The AI operating system for client document work
Vault reads every document your clients send, tells your staff exactly what is still missing, extracts the financial data that matters, and runs the workflow around it. Reminders are the last mile — not the product.
Live in two to three weeks · Dedicated onboarding included
Harbor Logistics LLC
Business return · FY2025 · Due Mar 15
Still missing
Schedule K-1 (Partnership)
Requested 2 days ago
Form 1098 — mortgage interest
Not requested yet
Vehicle mileage log
Requested today
Purpose-built for practices that live inside client documents
- Tax & accounting
- Bookkeeping
- Estate planning
- Immigration law
- Outsourced CFO
- Family law
- Audit & assurance
Before the work, there is the work of getting the work
Firms do not lose weeks to judgment calls. They lose them to collecting, identifying, and re-keying paperwork that a client already sent — somewhere, in some format, under some filename.
How it runs today
- Someone on staff keeps a spreadsheet of who has sent what.
- Documents arrive in six places — email, text, portal, cloud drive, front desk.
- A preparer opens every single file just to find out what it is.
- Figures get keyed in by hand, then checked by hand, then reconciled by hand.
- A missing form surfaces the week of the deadline, not the week of intake.
How it runs on Vault
- The request list maintains itself, per client and per engagement.
- Every channel lands in one inbox, already filed to the right client.
- Each file is typed, summarized, and scored before anyone opens it.
- Fields are extracted with confidence scores and reviewed, not retyped.
- Gaps are visible on day one, with the reminder already drafted.
No more “what is this file?”
Every upload arrives already classified, named, and attached to the right client, engagement, and request.
No more status spreadsheets
Completion is computed from the documents themselves, so the tracker can never drift from reality.
No more deadline surprises
Outstanding items roll up across every client, sorted by what is due soonest and who owns it.
Four systems your firm juggles today, unified into one
Vault replaces the spreadsheet trackers, email chains, and disconnected tools with a single AI-native workspace built around your documents.
Document Intake & Intelligence
Every upload is classified, key fields extracted, and missing or inconsistent data flagged automatically.
- Auto-generated request lists per engagement type
- Recognizes documents regardless of filename
- Duplicate and superseded-version detection
Financial Document Processing
Receipts, invoices, K-1s, and bank statements are parsed into structured, categorized data you can act on.
- Line-item parsing and category assignment
- Confidence-scored review — nothing is silently guessed
- Structured export to your ledger or tax package
Workflow Automation
Pre-built templates for tax return prep, client onboarding, and monthly close — trigger, classify, route, notify.
- Conditional routing on document type or confidence
- Automatic task creation and deadline tracking
- Editable templates, not a blank canvas
Practice Management
Tasks, deadlines, and client notes live next to the documents and workflows that drive them.
- One workspace instead of five disconnected tools
- Staff assignment with workload visibility
- Client history that survives staff turnover
Know what’s missing before your client does
Vault builds the request list for each engagement, then keeps it honest. When a file lands — from the portal, an email reply, or a phone camera — it is identified by what is inside it, not by what it happens to be called.
- Request lists generated per engagement type and prior-year filing
- Classification that ignores filenames, scans, and photos of paper
- Duplicate, superseded, and wrong-year documents caught on arrival
- Reminders that name the specific item, not “please send your documents”
Request list, updated
1099-NEC — contractor income
Q4 expense receipts
Schedule K-1 — still outstanding
Extraction your preparers can actually trust
Every field comes back with a confidence score and a pointer to the exact region of the page it was read from. Anything under your firm’s threshold goes to a human queue instead of quietly entering the record.
- Field-level confidence scores on every extracted value
- Page-region provenance — see where each number came from
- Per-document-type review thresholds set by your firm
- Structured output ready for your ledger, tax package, or API
1 field below threshold — queued for human review
Automate the boring half of every engagement
The routing, chasing, task-creation and status-updating that eats a preparer’s week runs on rules you can read. Start from a template built for the work your firm already does, then edit it.
- Templates for tax return prep, onboarding, and monthly close
- Conditional branches on document type, client, or confidence
- Tasks and deadlines created and closed by the workflow itself
- Full audit trail on every automated action
- When a document arrivesPortal · email · drag & drop
- Classify & extractType, fields, confidence score
- If confidence < 90%Route to preparer review queue
- Otherwise, close the taskNotify owner · update checklist
Ships as an editable template — not a blank canvas.
From inbox chaos to a clean, structured record
Three moves, and the collection phase of an engagement stops being a person's full-time job.
Clients upload, from anywhere
A branded portal collects documents by secure link, email reply, or drag-and-drop. No account, no password, no new software for the client to learn.
AI reads, classifies, extracts
Every file is typed, its key fields pulled out, and missing or inconsistent data flagged with a confidence score before a person ever opens it.
Your team just acts
Requests, tasks, and workflows update themselves. Staff spend their hours on judgment calls and review, not on chasing paperwork.
Your clients see a checklist. Not a filing system.
The portal carries your firm's name, opens from a secure link on any phone, and asks for exactly what is outstanding — nothing else. When a client replies to an email with a photo of a receipt, that works too.
