The Project Delivery Package streamlines your firm’s tax return delivery process by securely sharing finalized documents with clients and outlining the actions they must complete before you can finalize their return (such as signing forms or paying an invoice).
The Delivery Package is sent as a message through the client portal and includes a clear list of required Client Actions. Because it is delivered through the portal, this feature is only available for clients with portal access enabled.
Initial Setup: Enabling the Project Delivery Package
Before using Delivery Packages, you must configure a Project Status that will trigger the package.
Note: You must have the Admin role to edit Customizations.
Steps:
Navigate to Customization in the ribbon on the left.
Select Project Statuses.
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Create a new status or edit an existing status and name it Delivery Package Ready.
When a project is moved into this status, you will be prompted to create a Delivery Package.
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Check the box for Delivery Package Ready and Suppress Client Actions Notifications.
This prevents the client from receiving separate notifications for each individual Client Action when they receive the Delivery Package.
To save time and ensure consistent communication, you can create a Client Message Template for your Project Delivery Packages. This allows you to reuse a standardized message instead of retyping it each time you send a package.
How to Create a Client Message Template
Navigate to Customization.
Select Client Message Templates.
Click the Add button in the upper right corner.
Enter a Template Name, Subject, and Message Body for your Delivery Package message.
Save the template.
Once created, this template can be selected when sending a Project Delivery Package, streamlining your workflow and maintaining consistent client communication.
Creating the Project Delivery Package
Once the Project Delivery Package feature has been enabled and your status has been configured, you will be prompted to create a Delivery Package when a project is moved into the designated Delivery Package Ready status.
When the project status is updated to this dedicated status, a blue notification bar will appear across the top of the main Project tab. This banner will include a Create Delivery Package button (as shown in the image below).
Click Create Delivery Package to begin assembling and sending the package to your client.
Adding Required Client Actions to the Delivery Package
Based on the actions you need your client to complete, you will need to set up the appropriate Client Actions within the project.
This may include one or more of the following:
Requesting a signature for any document that requires client approval.
(Click here for detailed signature instructions.)Creating an invoice for the client to pay.
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Tying an invoice to a document, which requires payment before the client can view the document.
This option will also automatically publish the document to the client portal.
Steps to Create a Client Action for Invoice Payment
Navigate to the Tasks tab within the project.
Click Add Client Action.
From there, select the appropriate action type (such as invoice payment) and complete the required details before saving.
Enter a Title – This is the label the client will see in their portal, so be sure it clearly describes the action (for example, “Pay 2023 Tax Preparation Invoice”).
Select the Invoice – Choose the invoice the client is required to pay from the dropdown list.
Select the Project – Confirm the correct project is selected. This field should automatically prefill based on the project you are working in.
Steps to Require Invoice Payment Before a Client Can View a Document
To tie an invoice to a document and require payment before the client can access it in the portal, follow the steps below:
Navigate to the Documents tab within the project.
Locate the document you want to share and click the Action dropdown menu.
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Select Allow Client Portal Access.
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In the pop-up window, toggle on Enable this to require payment.
This setting prevents the client from downloading the document until the selected invoice has been paid.
Select the appropriate Invoice from the dropdown list.
Click Confirm.
Once confirmed, the document will be published to the client portal, and payment will be required before the client can access it.
Creating and Sending the Delivery Package
You are now ready to create the Delivery Package.
From the Main tab within the project, click Create Delivery Package.
Steps to Create the Delivery Package
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Select or Enter Your Message
If you created a Project Delivery Package message template, select it from the dropdown.
If not, manually enter the Subject and Message for the client.
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Review Client Actions
Confirm that all required Client Actions are included.
You may reorder or remove any actions as needed.
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Review Documents
Confirm the correct documents are attached to the package.
You may reorder or remove documents if necessary.
Click Send to Client.
Note: If there is no email address listed for the primary client or spouse, an email notification will not be sent. However, the Delivery Package will still be available within the Client Portal.
You can view and Edit the Delivery Package at the bottom of the project screen under the Delivery Packages section.
Editable Items:
Updating Client Message
Removing Action Items
Removing Documents
This area will display all Delivery Packages associated with the project, including their status and details.
Delivery Packages once action items have been fulfilled can be marked complete by the client or a Firm360 user.
For details on the client experience, click [HERE] to review the article!