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SafeSend

A secure, convenient way to review, sign, and access your tax documents online.

SafeSend Logo

SafeSend provides a secure platform for document sharing, information collection, delivery of tax returns, collecting electronic signatures and much more.

SafeSend is a platform of integrated tools that will allow us to share information requests for each return that we prepare, collect the documents and information we need to prepare your return, delivery the completed tax returns and collect the signatures required to e-file your tax returns.

If you have multiple tax returns prepared by our firm, we now offer access to the SafeSend Portal. The SafeSend Portal serves as a centralized hub for all your tax engagements with us, connecting each service we provide through the SafeSend suite. From this single location, you can respond to information requests, upload documents, sign letters or tax returns, distribute K-1s, and more.

If you have a single tax return with us—or multiple returns but prefer not to activate a client portal—you will still have full access to the SafeSend tools we use to streamline your service experience. You will receive emails from no*****@*************ns.com that guide you through each stage of the tax return process, from signing your engagement letter to receiving and signing your completed tax return.

On this page, you’ll find instructions for setting up the SafeSend Portal (if you choose to use it), along with easy-to-follow tutorials for the various SafeSend tools available to you.

If you need assistance getting started with using SafeSend please reach out to your CTBK tax team or email Ashton Wrobel at aw*****@**bk.com.

SafeSend Portal Experience

If you already have an existing account you can access the portal here.

If you are new to SafeSend Portal you will find information about setting up your client portal with step-by-step instructions and screen shots to walk you through the one time set up process.

  • Create New Account
    1. Click Register Now.
    2. Enter your Name.
    3. Enter your Email ID.
    4. Enter a Mobile Phone Number (optional).
    5. Click Verify your email. 
    6. Enter the Access Code sent to your email.
    7. Click Confirm.
    8. Type a 6 digit PIN into the Create PIN field (used for future logins).
    9. Type the same 6-digit PIN into the Confirm PIN field.
    10. Click Create Account. 
    11. Sign in to your account as outlined below.

     

  • Recover or Reset your Email ID

    You can reset your email ID from the Client Portal login page if you have a recovery email set up.

    1. Click Recover or reset your email ID. 
    2. Reach out to your tax firm to recover your email ID OR
    3. Click please click here to reset your email ID. 
    4. Select the Email Address or Phone Number radio button.
    5. Enter the Recovery Email address or Recovery Phone Number (mobile number required).
    6. Enter the Existing Email ID.
    7. Click Continue. 
    8. Enter the Access Code sent to your recovery email or phone number.
    9. Click Confirm. 
    10. Enter the new email ID for your Client Portal.
    11. Click Continue. 
    12. Enter the Access Code sent to your new Client Portal email.
    13. Click Confirm. 
    14. Sign in to your account as outlined below.
  • Sign In to An Existing Account
    1. Enter your Email ID.
    2. Click Continue. 
    3. Enter your PIN (only required when logging in from a new browser or device).
    4. Click Continue.
    5. Enter the Access Code sent to your email.
    6. Click Confirm. 
  • Home Page

    This is the main dashboard for the Client Portal. You can review recent activity, pending tasks, completed tasks, firm information, and notifications here.

    Recent Activity

    This section displays the 5 most recent actions taken, including opening or completing tasks and downloading files. This section does not display actions taken in the Tax Payments or K-1 Distribution sections.

    1. View a summary of your Recent Activity.
    2. Click the Name of the item to be re-directed to it.

    Send Files

    1. Click Send Files to CPA to upload documents to your tax firm. 

    Contact Information

    1. View the Contact Information for someone at your tax firm. 

    Notification Bell

    1. Click the Notification Bell to open your recent notifications.
    2. Click a line item to be redirected to that document or task. 

    Completed Tasks

    1. Click Completed Tasks.
    2. Review recently completed items. 

    Pending Tasks

    1. Review your Pending Tasks.
    2. Click Get Started to be re-directed to that task. See the Related Articles section below for a walk-through of each task type.  
  • Documents

    Review and download completed, sent and received documents.

    1. Click Documents in the left panel.

    Search & Filter

    Choose which documents to display.

    Search

    1. Type a keyword into the Search field.
    2. Click Search to display related documents. 

    Filter

    1. Click the Filter button.
    2. Select a Date Range (optional).
    3. Select one or more Status (optional).
    4. Select one or more File Type (optional).
    5. Click Apply to save any changes made. 

