Tax Organizers: Draft Management & Sending

This article covers everything you need to manage organizers from the Tax Organizers page — from processing tax software files, to handling draft organizers, to sending them to clients and monitoring progress.

Quick Links

1. The Tax Organizers Page

2. Organizer Statuses

3. Printing Organizers to QDrive

4. Processing Organizers

5. Failed Organizers

6. Draft Organizers

7. Per-Organizer Actions

8. Bulk Actions

9. Sending Organizers to Clients

10. Sending Without Prior-Year Data

11. Reminders

12. Monitoring Client Progress

13. Frequently Asked Questions

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1. The Tax Organizers Page

Navigate to Work → Tax → Tax Organizers to reach the Tax Organizers page. This lists your organizer templates by tax year. Click any template name to open it and view all client organizers within that template.

Use the Tax Year selector to filter by year. The default year shown is determined by the Organizer Template setting in Tax Organizer Settings.

Inside a Template View

Opening a template shows all client organizers for that template, with status tabs at the top showing counts for each status. The top-right corner contains two key buttons:

• Process Organizers — triggers processing of files printed to QDrive (see Section 4).
• Send — opens the send options dropdown for delivering organizers to clients.

Filtering Organizers

Use the Filter icon (top-right of the template view) to open the Filters panel. You can filter by:

Clients — search and select one or more clients to narrow the list.

Labels — search and select one or more labels applied to organizers.

Roles / Users — filter by the roles or users assigned to organizers. Set the Condition to Includes, then select the Role(s) and/or User(s) to filter by.

Once you've set your filters, click Save to apply them. Click Cancel to close without applying.

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2. Organizer Statuses

Client organizers move through the following statuses from creation to completion. Status counts are shown on the tabs within each template view.

How Ready to Send Works

Organizers in Ready to Send status can be automatically delivered to clients through workflow automations configured in Manage Workflow. There are two automation types your firm can configure:

For automatic sending to trigger, all three of the following must be true:

• The organizer is in Ready to Send status
• Contact details are set as organizer recipients
• Email content is added to the organizer

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3. Printing Organizers to QDrive

Before Qount can generate personalized client organizer drafts, you must print or export organizer files from your tax software to QDrive. QDrive acts as a virtual printer — instead of sending files to a physical printer, you direct them to a designated folder that Qount monitors.

File Naming Convention

Organizer files printed to QDrive must follow this naming format:

ClientID_ClientName_TaxYear_Organizer

Example: 12345_JohnSmith_2025_Organizer

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4. Processing Organizers

After printing organizer files to QDrive, you must manually trigger processing. Qount does not process files automatically — you initiate the run from inside the Tax organizers template view.

Step 1 Navigate to Work → Tax → Tax Organizers and open your template folder.

Step 2 Click the Process Organizers button on the Tax Organizers page.

Step 3 Qount reads the files in QDrive, matches each file to a client, merges prior-year data with your default template, and generates individual client drafts.

Processing time varies based on the number of clients and file volume. There is no progress bar — drafts appear in the Tax Organizers table when ready.

Once processing completes:

• Successfully processed organizers appear in the Tax Organizers table under the Draft tab.
• Organizers that could not be processed appear in the Failed Organizers table (see Section 5).

5. Failed Organizers

When one or more organizers fail to process, a visual indicator appears on the Tax Organizers page failed organizers icon. Failed organizers are accessible in the Failed Organizers table on the Tax Organizers page.

Why Organizers Fail

Resolving Failed Organizers

For each failed organizer, you have two options:

• Fix and Reprocess — Correct the underlying issue (file name or client status) and click Reprocess to attempt processing again.
• Delete — Remove the failed record from the table if the organizer is no longer needed.

6. Draft Organizers

Successfully processed organizers land in Draft status. A draft is a personalized organizer for one client, pre-populated with their prior-year data from your tax software files, structured around your default template.

Completion and Document Counts

When you open a client organizer, the Overview screen shows four summary grids — Questions, Documents, Comments, and Response Changes — followed by a section and sub-section breakdown. All counts are based on required items only.

