Remote tax preparation should not feel mysterious. Here is what happens, what each of us is responsible for, and how you will know when every stage is complete.
The exact documents, deadlines, and forms vary by engagement, but the overall path stays consistent. The signed engagement letter controls if its terms differ from this general overview.
01
Get started
Request a filing-season spot
Send the short Request a Spot form so Gear can evaluate the service you need, timing, and available capacity.
Your part
Provide basic contact, service, and filing-state information.
Gear’s part
Record the request and review it for fit, timing, complexity, and capacity.
Step complete when
You receive an on-screen request reference, and Gear has what it needs for the initial review.
Good to know: Do not enter Social Security numbers, banking information, birthdates, or tax-document details in the public form.
If the work is a good fit and capacity is available, Gear confirms the returns and services to be included.
Your part
Answer any initial questions, then review the written quote, responsibilities, information deadline, fee terms, and engagement letter before signing.
Gear’s part
Resolve material scope questions and issue the written engagement details and final fee arrangement.
Step complete when
Gear accepts the signed engagement letter and receives any required retainer.
Good to know: A client relationship does not begin merely because you submit a request, speak with Gear, or send records.
03
Prepare securely
Receive secure portal access
Approved clients receive direct instructions for the protected document and signature process.
Your part
Activate access, use a strong unique password, and follow any multifactor-authentication instructions provided.
Gear’s part
Provide the secure exchange method and a checklist tailored to the agreed return or service.
Step complete when
You can securely exchange records and messages needed for the engagement.
Good to know: The secure access link is sent directly to accepted clients; the public Request a Spot form is not a document portal.
04
Prepare securely
Upload complete, organized documents
Send tax forms, prior returns, organizers, and supporting records through the secure method Gear provides.
Your part
Work through the checklist, answer applicable organizer questions, and tell Gear about special or unusual matters.
Gear’s part
Review the submission for obvious gaps, inconsistencies, and items requiring clarification.
Step complete when
The agreed information is sufficiently complete and usable for preparation to proceed.
Good to know: Late, corrected, incomplete, or disorganized information can change the timing or fee and may require a written scope update.
05
Prepare securely
Preparation and follow-up
Gear prepares the covered return using your information, applicable tax law, and professional judgment.
Your part
Respond promptly to secure questions and provide requested support, corrections, or decisions.
Gear’s part
Prepare only the returns and services listed in the engagement and explain material questions or lawful alternatives as needed.
Step complete when
A complete return is ready for your review—not merely a preliminary calculation or draft.
Good to know: Preparation is not an audit or independent verification of your records, and no refund, result, or processing time is guaranteed.
06
Approve & file
Review the completed return
You receive the completed return for review before Gear files anything.
Your part
Check names, taxpayer identification numbers, addresses, dependents, elections, bank details, payment instructions, and the overall return.
Gear’s part
Walk through material results and address reasonable questions within the agreed preparation scope.
Step complete when
You confirm that the return is accurate and ready for authorization.
Good to know: Drafts and informal calculations are not final work product and must not be filed or relied on as a completed return.
07
Approve & file
Sign authorizations and pay
Filing cannot proceed until every required signer authorizes the completed return.
Your part
Sign Form 8879 and any required state, local, entity, or consent forms; pay the preparation fee and any approved costs under the engagement terms.
Gear’s part
Confirm required signatures and payment, then release the return for the agreed filing method.
Step complete when
All required authorizations and payment conditions are satisfied.
Good to know: Unless the engagement states otherwise, payment is due before electronic filing or release of final returns. Taxes owed are paid directly to the government, not to Gear.
08
Approve & file
File, confirm acceptance, and deliver
Gear transmits the authorized electronic return or provides clear paper-filing instructions when electronic filing is unavailable or not selected.
Your part
Watch for the filing confirmation, follow any paper-mailing or payment instructions, and save the final records.
Gear’s part
Monitor the initial transmission, address a timely rejection within the agreed scope, and provide the completed return and acceptance information.
Step complete when
The covered return is accepted electronically—or delivered for the agreed paper-filing method—and your final copy is available.
Good to know: Transmission is not the same as filing acceptance. Keep your own copies; secure delivery systems are not permanent archival storage.
Important distinctions
Clear terms. No hidden handoffs.
Request ≠ engagement
Submitting the public form does not reserve capacity or create a client relationship.
Quote ≠ accepted engagement
The written fee and scope become active only when the engagement requirements are completed and Gear accepts the work.
Email ≠ secure exchange
Sensitive tax and identity records belong only in the protected method Gear provides.
Transmission ≠ acceptance
An electronically transmitted return is filed only when the taxing authority accepts it.
Ready for step one?
Tell us what you need.
Send a short, non-sensitive service request. Gear will review it for fit and capacity and contact you about the next step.
