Taxes for Individuals

SafeSend Gather: D+L’s New Tax Information Collection Tool

At Dugan + Lopatka, we’re committed to improving our client’s experience. This year, we’re excited to introduce SafeSend Gather—a secure, user-friendly platform that simplifies the process of providing your tax information for your individual return.

With SafeSend Gather, you can complete everything in one convenient place: sign your engagement letter, answer required questions, fill out your tax organizer, and upload documents based on a personalized checklist tailored to your tax return.

Learn more about using SafeSend Gather: 

What to Expect

  1. Personalized Email Invitation
    You’ll receive an email from us via noreply@safesendreturns.com containing a unique, secure link to SafeSend Gather. If you use both a business and personal email, be sure to check both inboxes. The email may have been sent to an address we’ve used to contact you before. Please add noreply@safesendreturns.com to your safe list to avoid it being categorized as spam or junk.
  2. Secure Access with Authentication
    Upon clicking the link, you’ll be prompted to authenticate your identity. SafeSend Gather will send a 6 or 8-digit access code to your email address or mobile device. Enter this code to proceed to the Welcome Page.
  3. Review of Key Information
    Once you log in, you’ll find important information and documents shared within the platform. Please take the time to review this material carefully, as it may include details about your tax filing process or specific requests from our team.
  4. Sign Your Engagement Letter
    Before proceeding to the questionnaire or document uploads, you’ll be prompted to review and electronically sign your engagement letter. This step is required to move forward and ensures we can begin work on your tax return.
  5. Select Your Delivery Method
    We encourage you to use SafeSend Returns, our secure, user-friendly platform for accessing your completed tax return electronically. Through this system, you can review your tax return, see any balances due or expected refunds, sign electronic filing authorization forms, and download copies of your tax return and payment vouchers—all in one location. If you prefer to receive a bound paper copy instead, you will have the option to request it after signing your engagement letter.
  6. Answer Required Questions
    After signing your engagement letter, you’ll be directed to complete a custom questionnaire, if one was included. This may involve various question types such as Yes/No, Short Answer, or Multiple Choice. The questionnaire must be completed before you can proceed to the organizer.
  7. Complete the Organizer
    Following the questionnaire, you will be directed to fill out the organizer, if one was included. Navigate through the organizer pages, enter information into the green fillable fields, and provide any additional notes you would like us to know. While this step is not required, it is strongly recommended to complete sections that don’t have a related source document that you are uploading.
  8. Upload Your Tax Documents
    After completing the organizer, you’ll be prompted to upload your tax-related documents. SafeSend Gather supports various file types, including PDF, DOC, XLS, TXT, PNG, and JPEG. Only PDF and image files undergo document recognition with Gather AI.To ensure a smooth and efficient process, we encourage you to submit your documents together when possible. If you’re waiting on a few documents, feel free to upload what you have. SafeSend Gather will track your submissions, and you can return to the platform using the original email link to complete your upload.Avoid common pitfalls! Delays in filing are often caused by missing or incomplete information. Please double-check that all requested documents are included and that your Tax Organizer is completed in full before submission.
  9. Automated Notifications
    Once you’ve completed the necessary steps, SafeSend Gather will notify us automatically. We’ll review your submission and contact you if additional information is needed.

Important Deadlines:

  • March 15, 2025: Submit as many of your documents as possible by this date to avoid delays. If this deadline is missed, we may need to file an extension for your return.
  • April 4, 2025: For clients requiring an extension, upload your documents by this date to ensure accurate extension preparation. If your documents are not received by April 4, we may need to calculate an extension payment based on your 2023 tax liability, which may not fully reflect your 2024 obligations.Please note: While an extension provides additional time to file, it does not extend the time to pay taxes owed. Any unpaid amounts after April 15, 2025, may be subject to interest and penalties.

Frequently Asked Questions

1). What is SafeSend Gather, and why are we implementing it?

SafeSend Gather is a secure, intuitive platform designed to streamline the collection of your tax documents and required information. By utilizing this tool, we aim to enhance efficiency, reduce paper-based processes, and ensure the safe transmission of sensitive data.

2.) How will I receive access to SafeSend Gather?

You will receive an email from us via noreply@safesendreturns.com. If you don’t see the email in your inbox, check your spam or junk folder. If you use both a business and personal email, check both accounts. The invitation may have been sent to the address we typically use for communication with you.

3.) Do I need to create an account or download any software to use SafeSend Gather?

No, there’s no need to create an account or download software. You can access SafeSend Gather directly through the secure link in the email.

4.) Will I need to sign anything within SafeSend Gather?

Yes. Before proceeding to the questionnaire or document uploads, you’ll be prompted to review and electronically sign our engagement letter. This step is required for us to begin working on your tax return.

5.) What types of documents should I prepare for upload?

SafeSend Gather will guide you in uploading necessary tax documents such as W-2s, 1099s, K-1s, and receipts for deductions. The platform supports various file formats, including PDF, DOC, XLS, TXT, PNG, and JPEG. Only PDF and image files undergo document recognition with Gather AI. If you have any questions about specific documents, please contact us.

6.) Can I upload all my documents as a single file, or should they be uploaded separately?