Changing Status to Ready to Send

Before organizers can be automatically sent via workflow automations, they must be moved from Draft to Ready to Send.

Step 1 Navigate to Work → Tax → Tax Organizers → [Template Name].

Step 2 Click the Status dropdown for the client organizer.

Step 3 Select Ready to Send.

To change multiple organizers at once, use the Bulk → Modify Status action (see Section 8: Bulk Actions).

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7. Per-Organizer Actions

Each organizer row in the list has a set of action icons. The actions available depend on the organizer's current status.

8. Bulk Actions

Select multiple organizers using the checkboxes to access bulk actions. These allow you to perform operations across many organizers at once, which is especially useful during peak filing season.

K-1: Marking as Firm Will Provide

When a K-1 is marked as "Firm Will Provide" — either via bulk action or at the individual client organizer level by selecting Yes to "Firm will provide" — the following happens automatically:

• "Still applicable" is disabled for that K-1
• Actions such as attachments and comments are disabled on that K-1 entry
• A tooltip appears on the disabled actions: "No action needed, firm will provide these details"

Use this when your firm already has all the required data for a specific K-1 and does not need the client to provide it.

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9. Sending Organizers to Clients

Organizers are delivered to clients through the Client Portal. When sent, clients receive an email with a secure link to access and complete their organizer.

Secure Link  & MFA 

When an organizer is sent, Secure Link access is enabled by default. Clients can open, complete, and submit their organizer via the secure link in the email without needing to log into the full Client Portal.

MFA (Multi-Factor Authentication) is also enabled by default when Secure Link is active, adding an extra layer of security.

 

 

Individual Send (With Prior-Year Data)

For organizers in Draft or Ready to Send status that contain merged prior-year data:

Step 1: Navigate to Work → Tax → Tax Organizers → [Template Name].

Step 2 Locate the client organizer and click the three-dot menu (⋮) → Send.

Step 3 Review the pre-filled organizer, branding, client, and contact details in the Send dialog.
Branding is configured under Firm Management. To set up or update your firm's branding, refer to Firm Management settings.

Step 4 Compose your email, then click Send to deliver immediately or Save as Draft to send later.

Bulk Send (With Prior-Year Data)

Step 1 Navigate to Work → Tax → Tax Organizers → [Template Name].

Step 2 Select multiple client organizers using the checkboxes.

Step 3 Click Send Organizer in the bulk action bar.

Step 4 Compose the email in the dialog and click Send.

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10. Sending Without Prior-Year Data

Use this option for new clients or when you do not have prior-year data to merge. These organizers are blank templates sent directly to clients without any pre-populated information.

Individual Send (No Prior-Year Data)

Step 1 Navigate to Work → Tax → Tax Organizers.

Step 2 Click the Send button in the top-right corner.

Step 3 Select Send Organizer (No PY) from the dropdown.

Step 4 In the Send Organizer dialog, select the Organizer template, Branding, Client, and Contact.
Branding is configured under Firm Management.

Step 5 Toggle Display Organizer in Client Portal and Secure Link settings as needed.

Step 6 Click Next, compose your email, then click Send.

Bulk Send (No Prior-Year Data)

Step 1 Click the Send button and select Bulk Send Organizers (No PY).

Step 2 Select Clients: Check the clients to include. Click Next.

Step 3  Select Contacts: Review and filter contacts. Click Next.

Step 4  Select Organizer: Choose the template and branding. Click Next.

Step 5 Compose Email: Enter the subject and content. Click Send Organizer.

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11. Reminders

If a client has not started or submitted their organizer, you can set automated follow-up reminders. Reminders are configured per organizer and are available for organizers in Ready to Send, Sent, and In Progress statuses.

The firm-level default reminder frequency is set in Tax Organizer Settings → Additional Settings → Reminder Frequency. Individual reminders configured here override the firm default for that organizer.

Step 1 Locate the organizer in the list.

Step 2 Click the three-dot menu (⋮) and select Set Reminder.

Step 3 Configure: Time Zone, Set Frequency, Start Date, Expiry Date, and Start Time.

Step 4 Click Create.

