1.Monitors new intake file uploads
Integrate Box and file storage tools to capture new intake uploads, passing the file ID and original filename to the workflow.
Move client tax files into matching client folders
Automatically detect new file uploads in your Box intake folder across Box, Formatter by Zapier, Zapier Tables, and Salesforce. Automatically relocate files when tax file lands, filenames are uploaded, or documents matchβso you can normalize filenames, link client records, and move files without manual filing.
How this automation moves billing-ready files into client folders
When new tax documents land in intake without a match, files get delayed and advisors wait to access billing-ready documents. This automation monitors Box intake, formats filenames and looks up client records, then moves the file into the configured client folderβso your team can deliver faster.
Boxor swap with your favorite app
2.Normalizes the incoming filename
Integrate Formatter by Zapier and filename parsing tools to truncate or normalize the incoming filename to a lookup key.
Formatter by Zapieror swap with your favorite app
3.Finds the matching client reference
Integrate Zapier Tables and database lookup tools to search the lookup table by the truncated lookup key and return a client reference.
Zapier Tablesor swap with your favorite app
4.Fetches the account folder identifier
Integrate Salesforce and CRM account lookups to find the related Account record and pull the configured folder identifier from metadata.
Salesforceor swap with your favorite app
5.Moves the file to the destination folder
Integrate Box and file routing tools to move the file by file ID into the destination folder determined from account metadata.
Automate your work, your way
Build custom automations across your tools in minutes. Describe what you need, connect your apps, and create workflows without the manual effort.
Trusted by 3.4 million companies
Related automations
- Apps: Klaviyo, Filter by Zapier, Google SheetsSwap with your favorite apps.
Add submitted VAT forms to spreadsheet for billing
You miss structured IVA form data in inboxes, causing billing holds and slower B2B order processing. This saves your marketing ops and billing staff time and readies records for same-day invoicing.
- Apps: Webhooks by Zapier, Code by Zapier, TrelloSwap with your favorite apps.
Attach NR4 filing links to the task card
Your intake submissions arrive without linked NR4 forms, slowing tax prep and client outreach. Get pre-filled NR4 form links on the task card for same-day filing readiness.
- Apps: Sub-Zap by Zapier, Shopify, Code by Zapier, Airtable, Google Drive, Webhooks by ZapierSwap with your favorite apps.
Attach sales tax exemption documents to order records
Your orders often arrive without linked resale or exemption certificates, delaying tax handling and fulfillment. Add verified exemption files to order so billing staff can clear tax status same day.
- Apps: Webhooks by Zapier, Dropbox, Filter by Zapier, Looping by ZapierSwap with your favorite apps.
Create accepted K-1 records and add daily counts to report
Your incoming K-1 files for SPVs are untracked, causing missed filings and extra reconciliation for tax staff. Capture accepted K-1 records and a daily count so accounting can reconcile same day.
- Apps: Process Street, PandaDocSwap with your favorite apps.
Create and send W-9 for new contractor onboarding
When you check a contractor onboarding task, W-9 requests can sit unsent and delay payments and compliance. It sends a W-9 request so payroll has forms same day.
- Apps: Gravity Forms, Formatter by Zapier, Google Docs, Google Drive, bexio, Microsoft OutlookSwap with your favorite apps.
Create client checklist and update contact records quickly
Unprocessed tax questionnaires leave client records incomplete and slow case setup. Create a personalised checklist and update contact records so your team can begin preparation same day.
- Apps: Webhooks by Zapier, Formatter by Zapier, Code by Zapier, pdfFiller, Zapier TablesSwap with your favorite apps.
Create completed 8832 tax forms for trusts and businesses
Your entity intake arrives as unstructured entries, causing manual retyping and delaying tax classification. Get prefilled 8832 PDFs and stored records so accounting can file them same day.
- Apps: Box, Filter by Zapier, Code by Zapier, Google Sheets, Zapier TablesSwap with your favorite apps.
Create document upload records for client tax files
Your tax upload PDFs landing in the configured client folder arrive without client context and delay processing. They are logged into a central intake dashboard for immediate triage and same-day review.
- Apps: Trello, Code by Zapier, Google Drive, KlaviyoSwap with your favorite apps.
Create filing event from labeled card for finance
Your NR4 filing cards lack parsed contact data or a file link, delaying tax preparation and follow-up. You receive a tracked event with parsed contact data and a shareable link for same-day processing.
- Apps: Gmail, Formatter by Zapier, AsanaSwap with your favorite apps.
Create finance task from labeled tax email for follow-up
Your tax emails with attachments leave billing work untriaged and slow month-end close. Tasks are created with attachments and a due date so your finance team clears items ahead of reporting.
- Apps: Google Sheets, Formatter by Zapier, Code by Zapier, Google DriveSwap with your favorite apps.
Create monthly tax evidence folders from sheet rows
Your tax spreadsheet rows lack organized evidence for documentary filings, leaving billing staff unable to reconcile quickly. Folders are created automatically so compliance and billing find records before monthly close.
- Apps: Gmail, Formatter by Zapier, Filter by Zapier, Google Drive, NotionSwap with your favorite apps.
Create notice records from incoming tax emails for team
Your tax and filing notification emails arrive untracked, scattering attachments and delaying client billing. They become structured records for timely action and same-day billing readiness.
- View all
Explore all tax document collection automations
Accelerate client document intake with automated request sending, file routing, and completion alerts
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
See how teams are automating with Zapier (and loving it!)
Without Zapier, we would have needed well over 100 employees today just to do what we're doing. We would have been out of business by now.
David Laderberg, VP of Sales
Without having automation, we would have to at least be double our size. Doubling is a bit of a euphemism β I think we would have died or fallen back into oblivion.
Marcelo Lebre, Co-Founder
Zapier helps us close far above 50% more deals than we would without it. It is a key element of our overall strategy and, therefore, of our sales pitch.
Raphael Bochner, Founder and CIO
Zapier gives us unlimited flexibility and creativity. With Zapier, you're like an artist with a blank canvas. I don't know what we'd do without it.
Rishi Shah, CEO and Co-Founder
We don't just want to patch holes; we want to build scalable, future-proof systems. Zapier is helping us do that.
Allen Lai, Head of Customer Experience
We've been able to scale our operations while staying lean. Zapier lets us do more without needing more people.
Jacob Sirrs, Marketing Operations Specialist
Ready to automate your workflow securely?
Streamline processes, uncover new opportunities, and respond faster to change. Empower your team to get more done, without the manual work.