    Sort

    1. Click Sort By.
    2. Click Newest First to sort by date OR
    3. Click Oldest First to sort by date. 

    View

    1. Click the arrow next to a folder to expand it.
    2. Locate the document.
    3. Review the signature Status for documents requiring signature.
    4. Click View to open a preview of the document. 
    5. Use the Navigation Bar OR
    6. Bookmark panel to navigate the document.
    7. Click Download to save a copy.

    Download

    Individual File Download

    1. Click the arrow next to a folder to expand it.
    2. Locate the document.
    3. Click the More button.
    4. Click Download OR
    5. Double-click the document Name to save a copy. 

    Bulk or Large File Download

    1. Select one or more documents to download.
    2. Click Download.
      • A pop-up appears indicating the files were downloaded to the My Downloads section.
    3. Click My Downloads in the left panel. 
    4. Click Download to download a .ZIP file containing the files. 

    View Message

    1. Click the arrow next to a folder to expand it.
    2. Locate the document.
    3. Click the More button.
    4. Click Message From CPA
    5. Click View Message to see a note from your tax firm.
    6. Click OK to close the window. 

    Upload

    Upload documents to your tax firm.

    1. Click Send Files to be re-directed to the firm’s upload page.
    2. Follow the steps in our Upload Documents guide (access code is not required when uploading from the Client Portal).  
  • Tax Payments

    Review your tax payments and pay your vouchers.

    1. Click Tax Payments in the left panel.
    2. Vouchers are separated by Due Date. 

    View

    1. Click View.
    2. Review a summary of your payments due for that due date.
    3. Click Ok to close the summary. 

    Pay

    1. Click Pay to be re-directed to your Make Payments dashboard.
    2. Follow the steps in our Make Voucher Payment article. 

After setting up your SafeSend client portal, you’ll be able to perform multiple tasks from a centralized main screen including: 

  • Sending files
  • Viewing contact information for your firm contact
  • Seeing notifications for open engagements
  • See completed engagements
  • Review pending tasks
  • How to review and download, search, filter, sort or view documents
  • View messages from your tax team
  • Upload documents to CTBK
  • Review and sign your tax returns
  • Review your tax payments and pay your tax estimates
  • Distribute K-1s
  • Manage your portal security settings

SafeSend Gather

If you choose not to set up a portal

If you prefer not to set up a client portal, we offer an excellent alternative. SafeSend Gather allows you to securely and efficiently share the tax documents and information needed for us to prepare your return.

Be on the look out for an email at tax time from no*****@*************ns.com. With in this email there will be a link that will open your Gather request and allow you to start your tax return process.

Additional guidance on navigating SafeSend Gather can be found here:

  • Getting Started Logging Into Gather

    The initial email comes from no*****@*************ns.com.

  • The Authentication Process
    1. Click the Send Code button.
      • This sends a code to your email address or mobile device.
    2. Enter the 6 or 8-digit access code in the code field.
    3. Click Confirm to proceed to the Welcome Page.

     

  • The Gather Welcome Page

    This is the main dashboard for your Gather request.

    1. Click your name to update your profile, access the client portal, or log out.
    2. Review the message from your tax preparer.
    3. View the steps required to complete the Gather request.
      • Click a step to be taken to that section OR
    4. Click Get Started to move to the first step.
    5. Click Need Help? to see the contact information for someone at your tax firm.

  • How to Sign Your Engagement Letter
    1. Click the Start arrow to begin signing.
      • Continue to click the arrow as you proceed to be guided to all fields.

    1. Click the Signature Box.
    2. Click Type, Draw or Upload to write your signature.
    3. Click Apply.
    4. Click Next Step: Answer Questions once all fields are completed.

     

    Skip or Decline Signing

    Signing can only be declined if the signature is not required by your tax firm. If there are fillable fields other than a signature block, those fields must be completed.

    For married filing joint Gather requests, you can skip signing.

    1. Click Next.
    2. Enter or confirm your spouse’s email address.
    3. Click Save & Continue.

     

  • Completing the Questionnaire

    Fill in the Questionnaire in the Answer section if one was included. This option may or may not be available based on your firm’s settings.

    1. Answer the questions provided by your tax preparer.
      • You may see the following question types:
        • Yes/No – These may have follow-up questions as well.
        • Short Answer.
        • Multiple Choice.
    2. View your progress in the top right corner.
    3. Click Save & Close to continue later OR
    4. Click Next Step: Fill Tax Organizer to mark the questionnaire as completed.
      • The questionnaire cannot be revisited if this option is selected.

  • Uploading Your Tax Documents

    After completing the questionnaire, you may be directed to Upload documents.