A bell icon appears on the organizer row once a reminder is configured. From the bell icon you can:

• View scheduled (upcoming) reminders and skip individual ones
• View sent reminder history
• Edit or delete the reminder configuration

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12. Monitoring Client Progress

Once organizers are sent, track client activity from the Tax Organizers page.

Screenshot: In Progress tab — client list with completion indicators

• In Progress tab — clients who have opened the organizer and are actively working on it.
• Received tab — clients who have submitted their completed organizer.

Organizer Overview Screen

Click on any client record to open their organizer. The Overview screen is the central hub for monitoring and reviewing that client's organizer.

 

The top of the screen shows four summary grids, followed by a full section and sub-section breakdown:

Prior-Year Labels and Yellow Highlighting

For fields in the Personal Information section that were pre-filled from the prior-year organizer, a PY label appears next to the answer. This helps the firm and client see at a glance which information was carried forward from last year.

When a client updates a pre-filled answer, that field is highlighted in yellow — making it easy for the firm to spot which responses have changed since the prior year.

 

Downloaded PDF and Yellow Highlighting

When you download a completed organizer as a PDF (via the Download icon on the organizer row), two types of highlighting appear:

Yellow highlight — fields where the client updated a prior-year pre-filled value.

Blue highlight — fields where the client answered Yes to a question.

This makes it easy to review both what changed from prior year and where clients have confirmed Yes answers when processing the return.

Changing Organizer Status After Submission

Once a client submits their organizer, you can advance its status from Received to Locked or Done:

Step 1 Navigate to the Received tab.

Step 2 Click on the client to open their organizer.

Step 3 Click the Status dropdown and select the new status (Locked or Done).

 

13. Frequently Asked Questions

What is the correct file naming format when printing to QDrive?
Files must follow this format: ClientID_ClientName_TaxYear_Organizer. For example: 12345_JohnSmith_2025_Organizer. Files that do not follow this format may fail to process or be placed in the Failed Organizers table. For full details, refer to Tax Software Print Instructions → Section 3.

Why are some organizers in the Failed Organizers table?
Organizers fail for two reasons: (1) Client Not Found — the Client ID/Name in the file name does not match any client in Qount; or (2) Client Inactive — the client exists but their account is inactive. Fix the underlying issue and click Reprocess, or delete the failed record.

Do I need to click Process Organizers every time I print files to QDrive?
Yes. Qount does not automatically process new files in QDrive. After printing organizer files, you must click Process Organizers on the Tax Organizers page to trigger processing.

What is the difference between Draft and Ready to Send?
Draft is the initial state when an organizer is created. Ready to Send means a firm staff member has reviewed the draft and confirmed it is ready for the client. Only Ready to Send organizers can be delivered via automated workflow sends. Both Draft and Ready to Send organizers can be sent manually.

Can I send an organizer without moving it to Ready to Send first?
Yes. Draft organizers can be sent manually at any time. However, they will not be included in automated sends through workflow automations — that requires Ready to Send status, contact details set as recipients, and email content configured.

Where can I find bulk downloads after requesting them?
Bulk downloads take a few minutes to prepare. When ready, you receive a notification and can access the files under Profile → Downloads in the top navigation bar.

How do I mark K-1s as Firm Will Provide for all clients?
Use the bulk action "Mark K-1 as Firm Will Provide" when multiple organizers are selected. This marks all K-1 entries as Firm Will Provide, disables attachment and comment actions on those entries, and shows a tooltip to the client indicating the firm will provide the details. To mark only specific K-1s for a single client, open that client's organizer and navigate to the Partnerships / S-Corp section.

What do the filled vs. outline email icons mean on organizer rows?
A filled email icon means email content has been configured for that organizer. An outline (empty) icon means no email content has been set yet. The email icon is available for organizers from Draft through Received status.

Do completion and document counts include optional questions?
No. The Questions, Documents, Comments, and Response Changes grids on the Overview screen reflect required items only. Optional questions and documents are not included. Response Changes applies to the Personal Information section only.

Can labels be applied in bulk across multiple organizers?
No. Labels must be applied at the individual client organizer level. There is no bulk label action. To create or manage labels, navigate to Firm Management → Questionnaire → Manage Labels.

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