Client Document Tracker for Tax Season

Sample project. This tracker uses 10 fictional clients for a fictional tax office. All names, emails, and dates are made up.

The task

During tax season, tax preparers lose time chasing clients for missing W-2s, 1099s, and receipts. Returns get delayed when no one notices a missing document until the last minute.

What I built

• Checklist: each client's 10 common tax documents, marked Received, Missing, or N/A from a dropdown, color-coded green, red, and grey
• Clients sheet: counts each client's documents needed, received, and missing, sets their status automatically (Complete, Waiting, or Not started), and calculates the next follow-up date
• Dashboard: updates on its own to show how many clients are ready to prepare, how many documents are still missing, which documents are missing most often, and a list of who to follow up with today
• How to use page: a simple guide and color legend, so anyone on the team can use it

The result

At a glance, the tax preparer can see that 2 clients are ready, 7 are waiting on documents, and 6 need a follow-up today, without opening a single email.

As your VA, I can set up a tracker like this for your clients and keep it updated every day, along with the follow-up emails.