When it comes to preparing taxes for your clients, numbers are just one part of the process. Clear communication is just as important. That's where customized client letters and reports come in. If you're using ProSeries, Intuit's tax software, you already have access to helpful tools that let you tailor messages to your clients.
Whether you're a solo tax preparer, a personal accountant, or considering hiring an accountant to handle your filings, understanding how to personalize client communication in ProSeries can make a big difference. Not only does it make your services more professional, but it also helps your clients better understand their tax situation.
In this article, we'll walk you through the steps to customize client letters and reports in ProSeries.
Why Customize Client Letters and Reports?
Before we get into how to do it, let's talk about why it matters:
- Builds trust: A letter that uses your client 's name and refers to their specific situation feels more personal.
- Clarifies the results: Your clients might not understand all the tax forms, but a well-written summary helps them grasp what's going on.
- Reduces questions: A clear letter or report means fewer calls and emails from confused clients.
- Makes your brand stand out: Customized communication shows professionalism and attention to detail.
Even if you're not a tech expert or a professional writer, ProSeries makes it easy to personalize these documents.
Steps to Customize Client Letters And Reports in ProSeries
Below are the steps:
Step 1: Accessing the Client Letter Editor in ProSeries
To begin customizing letters, open a client 's return in ProSeries. Then:
- Click on "Letters" from the top menu bar.
- Choose "Client Letter" from the dropdown menu.
- Click "Edit Client Letter" to enter the letter editor window.
This is where you can view the default letter and make changes.
Step 2: Understanding the Letter Editor
ProSeries uses a simple editor that works like Microsoft Word. You’ll see text, placeholders (like “<
You can:
- Change font type, size, and color
- Add or remove paragraphs
- Insert placeholders that pull information from the return
- Save your edits as a custom template
If you're a personal accountant working with repeat clients, saving a template can save you a ton of time.
Step 3: Adding Personalized Content
This is where you can add your personal touch.
Here are some simple ways to personalize the client letter:
- Use the client 's first name instead of "Dear Taxpayer"
- Mention the tax year and whether the client is receiving a refund or owes taxes
- Include a brief summary of what's included in the return (like W-2 income, small business earnings, or deductions)
- Add any next steps or instructions (such as signing a form or mailing a check)
You don't need to write a long letter. Just a few personal touches go a long way.
Step 4: Using Placeholders for Automation
ProSeries lets you use special placeholders, called merge fields, which pull data from your client 's tax return.
For example:
- <
> — Inserts the client’s name - <
> — Inserts the amount of the refund - <
> — Inserts the relevant year
This is especially useful if you're hiring an accountant or managing multiple clients. It ensures consistency across letters and helps you avoid errors.
Step 5: Customizing Reports
Aside from client letters, you can also customize reports in ProSeries. These include:
- The tax summaries.
- Comparison reports (this year versus last year) are common.
- Summaries of payment vouchers.
To customize these:
- Navigate to the Print option.
- Select "Print Options."
- Click the Reports tab.
- Pick which reports you want included or excluded.
You can even rearrange the order of reports or include cover pages to make your tax package appear polished.
Step 6: Using & Saving Templates
In case you have made a letter or report format that you want, ProSeries lets you save it.
Do this:
- In the Letter Editor, click “File” > “Save As Template”
- Give it a name ("Small Business Clients" or "First-Time Filers").
- The template is saved in your ProSeries system.
This is great for seasoned accountants that deal with various kinds of clients and reuse content without starting from scratch every time.
Step 7: Printing or E-Filing With Custom Documents
After you have customized your letters and reports:
- Print them on your tax return.
- Or save them as PDFs to email to clients.
- Or include them in the e-filed return package (under IRS guidelines).
Do a final review before sending. Check that placeholders worked and no important info is missing.
Tips to Remember
- Use plain English: Avoid jargon your clients may not understand.
- Keep it short: Focus on key points like refund amounts, next steps and deadlines.
- Check formatting: Keep everything looking professional and neat.
- Be consistent: Use the exact same format throughout your clients to keep your workflow simple.
- Protect client data: In case you email letters or reports, use a secure method or portal.
When to Get an Accountant
If creating customized documents, maintaining client information and filing taxes seems way too overwhelming, you may want to consider an accountant. A personal accountant can help:
- Talk clearly with clients.
- Avoid filing mistakes.
- Save time during hectic tax seasons.
- Give a polished client experience.
Even though you are tech savvy, a 2nd set of eyes by a professional accountant can spot mistakes you may omit.
Also read: How to Use ProSeries for Fast and Accurate Tax Filing
Conclusion
A simple way to elevate your tax services is customizing client letters and reports in ProSeries. Regardless of whether you file for a couple of people or hundreds of clients, the little personal touches say you care, which creates trust.
Follow the steps here to create clear, useful and professional documents. And whenever it all gets way too much, employ an accountant or even find an individual accountant to keep you organized and effective.
Ultimately it is about making life simpler for your clients and for you.
