dallas, and Washington, D.C. provide enterprise-level hosting with redundant power supplies, environmental controls, redundant internet connections, and physical security. SurePrep also utilizes Microsoft Azure and AWS to host ancillary services for production, development, and administrative services. SOC 2 reports are issued by all three cloud providers.

SurePrep utilizes best in class CDN and EDR to ensure the security and resiliency of our offerings.

Cloudflare is utilized to further protect customer service delivery. Cloudflare provides communications optimization between user endpoints and servers in the IBM Cloud. Cloudflare also provides an additional layers of security, protecting against distributed denial of service (DDOS), abusive bots, domain name server (DNS) spoofing, and other types of network attacks. SOC 2 reports are available on request directly from Cloudflare.

CrowdStrike is utilize for Endpoint Detection and Response (EDR) to continuously monitor endpoint activity from a single endpoint to the threat level of the organization.  CrowdStrike provides deep and continuous human analysis, 24/7, to relentlessly hunt for anomalous or novel attacker tradecraft that is designed to evade standard security technologies.

SurePrep has service centers in Irvine, California and Mumbai, India. Each of these centers is fully functional, housing customer support services, software development, information technology, information security, and administrative teams. Both SurePrep service centers utilize physical access control systems which include on-duty security guards, and badge readers at doors. Closed-circuit video cameras record all activities inside each building. Access to the on-premises server room is restricted to authorized individuals. 

Service Centers

SurePrep has implemented a comprehensive service center security policy for teams/individuals performing 1040SCANverify and Outsource services for customers that is designed to ensure the protection of data. Security measures include policies that:

  1. Restrict physical access to the processing and server environments.
  2. Ensure a paperless environment so data cannot be removed from the facility.
  3. Standard computer hardware and software configurations restrict access to email and Internet sites.
  4. Thin clients are used with centrally managed servers. No data ever resides on the diskless thin client, and provide only keyboard, video and mouse input.
  5. PC-based workstations do not have CD or floppy drives and USB ports are disabled.

Physical Security

  • A security guard is stationed at the facility entrance.
  • Access card required to enter the facility.
  • Access card required to enter the server room.  Access is restricted to the IT and service center manager.

Paperless Environment

  • Returns are prepared in a paperless environment.  No source documents or tax returns are printed.

Personal Belongings

  • Cellphones and other personal belongings are not allowed in the service center.


  • Workstations have no removable media devices.  

Internet Access

SurePrep operates Tax Operations in a Secure environment for its Service Center operations.  The Secure Environment is restricted to job specific functions and nothing else.

  • No access to email
  • Hardened Virtual Desktops with only the necessary software installed
  • Tight data egress controls utilizing proxy servers

SPbinder can contain scanned documents, PDF files, Excel schedules, Word documents, and even Outlook emails.


SPbinder can be used on any engagement type. The organizational structure of 1040 and 1041 returns are set up automatically and custom engagement types can be created for business entity returns, compilations, reviews, audits or any other type. Binder templates can then be used to minimize set up time and to promote standardization.


SPbinder is specifically designed for tax return preparation while ProSystem fx Engagement is intended for trial balance-based engagements (financial statement work such as compilations, reviews and audits). SPbinder gives users the tools for highly flexible tax workpaper organization. It’s wide array of tickmarks and annotations are tax return preparation specific whereas ProSystem fx Engagement’s are designed for trial balance work.

Additionally, multi-page PDFs are automatically split so each page can be bookmarked separately in SPbinder. ProSystem fx Engagement’s functionality is far more rigid, forcing users to instead drag and drop individual PDF documents into separate folders for organization.


Many of the tasks that accountants need to perform like bookmarking and organizing workpapers, signing off workpapers, merging subsequent documents like a late K-1, communicating between staff members and incorporating file types such as Microsoft Word and Excel, are difficult and time consuming in Adobe Acrobat, if you can perform them at all. SPbinder performs these and many other accounting related tasks with ease.


Yes. SPbinder can be purchased independently of 1040SCAN for non-1040/1041 engagement types. Custom binder templates can be created to minimize setup time and to promote standardization.


SPbinder is specifically designed for tax return preparation while Workpapers CS is intended for trial balance-based engagements or more general workpapers. SPbinder gives users the tools for highly flexible tax workpaper organization. Its wide array of tickmarks and annotations are tax return preparation specific.

Additionally, multi-page PDFs are automatically split so each page can be bookmarked separately in SPbinder. Workpapers CS’s functionality is far more rigid, forcing users to instead drag and drop individual PDF documents into separate folders for organization.


We recommend scanning in black and white at 300 DPI. Detailed scanner settings for the supported Canon and Fujitsu scanner models can be found in our customer Help Center.



