Mail tax organizers
Send printed organizers to your whole book, match the returns as they come back, and honour who wants paper.
Mailing organizers is the biggest physical mail job most firms do, and the one most worth not doing by hand. A few hundred pieces, personalised, printed, and posted, from one screen.
Where to find it
Send a run
- Choose the Source — the organizer file you're sending.
- Set Expected clients and check the count.
- Pick the Mail class.
- Check Est. cost against your Credit balance.
- Review, then send.
Where organizers come from
Organizers can be produced from your tax software and brought in as a PDF, then split and matched per client.
The matching step is what makes this work. A single PDF from your tax package containing four hundred organizers becomes four hundred addressed pieces, each to the right client, rather than a filing job for somebody's week.
Matching runs deterministically where it can, with an AI and OCR fallback for the pages it can't read cleanly. Deterministic matches are trusted outright — the fallback exists for the pages that don't parse.
Client mail preference
Clients can indicate whether they want paper. Two ways to handle it on a run:
- Honor client preference — only mail the clients who want paper. Everyone else gets it digitally.
- Mail everyone (ignore preference) — send to the whole list regardless.
Honour the preference by default. A client who told you they'd go paperless and then receives a thick envelope has learned that telling you things doesn't work.
Mail-everyone is for the run where paper is the point — a first year, or a book that hasn't been trained onto the portal yet.
Check before you commit
Organizer runs are the largest mailings most firms send, which makes them the ones where a mistake costs most.
Check the count against your expectation. Check a sample piece. If the matched count is well below your expected client count, stop and find out why before sending — a partial run is worse than a delayed one, because you then have to work out who missed out.
Notes and limits
- Pieces that can't be matched to a client don't send.
- Held or failed pieces aren't charged.
- Certified costs more per piece and is rarely warranted for organizers.
- A run that exceeds your balance waits in Ready rather than partially sending.