Document Collection for Accountants, Built for Tax Season.

DokuTrak is client document collection software for accountants who are done chasing W-2s: a simpler alternative to a client portal. A no-login upload link your tax clients actually use, auto-reminders, one-click review. Plans start at $79/month.
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What tax season usually looks like

Documents arrive the week of the deadline

Clients say they sent everything. They did not. You are manually going through email threads at 9 PM on April 14 trying to match attachments to missing items.

The portal your firm bought nobody uses

TaxDome, Canopy, SmartVault — great features, but your 68-year-old retired-teacher client will not create an account and click a verification email. So they reply-all to the original intake email with an iPhone photo attached.

Missing K-1? Incomplete 1099? Send it again.

When a document is wrong, you start a new email thread. You re-explain what you need. The client sends the same wrong file. Three days lost. Repeat per client, multiply by 80 returns.

How accountants use DokuTrak

Before DokuTrak: a checklist you email, with attachments, and you chase by memory. After DokuTrak: a structured request with a secure upload link, automated reminders, and a single dashboard showing every client and every missing document across the whole firm.

  • Tax-season templates, reused every year

    Build a "Form 1040 individual filing" template once with all 22 document slots: W-2s, 1099s, mortgage interest, charitable contributions, K-1s, brokerage 1099-B, HSA 1099-SA. Reuse it across every client in three clicks. You never re-list documents again.

  • Automated nudge cadence tuned for clients

    Reminders fire on a fixed schedule, not a firehose. By default, your client gets a polite nudge 2, 5, 10, and 14 days after the request. You stop being the bad guy. DokuTrak does it in a tone you would want on the receiving end.

  • One-click reject with auto replacement request

    Client sent a W-2 for the wrong year? Click Reject, type "That is your 2023 W-2 — I need 2024", hit send. DokuTrak emails the client, re-opens that specific slot, keeps the rest of the intake intact. Zero new email thread.

  • Dashboard of every return in progress

    See all active returns at once, color-coded by status: waiting on client, ready to review, complete. Filter by preparer, due date, missing documents. Your practice manager runs the Monday meeting from this one screen.

Why accountants specifically

Tax season has three realities that break generic client portals. First, your clients are not tech workers — they are retirees, small business owners, parents juggling three jobs. Asking them to “create an account, check your email for a verification link, set a password” during the week they are stressed about filing is how documents never arrive. It shows in the surveys too: 65.2% of 367 firms named getting documents from clients among their biggest workflow challenges in Financial Cents’ 2024 report, the most common answer. The rest of the numbers, with their sources, are in our client document collection statistics.

Second, tax returns come in sets. A 1040 is not one document — it is 15–25 documents depending on the complexity. Generic tools treat each file as independent. DokuTrak lets you group them under one template, track which items of the set are in, and chase only the missing ones. When one W-2 lands on your desk, the free W-2 checker tells you whether it is legible and from the tax year you asked for, and the 1099-NEC checker does the same for contractor income. Before 1099 season, the TIN checker flags the W-9 numbers whose format cannot be right.

Third, tax season is seasonal. You send 80 intake requests in February, and you need to go from 80 requests to 80 complete returns in 60 days. Chasing by hand gets harder with every client you add. No-account upload links plus automated reminders keep following up on every missing document, however many requests are open.

DokuTrak plans start at $79/month for Solo, with Team and Agency tiers for larger firms. Cheaper than a single hour of billable partner time spent on “did you send me that K-1?” emails.

What's included for your accounting firm

$79/month Solo

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Accounting firm FAQs

Does DokuTrak integrate with my tax software (Drake, Lacerte, ProConnect, UltraTax)?

Not yet natively. Our current workflow: clients upload via DokuTrak, you download the files (single click for the whole request) and import them into your tax software. DokuTrak has no integration with Drake, Lacerte, ProConnect, UltraTax, TaxDome or any other tax software today, and we do not put a date on one. If a specific integration would unblock your firm, email arthur@dokutrak.com — we prioritize based on customer requests.

How does DokuTrak compare to TaxDome or Canopy?

TaxDome and Canopy are great if you want an all-in-one practice management suite (billing, CRM, tasks, documents, portal, e-sign) and have the team to adopt 50 features. DokuTrak does one thing — document collection — and does it with secure-link uploads that eliminate the client-login friction both tools suffer from. If document collection is your bottleneck, DokuTrak is the scalpel. If you also need billing and matter management, stay with your suite and use DokuTrak alongside for the intake step.

Will my older clients actually be able to use it?

Yes. That is the design premise. Your client clicks a link in their email (no password, no account, no verification). They see a page with a list of documents requested. They click one, drag and drop a file or take a photo on their phone. Done. The flow works on phones, tablets, and laptops.

Can I have multiple preparers collaborate on the same return?

Yes. Add your whole firm to DokuTrak with the right Solo, Team, or Agency plan. Any preparer can review uploads, accept or reject documents, and reassign requests. Every action is logged in the audit trail. Great for review-partner workflows where a senior CPA checks a junior preparer's intake.

Is DokuTrak IRS-compliant for tax document handling?

DokuTrak uses AES-256 encryption at rest with documented data retention and deletion policies. We are not a Gramm-Leach-Bliley or Section 7216 consent management tool — your firm still needs your existing client consent forms. DokuTrak is the transport and storage layer for the documents themselves, encrypted and auditable. We are happy to share our security documentation for your IRS data security plan (IRC 7216) under NDA.

Can I export all my client files at the end of the year?

Yes. While your account is active, every document stays downloadable from its request — open the client's intake and download each file for permanent archival in your own systems. At tax-season close, that is how accounting firms move each client's final intake into their own records. Download everything you need before your subscription ends: after it ends, your documents stay downloadable until the deletion date we email you, and your workspace is then permanently deleted within 90 days, backups included.

Go further

Stop chasing client paperwork.

14-day free trial, no card. Add one only to keep going. Cancel in one click if it doesn't fit.
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