SafeSend Gather allows you to upload documents either individually or combined into a single file. Either approach works seamlessly—no specific organization is required.

7.) What if a document request doesn’t apply to me or is prepared by the firm?

If a document on the request list doesn’t apply to your situation or is something prepared by our firm (e.g., certain business tax schedules), you can mark it as “N/A” within the platform. This lets us know it’s not applicable, so no additional follow-up is needed.

8.) What if I don’t have all my tax documents ready at the same time?

You can start by uploading the documents you have and return later to add more, as long as you haven’t clicked the “Finish” button. If you’ve already marked your submission as complete, contact our office, and we can re-enable document upload for you.

9.) What if I forgot to upload a document or need to add more later?

If you realize you forgot to upload a document after completing the process, please contact our office. We can reopen your submission link or provide alternative ways to submit the missing information securely. You may also upload additional documents later if your submission link is still active.

10.) How secure is SafeSend Gather for transmitting my personal tax information?

SafeSend Gather uses robust encryption and advanced security protocols to protect your sensitive information throughout the document submission process.

11.) Can I use my mobile device to access SafeSend Gather and upload documents?

Yes, SafeSend Gather is mobile-friendly and works seamlessly on smartphones and tablets. However, certain features, like completing the organizer, may be best experienced on a desktop or laptop.

12.) Can I still receive a paper organizer if I prefer?

Yes. If you prefer a paper organizer, you can print it directly from within SafeSend Gather, or call our office.

13.) Do I need to fill out the entire organizer provided in SafeSend Gather?

No, completing the entire organizer is not required if:

  • The information is already covered in the questions asked within the platform.
  • You are providing underlying source documents (e.g., W-2s, 1099s, receipts).

However, if you have additional information you’d like to share, such as deductions or items that don’t have a source document, you can enter them in the appropriate section of the fillable organizer. This ensures we have all the details necessary for preparing your tax return accurately.

14.) What should I do if I experience technical difficulties while using SafeSend Gather?

Here are some quick troubleshooting tips:

  • Ensure your browser is up to date (we recommend Chrome, Edge, or Firefox).
  • Check your internet connection to make sure it’s stable.
  • Confirm your files are in supported formats (e.g., PDF, JPEG, PNG) and are not too large.
  • If you’re uploading a PDF file, ensure it is not locked or password-protected, as locked PDFs can cause issues with the document recognition process. If your file is locked, remove the password or contact us for assistance with securely submitting the document.

If these steps don’t resolve the issue, please contact our office for assistance.

15.) How do I authenticate my identity when accessing SafeSend Gather?

After clicking the link in your email invitation, you’ll be prompted to authenticate your identity. SafeSend Gather will send a 6 or 8-digit access code to your email or mobile device. Enter this code to gain access to the platform. If you do not receive the code, check your spam or junk folder or request the code to be resent.

16.) What types of questions will I be required to answer?

SafeSend Gather will ask a variety of questions, including Yes/No, Short Answer, or Multiple Choice, to collect the necessary details for preparing your tax return. These questions are tailored to your situation and must be completed before you can proceed to the organizer or document upload steps.

IRS.gov Account

As we prepare for the upcoming tax season, we want to ensure you have the tools and resources to make the process as smooth as possible. One helpful step you can take is to create an IRS.gov account if you don’t already have one. This account provides secure, 24/7 access to your personal tax information and is a valuable resource for managing your taxes. Setting up your account is simple—visit IRS.gov, click on “Sign In to Your Account,” and select “Create Account.” You’ll need to verify your identity using information such as your Social Security number, tax filing status, and financial account details. Once your account is active, you can view tax transcripts, check payment history, manage payment plans, access prior-year returns, and track the status of your refund. Having this information readily available will help streamline the preparation process and ensure that everything runs efficiently this year.

Need Assistance?

We understand that transitioning to a new platform may raise questions. If you need help with SafeSend Gather, tax deadlines, or if you prefer a paper organizer, please reach out to Lanette Vesper at lanette.vesper@duganlopatka.com or 630-665-4440. An email summarizing your issues first is preferred to ensure we can adequately review and answer your questions.

Additional Services to Simplify Your Financial Life

In addition to tax preparation, D+L provides services designed to help plan and optimize your financial future:

  • Tax Projections for Cash Flow Planning and Peace of Mind: Wondering how to prepare for upcoming tax payments or how significant life events, like selling a property or exercising stock options, might impact your tax obligations? We can provide tailored projections to help you make informed decisions.
  • Comprehensive Tax Planning and Advisory Services: From maximizing deductions to structuring major financial transactions, our advisory services are here to help you strategically manage your tax position throughout the year. For example, if you’re considering a significant charitable contribution, we can help determine the best way to achieve your philanthropic goals while minimizing tax liability.
  • Financial Planning and Investment Management: Through our sister company, Dugan + Lopatka Wealth Management, we offer personalized financial planning and investment management services.
  • Business Tax and Accounting Services: If you’re starting a business or currently working with another CPA firm for your business needs, we can provide a full range of tax and accounting services. Let us partner with you to streamline your business operations and maximize efficiency.

Contact us today to get started.

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