    A list of requested files is displayed to help you determine what documents are needed. After the documents are uploaded, our Gather AI software recognizes and categorizes many of the documents.

    1. Drag/drop into the box OR click Choose File to upload.
      • Files will automatically be marked as Uncategorized. The recognition engine may take a moment to categorize the document.
      • Once they become recognized, a green check mark will be added to the requested file.
    2. Click NA next to a file request to mark as Not Applicable.
    3. Click Undo NA to reactivate the file request.
    4. Review the Due Date for the item.
      • The firm has requested that the documents be uploaded by this date.
    5. Hover over an uncategorized file to preview, edit or delete it.
      • We recommend you use the Edit feature to categorize the documents before clicking Finish.
      • See the Categorize Uploaded Files section below for more information.
    6. Review your upload progress.
    7. Click Save & Close to continue later OR
    8. Click Finish to mark the upload process as complete.

     

SafeSend Returns

If you choose not to set up a portal

SafeSend Returns is the tax return delivery platform that delivers your tax return safely and securely. SafeSend Returns will allow you to review your tax return, download your return, sign any required documents, collect e-file signatures, distribute K-1s and make any required tax payments. Your return will be delivered from no*****@*************ns.com email. You will be able to access your return through the link in the email.

Additional guidance on navigating SafeSend Returns can be found here:

  • Getting Started Logging into SafeSend Returns

    You will receive an email with a link to the designated return.

    1. Click Let’s Get Started OR
    2. Click Access Client Portal.

  • Identity Authentication

    Social Security Number Authentication (personal returns only)

    1. Enter the requested 4 digits of your Social Security Number.
    2. Click Continue.

     

    Access Code Verification (all return types)

    1. Click Send Code.
      • A message states whether the code is being delivered to your email address or your phone.
        • Email Access Code: An 8-digit access code is sent to the same email address as the initial email was sent to.
        • Mobile Access Code: A 6-digit access code is sent to your cell phone via text message.
    2. Enter the 6 or 8-digit access code in the code field.
    3. Click Continue.

    SMS Text Notification Consent

    • This only appears if your tax provider has this feature enabled. 
    • By consenting to the SMS Text Notifications, you are agreeing to allow SafeSend to send reminders to sign your tax return via text message. This consent is valid for 12 months. 

  • Navigating the Welcome Page

    This is the main dashboard for your return.

    1. The title line has 3 options:
      • View the Tax year for the return.
      • Click Contact Person to display a contact at the firm in case you have any questions.
      • Click Client Panel to change your mobile number or edit your spouse’s information.
    2. The progress bar shows the step the return is currently in.
    3.  Total refunds and payments for the return are displayed on the left.
      • Click the Print icon to print the summary.
      • Use the bottom arrows to open the panel to view more.
    4. A quick overview of the steps required to complete your return is displayed.
      • Depending on what was included in the return by your tax preparer, these steps may appear differently. These additional steps are outlined below.
    1. Click Get Started to continue.

  • Message from Preparer

    This page displays any instructions or messages included by the tax firm.

    1. View the message from your tax preparer.
    2. Click Print if you would like to print the message.
    3. Click Next to continue.

  • Review Tax Documents
    1. Click the Return Section you want to review (filing instructions, tax return, and attachments).
    2. Click Download to download and save documents to your device.
    3. Click Forward to forward all available documents to an external email address.
    4. Click Next to continue.

  • Paper File Your Returns

    The Paper File Returns section only appears if your delivered return includes a paper file return. You must consent to the terms of the Paper File Return before you are allowed to print the documents.

    • By clicking I Consent, you agree to file the Paper File Return with the respective tax authority.
    • If you choose to Skip you can access your Paper File Returns from the summary page and receive the Consent to Paper File Returns pop-up again.

    1. Print or Download the Paper File returns individually under the Action column for each return.
    2. Click Print to print all the returns into 1 PDF.
    3. Click Download All to download a ZIP File with all paper file returns.
    4. Click Skip to skip this step OR
    5. Click Next to continue.

  • Sign E-File Tax Documents
    1. Click e-Sign to sign electronically.
    2. Click Manually Sign to print, sign, and upload the forms.
    3. Click Delegate Signing to send tax forms to partners or shareholders for signatures.

  • E-Sign

    Identity Verification (personal returns only)

    1. Enter or verify Your Date of Birth for verification.
    2. Check the box to consent to e-signing.
    3. Enter your spouse’s email address (if applicable).
      • Enter your spouse’s mobile number to prompt access codes to go to their cell phone (optional).
    4. Click Next to continue to:
      • Knowledge-based authentication for individual returns.
      • E-sign Your Documents for entity returns.