ADP iPayStatements

ADP Portal

ADP Run Payroll

ADP TotalSource

ADP Workforce Now

Ally Bank

Amegy Bank Mortgage

American Express Personal Savings

American Funds

Ameriprise Financial


Bank of America


Boeing Employee’s Credit Union


CENLAR Mortgage

Charles Schwab



Citizens Bank


Discover Bank



Edward Jones



Fifth Third Bank

First Bank Mortgage

First Republic Bank


JP Morgan




LPL Financial


Merrill Lynch Wealth Management

Morgan Stanley Wealth Management

Mr. Cooper Mortgage



Navy Federal Credit Union

Northwestern Mutual Investments


Oppenheimer Wealth Management

Optum Bank


Paychex Flex



Quicken Loans


Raymond James

RBC Bank Mortgage

Ruoff Mortgage


SWBC Mortgage



TDAmeritrade Institutional



UBS Wealth Management


Union Home Mortgage

United Wholesale Mortgage

US Bank Home Mortgage






Wells Fargo

Wells Fargo Advisors

Wells Fargo Mortgage


Separator pages are not required, however, complete consolidated statements should be scanned in sequential order and K-1s should be scanned last. 1040SCAN ORGANIZE, 1040SCAN PRO and 1040SCANverify will do the rest of the organization for you. *SurePrep customers should refer to the Help Center for best practices.


Security of your client’s data is our highest priority. As a TaxCaddy user, your client will benefit from best-in-class technology, data centers, and infrastructure to meet the strict requirements of the most security-sensitive CPA firms in the world.


TaxCaddy is built with layers of protection across a secure, reliable infrastructure. TaxCaddy leverages the Microsoft Azure cloud to ensure data security through encrypted communications, threat management, and threat mitigation practices, including regular penetration testing. TaxCaddy uses Amazon Web Services for secure, reliable storage. TaxCaddy documents and data are encrypted in transit and at rest using Amazon’s best-in-class Secure Socket Layer and Server-Side Encryption technologies.

Testing and Validation

TaxCaddy has been audited, tested, and validated by Symosis LLC. Symosis is an independent, security-focused consulting firm employing leaders in the industry. TaxCaddy was found to enforce security controls to support a secure processing solution. The Symosis security attestation can be downloaded at sureprep.com and taxcaddy.com. Additionally, TaxCaddy is used by two of the largest CPA firms in the world, and it’s been through their rigorous security testing and validation.

SOC 2 Audit

SurePrep, the developer of TaxCaddy, received a SOC 2 Type 1, an independent service auditor’s report on controls relevant to security, availability, confidentiality, and processing integrity set forth by the AICPA Trust Services Criteria.

Smart Links

Credentials for TaxCaddy Smart Links accounts are encrypted from the moment they’re entered, so nobody can ever see or steal data as it is transmitted to or from the account. No matter what device is used, from desktop browser to mobile phone, data is always sent using 256-bit Secure Socket Layer encryption.

Tax documents are delivered directly to the client’s TaxCaddy account—no other service gets access to the documents, nor are they stored anywhere else. If your client chooses to delete any of the documents in their TaxCaddy account, those documents are permanently deleted—the taxpayer maintains full control of their tax documents. The taxpayer can delete any (or all) of their Smart Links at any time. When a Smart Link is deleted, the encrypted username and password information is deleted immediately.

Passwords and Two-Factor Authentication

To help keep TaxCaddy safe, the system requires a strong password that includes a number, a special character, both uppercase and lowercase letters, and a minimum of 8 characters.

TaxCaddy uses two-factor authentication to help keep the account secure by prompting the taxpayer to enter their password and a unique, one-time verification code each time they log in. Although the taxpayer can select “Don’t ask me for verification again on this computer,” we recommend keeping the two-factor authentication enabled on all devices.

We regularly review and update security policies; provide security training; perform application and network security testing, including penetration testing; monitor compliance with security policies; and conduct internal and external risk assessments.


Yes, TaxCaddy uses knowledge-based authentication to verify your client’s identity at the time of signing documents that require IRS-approved identity verification like the e-file authorization.


Yes, your clients can upload Word, Excel, and PDF files into TaxCaddy. Additionally, when your clients receive paper documents they can use the TaxCaddy app for iPhone and Android to photo-scan and upload the documents as PDF.


Yes. If you receive hard copies of documents from your client, you can scan and upload those documents directly to your client’s TaxCaddy account.


No. You can submit what you have when you have it and then submit additional documents later. 1040SCAN ORGANIZE, 1040SCAN PRO, and 1040SCANverify will automatically append additional documents to the appropriate job.