- Branded with your firm's name and colors
- No account, password, or app install for clients
- Uploads by secure link, email reply, or phone camera
- Clients always see what is done and what is left
Hi Dana — 3 items left
Everything else has been received and reviewed.
Prior-year return
Q4 payroll summary
Schedule K-1
Mortgage interest (1098)
Mileage log
Drop files, or take a photo
PDF, HEIC, JPG, XLSX up to 100 MB
Secure link — no account or password needed
Built around how professional firms actually work
The document types differ. The problem does not: the engagement cannot start until the paperwork is complete and understood.
Tax & accounting firms
Season intake for hundreds of returns at once, with per-client completion visible on one screen instead of one spreadsheet.
Law firms
Matter intake, client identification documents, and discovery material collected on a branded link and filed against the matter automatically.
Bookkeeping practices
Monthly close that starts with receipts and statements already parsed, categorized, and reconciled against what you expected to receive.
Advisory & outsourced CFO
Recurring document cycles across a client book, so the analysis starts on day two instead of after two weeks of collection.
You hold your clients' most sensitive records. So do we.
Tax returns, financial statements, and privileged matter files are not ordinary uploads. Vault is built to the standard your own clients audit you against.
Encrypted end to end
AES-256 at rest, TLS 1.3 in transit, with per-firm key separation.
SOC 2-ready controls
Infrastructure, change management, and access reviews built to the standard your clients audit you against.
SSO and role-based access
SAML sign-in, granular staff roles, and client-level permissions down to a single engagement.
Complete audit log
Every view, edit, download, and automated action is recorded and exportable.
Never used for model training
Your documents and extracted data are never used to train models and are never pooled across firms.
Retention you control
Configurable retention windows, legal hold, and permanent deletion on request.
Sits in front of the stack you already run
Vault is the intake and intelligence layer, not a rip-and-replace. Connections are scoped and configured with your team during onboarding, with an API for anything bespoke.
Enterprise only. Built around your firm.
Every firm's document volume, client base, and workflows are different — so is the price. No self-serve tiers, no per-seat guessing games.
One plan. Everything included.
Custom
Annual, billed per firm
There is no lite tier to outgrow and no feature held back for a bigger contract. You get the whole platform, configured around the way your firm already works.
No card, no commitment to see it.
Platform
Configuration
Governance & support
What shapes your price
Four inputs, all of which we work out together on the first call.
- Staff headcountHow many preparers, reviewers, and partners work in the system.
- Annual document volumeRoughly how many files pass through intake in a year.
- Engagement complexityThe number of document types and workflow templates you need configured.
- Integration scopeWhat has to connect to your existing tax, ledger, and practice stack.
Never metered
- Client accounts and portal users
- Staff seats — no per-seat pricing
- Document uploads and storage
- Support tickets and training sessions
Your bill should not punish you for a busy season. Volume is a scoping input, not a per-unit charge.
From first call to firm-wide, in two to three weeks
Scoping call
Thirty minutes on your document types, client volume, and the workflows you run today.
Configured pilot
We stand up your workspace with your branding, your document types, and one live engagement type.
Firm-wide rollout
Client migration, staff training, and a named account team through your first season on Vault.
Answers before you ask
The things firm partners and IT reviewers ask us in the first call.
How is this different from a client portal with a document checklist?
A portal collects files. Vault reads them. Every upload is classified, its key fields are extracted, and the request list rewrites itself based on what actually arrived — including the cases where a client sends the right document with the wrong name, or the wrong document with the right name. The chasing and reminding is the last mile of the product, not the product.
What document types can it handle?
Out of the box: W-2s, 1099s, K-1s, 1098s, bank and brokerage statements, invoices, receipts, payroll summaries, engagement letters, IDs, and prior-year returns. During onboarding we add your firm's own document types and the exact fields you want pulled from each one.
What happens when the AI is unsure?
It says so. Every extracted field carries a confidence score, and anything below your firm's threshold is routed to a human review queue instead of being written silently into the record. You set the threshold per document type, and you can see every value next to the page region it came from.
Do our clients have to learn new software?
No. They get a branded link that works on a phone browser — no account, no password, no app install. They can also just reply to an email with attachments, and Vault will file them against the right client and the right request.
Is our client data used to train AI models?
No. Your documents and extracted data are never used to train models, and they are never pooled across firms. Each firm's workspace is logically isolated, with per-firm encryption keys and role-based access on top.
Can it work alongside the software we already run?
Yes — Vault is designed to sit in front of your existing tax, practice management, and accounting stack rather than replace it. Integrations are scoped and configured with you during onboarding, and there is an API for anything bespoke.
How long does implementation take?
Most firms are live in two to three weeks: workspace and branding in the first few days, document types and workflow templates configured in week one, client migration and staff training after that. You keep a named account team through your first filing season.
Why is pricing enterprise-only?
Because document volume, client count, and workflow complexity vary enormously between a four-person bookkeeping practice and a two-hundred-person firm — and so does the configuration work. We scope the plan around your firm instead of making you guess which self-serve tier you belong in.
Ready to stop chasing documents?
Set up your firm's workspace and see what your team stops doing manually on day one.