    Knowledge-Based Authentication (personal returns only)

    1. Select the correct answer.
      • Answer 3 of 5 questions correctly to pass. 
        • If you pass, continue to the E-Sign Your Documents section. 
        • If you fail, you are directed to Manually Sign your documents. 
    2. Click Next.

    E-Sign Your Documents (all return types)

    A list of all pages that require your signature is listed in the left panel. A green check appears next to the page after it is signed.

    1. Click the Start arrow to be led to your first signature line.
    2. Click the green Signature block to open the Add Signature window.
      • Continue to click the Next arrow as you proceed through each signature.
    3. Click Type, Draw or Upload to write your signature.
    4. Click Apply.
    5. Click Next to continue.

    Please note:

    If there is a spouse on the return the confirmation screen below appears. Here you can update the spouse’s email and add a phone number (optional). Click Next to finalize signing.

    If you choose to delegate signing (Business returns only)

    1. Click Delegate Signing to send tax forms to partners or shareholders for signatures.

     

  • Manually Sign
    1. Click Download to download documents requiring a signature.
    2. Drag and drop the documents OR click Choose File to open a file browser to upload the signed documents.
    3. View the alternative sending methods if you are unable to upload the signed documents electronically:
      • Send by Mail
      • Send by Fax
    4. Click Next.

  • Distributing K-1s to Partners

    Send Electronically

    1. Click Send Electronically on the K-1 distribution dashboard.
    2. Click the Edit Partner Details button in the Action column.
    3. Enter the Shareholder’s email address in the Update K-1 Partner Details window.
      • An email address is required before a K-1 package can be delivered.
      • If a mobile number is added, the Access Codes are sent by text.
    4. Click Save to save any changes made.
    5. Select one or more K-1 packages to be distributed.
      • If you Select All, the K-1s on the current page and any additional pages are selected.
    6. Click the Email Documents button.
    7. View the Status of delivered K-1s.

  • Making Your Tax Payments

    View Tax Payments

    Important

    Estimated payments appear when you click Done. The options are the same for Tax Payment and Estimated Payments.

    1. Click the Due date to view the payments due.
    2. Check or uncheck the Email me reminder… to adjust reminder settings.
      • If checked, you can adjust the number of days before the due date that you receive the reminder.
    3. Click Payment Voucher to download all vouchers.
    4. Click Filing Instructions to download all filing instructions.
    5. Click Done. 

    Pay Vouchers

    1. Click Pay.
    2. Click Pay Now to open a new tab for the taxing authorities website to pay online.
    3. Click Get Voucher to download the payment voucher.
    4. Click Add Payment Details to mark the voucher as Paid.
      • This step is optional and for record-keeping only.
    5. Review the pop-up warning and click Continue.
    6. Enter the details for the payment made.
      • Check Number is optional.
    7. Click Add Payment when done.
    8. Click Done to complete all steps.

  • Security Settings
    1. Click Security Settings in the left panel. 

    Merge Emails: Merging emails in the SafeSend client portal means linking multiple email addresses to a single portal account. When you link another person’s email to your portal, you are granting them access to everything within that portal. Any documents or notifications sent to either email address will be delivered to and stored in the same shared portal.

    2. Click Add.

     

    3.Enter the Access Code delivered to that email address.

    4. Click Verify Code

     

SafeSend – Secure File Exchange

Do you have a document to share with your tax service team? A partnership agreement for review, planning documents to discuss? SafeSend makes it simple to securely upload and deliver documents. This document transfer is fully encrypted and secure. It can be accessed through the link in your tax teams email signature.

Use the information below to learn how the SafeSend document upload process works and what you’ll see as you move through each step.

  • Upload Documents
    1. Click the drop-off link provided by the firm.
      • This typically appears in their email signature.
    2. Enter your Email address.
    3. Enter your First Name.
    4. Enter your Last Name.
    5. Click the Remember Me checkbox to have your email address and name auto-populate the next time you use a drop-off link.
    6. Select the Tax Year that the documents are associated with.
    7. Ensure the document is being sent to the correct Recipient.
      • Click the recipient field to select a different recipient.
    8. Type a Subject for the message.
    9. Type a Body for the message.
    10. Click Attach File(s) to select the document(s) to upload.
    11. Click Send to generate an access code.
    12. Enter the access code sent to your email address (not required when uploading from the Client Portal).
    13. Click Authenticate to send the document(s) to the firm.

Don’t take our word for it.

Here’s what our clients are saying:

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