SurePrep’s REST API enables users to integrate with the SurePrep FileRoom to automate and streamline their workflow. This API is organized around REST. We use built-in HTTP features, like HTTP authentication and HTTP verbs, which can be understood by off-the-shelf HTTP clients. Learn More


Compatible Operating Systems:

  • Windows 8
  • Windows 10 or higher

Compatible Network Services:

(includes Small Business Server)

  • Windows Server 2008
  • Windows Server 2016
  • Windows Server 2019
  • Citrix Server (on Windows Server 2008 or higher)

Required MS .Net Framework:

  • Version 4.5.2 or higher

Compatible Tax Software Applications:

  • Axcess Tax (CCH)
  • GoSystem Tax RS (Thomson Reuters)
  • ProSystem fx Tax (CCH)
  • Lacerte (Intuit)
  • UltraTax CS (Thomson Reuters)

Compatible Software:

  • Adobe Reader 9.0 or higher (or similar PDF software).
  • Word and Excel 2007
  • Word and Excel 2010
  • Word and Excel 2013
  • Word and Excel 2016
  • Microsoft Office 365

Compatible Browser

  • Google Chrome (v85 or higher)
  • Mozilla Firefox (v81 or higher)
  • Microsoft Edge (v85 or higher)

Internet Speed:

  • High-speed, such as T-1, DSL, or Cable/Broadband

Minimum Processor:

  • 2.0 Ghz (Quad Core)

Minimum Memory (RAM):

  • 8 GB RAM
  • 12 GB RAM (Recommended)


  • 19″ with screen resolution of 1024 x 768 or higher, (dual Monitors are recommended).
  • System time should match the standard time zone.


  • 300 DPI resolution
  • Grayscale mode scanning
  • Multi-sheet feeder
  • Ability to create a PDF
  • PDF files must be compatible with Adobe 9.0 and higher
  • Scans 15 ppm or higher

For full preparation outsourcing you must use either CCH Axcess Tax, GoSystem Tax RS, Lacerte, or UltraTax CS.


Yes. Although all of our solutions are intuitive and easy to use, training will ensure that you maximize the benefits of the system. We provide a wide range of training options to assist you. Please visit our training and onboarding page for more details.


Unlimited e-mail, live chat, telephone, and GoToMeeting support is provided free of charge to all current customers. Customers can contact our support department in the SurePrep Help Center: https://helpcenter.sureprep.com


1040SCAN client disclosure and consent requirements depend on the level of service you are using. No special disclosure or consent are required if you are using 1040SCAN ORGANIZE or 1040SCAN PRO, since using these services do not result in the disclosure of client data to anyone outside your firm. Special disclosure and/or consent are only required when using 1040SCANverify or our full preparation outsourcing services.


Client tax information is electronically shared on secure SurePrep servers utilizing the latest data encryption technology. SurePrep servers are located in redundant SSAE 16 certified Internet Data Centers located in the continental US. All information is maintained online and a log entry is automatically generated each time it is accessed. In addition, SurePrep accountants are bound by comprehensive non-disclosure agreements that require complete confidentiality. For additional information please visit the Security page.


Yes. Our onshore outsourcing option provides all of the benefits of our offshore option. Onshore processing is performed in our Irvine, California location.


SurePrep has developed a web-based document management tool that you will use to store your clients’ source documents electronically. This easy to use tool also allows you to enter notes and comments about your clients’ tax data that is pertinent to the preparation of the return. The SurePrep staffperson assigned to your returns will inform you of any important information about the return using the same tool.


While SurePrep’s accountants will prepare the tax returns, our role is transparent to the process from your clients’ perspective. Your firm is responsible for tax planning, reviewing and approving the return prior to delivery.


It is well known that many countries have highly educated English-speaking workforces. Many large accounting firms have recognized this fact and are processing their US clients’ tax returns offshore to lower costs and improve client service. SurePrep continually strives to provide the highest quality and most cost effective service possible. These business practices allow us to deliver more efficient and cost-effective services to you. If our offshore option is not right for you, please consider our onshore option.


Yes, you are always in control. Your firm maintains the original copies of your clients’ records plus you can access the electronic files anywhere you have an internet connection to see the status of each return. Once the return is complete, it is securely transmitted to you in a file format compatible with your tax software. If necessary, the return can easily be modified online by your staff or your SurePrep team.


Standard pricing for SurePrep’s tax preparation services are based on the complexity of the return. Please Contact Sales for detailed pricing information.


SurePrep offers numerous advantages including increased availability of qualified personnel, faster turnaround time, secure online access, and higher customer satisfaction. But the most important advantage is cost. By outsourcing the preparation of tax returns to SurePrep you can save up to 50 percent over what it is costing you now. At the same time, you can reduce, or even eliminate, your need to increase staff during peak tax season. In addition, by capturing and storing all your clients’ tax information in electronic format, you will be able to take advantage of the latest technology to improve workflow, speed your tax preparation process, and take your firm paperless.


SurePrep’s Chartered Accountants are professionals who have been specially trained in US tax law. They maintain proficiency through ongoing classes conducted live by US tax professionals that educate them on the latest changes in tax code.