K-1 Collection & Distribution

Automation is triggered on a set date each year (e.g., January 15) or manually by the operations manager. The system loads the entity list and client mapping from the master spreadsheet.

Automation sends a templated K-1 collection email to all partnership entities with a deadline and a unique submission link or reply-to address that logs responses automatically.

Automation monitors the designated email inbox and a shared submission folder, logging each received K-1 with timestamp and entity name. It sends a confirmation email to the entity.

The automation opens each received K-1 PDF, extracts key fields (entity name, EIN, signature, date), compares them against the firm's records in QuickBooks, and flags any missing or mismatched data for human review.

Automation identifies entities that have not submitted K-1s by the deadline and sends automated follow-up emails with escalating urgency. A human reviews the final list of non-responders.

Automation matches validated K-1s to clients based on the master mapping, organizing them into a distribution queue and updating the tracking spreadsheet with status.

Automation sends each client their matched K-1 PDFs via email with a personalized cover letter, including instructions and deadline information. It logs the send timestamp and delivery status.

Automation creates a final audit-ready report listing all K-1s collected, validated, and distributed, with timestamps and recipient confirmation, and stores it in the firm's records system.