Proper document management helps ensure accuracy, efficiency, and a smooth review process. Below are recommended best practices for organizing and preparing client documents within Firm360.
Overview
When a collection of documents is received from a client for a project (for example, tax preparation), it is best practice to consolidate those documents into a single, organized PDF file. This creates a complete digital workpaper file for the engagement and simplifies preparation and review.
Firm360 provides a Merge Documents feature within the Documents tab that allows you to combine multiple files into one PDF.
How to merge documents in Firm360
Why Merge Documents?
Merging documents into a single PDF:
Creates one comprehensive workpaper file for the project
Simplifies preparation and review
Reduces document clutter
Ensures all received documents are accounted for
Recommended Workflow
1. Request Required Documents
Begin by requesting all necessary documents from the client for the project.
2. Merge All Documents into One PDF
Once documents are received:
Navigate to the Documents tab
Select the applicable files
Use the Merge Documents feature to combine them into a single PDF
Best Practice:
Arrange the documents in the order the data will be entered into your tax software (for example: W-2s first, followed by 1099s, dividends, etc.). This improves efficiency during preparation.
During the merge process, consider selecting the “Delete source documents” option to eliminate duplicate files and reduce clutter.
3. Store the Merged File in an Organized Location
For additional organization, you may create a tax year folder within Firm360 and store the merged PDF there. This keeps client records structured and easy to locate.
4. Mark Up the Workpapers by Using Edit in Adobe or Microsoft Feature
As the preparer enters data from the merged PDF into tax software, it is recommended to:
This provides clear visibility for the reviewer and confirms that documents have been processed.
Some firms also use TicTie Calculate, an Adobe Acrobat plug-in designed for accounting professionals. It allows you to:
Add calculator tapes
Insert tick marks
Create cross-references
Apply page sign-offs
This can further enhance documentation and review workflows.
5. Handling Late or Additional Documents
If an additional (outlier) document is received after merging:
Add the new document to the existing merged PDF
Delete the standalone document to maintain one consolidated workpaper file
How to Confirm Completion
You know all documents have been consolidated when there is one merged PDF file containing all workpapers for the project.
Important Notes
Excel files cannot be merged into a PDF using the Firm360 merge feature.
Excel workpapers must remain as separate files.
Following these best practices helps maintain organized, review-ready workpapers while improving efficiency and consistency across your firm.