Automate IRS notice handling
Unstract reads each IRS and state notice as it arrives, matches it to the client and tax year, checks the proposed changes against the return in your tax software, and puts it on a preparer's list with its response deadline.
Trusted by tax and accounting teams around the globe
Notices arrive on paper, and the clock starts on the notice date
The return is already in your tax software. The CP2000 that questions it arrives in the office mail or as a phone photo from the client, and someone has to open it, work out whose it is and log the date before anyone can look at the numbers.
A notice keyed into a tracker while its 30 days run down
A CP14 scanned crooked, the received stamp across the amount due
Income the IRS has on file that never reached the return
The client forwarding the notice in pieces, the 1099 a week later
One notice logged twice, from the mail and from the client's email
Every notice has to be identified, read, set beside the return and given a deadline before a preparer can decide how to answer, and a missed date lets the IRS move from proposing the change to assessing it.
Unstract reads each notice as it lands, matches it to the client and tax year, checks it against the filed return and the IRS transcript, and opens a task with the deadline. A preparer starts from the difference, not the envelope.
From a scanned or forwarded notice to the preparer's task list, without the keying
Five steps, run on their own for every notice. Parsing by LLMWhisperer, extraction by Document Studio, the whole run by Flow.
Pick up IRS notices wherever they land
IRS and state notices reach the office mail and get scanned in a batch, or clients photograph them and forward them by email or through the client portal. Each copy is picked up where it arrives, and two copies of the same notice merge into one record instead of two.
The notice date is read on day one, not when someone gets to the mail pile.
Sort each notice by type, client and tax year
A day's mail scan often holds several clients' notices in one file. The file is split into its notices, and each one is classified by type (CP2000, CP14, CP504, LT11 or a state notice) and matched to the client and the tax year it concerns, using the name, the masked SSN and the year printed on it.
A CP504 is known as a collection notice before anyone has read past its first line.
Read every notice, then pull the fields that matter
LLMWhisperer reads each notice with its layout kept, so the table of proposed changes on a CP2000 stays a table, even from a crooked scan or a phone photo. Document Studio then extracts the fields you defined: notice number and date, tax year, form, each proposed change with its payer, the proposed tax, penalties and interest, the amount due and the response deadline.
The same field definitions run on every notice type, so the deadline is never hunted for on page three.
Set the proposed changes beside the return as filed
Each proposed change on the notice is matched to the client's filed return, pulled from your tax software, and to the IRS wage and income transcript, with the 1099s and W-2s in the client's file. Income the IRS says is missing, a payer the return never named or an amount that differs is marked line by line. The notice then stops for a preparer with the notice, the return and the transcript side by side.
Every notice gets a person, because the response is a judgment call. Unstract does the matching so that person starts from the difference.
Assign the notice in TaxDome or Drake Workflow, deadline attached
The notice becomes a task in your practice management system, TaxDome or Drake Workflow, on the preparer's list with the response deadline, and the notice, the transcript and the comparison go to the client record. Collection notices such as a CP504 or LT11, and any notice with a short deadline, go to a partner first. The task stays tracked until the preparer marks the response sent.
Nobody keeps a notice log by hand, and no deadline lives only on a sticky note.
Watch this season's notices sorted and checked live.
Bring a mail scan and a few notices clients forwarded. We run them live and show each match to the return, each held line and each deadline.
Every paper that comes with an IRS notice
Documents
- IRS notices
- State tax notices
- Individual tax returns
- Tax return transcripts
- 1099 forms
- W-2 forms
- Form 1098
- Form 1065 and K-1s
- Power of attorney (Form 2848)
- Prior IRS correspondence
- Client letters and explanations
- Payment plan and installment agreement letters
Fields captured
Our agents are extroverts.
Cloud storage like S3, Google Drive, Dropbox and Box. Databases and warehouses like Snowflake, BigQuery, Postgres and SQL Server. Accounting, ERP and CRM systems like QuickBooks, Xero, SAP, NetSuite, Salesforce and HubSpot. Project trackers like Jira, Asana, ClickUp and Linear. And anything with an API.
Run one notice season's mail first
Nobody on your staff writes code. The run is set up on notices your firm has already received and proven on one office's mail before the rest of the firm joins.
Book a consultation
We go through a recent batch of notices with you: which types arrive, how they reach the office, who answers each kind and how deadlines are tracked today.
Built on your clients' notices
The fields, the match to the return and the transcript, your routing rules for partners and preparers, and the link to TaxDome or Drake Workflow are set up on real CP2000s, CP14s and state letters.
Pilot one office, then add the rest
One office or one team's clients run live first. When the matches and deadlines agree with what your preparers would have logged, the other offices follow with the same rules.
Built for the people who answer the IRS for their clients
CP2000s matched to the return a preparer filed, with the missing 1099 named, so the reply starts the day the notice is scanned.
Collection notices spotted on arrival and sent to the partner first, with the balance, the levy date and the Form 2848 already in the file.
Notices clients forward to their bookkeeper read and logged with a deadline, instead of waiting in an inbox until the next monthly close.
Penalty and balance notices for every entity read the same way and tracked to the person who owns each tax year.
Notices on a preparer's list the day they land
Safe for the letters clients least want seen
IRS notices carry a client's Social Security number, the income the IRS has on file and what they owe. A leaked CP504 tells a stranger who is behind with the IRS, by how much, and when a levy can start.
- Encrypted in transit and at rest.
- Notices, returns and transcripts are never used to train models.
- Access by role, office and client, with every preparer's review and decision recorded against the notice.
- Retention you set: processed notices are deleted on the schedule your firm's record-keeping policy names.
- Self-hosted deployment for firms whose controls keep taxpayer data inside their own environment.
What tax firms ask before they hand over a stack of notices
Yes, and notices need it more, because each one carries a deadline. A form is read into fields once. A notice is read, matched to the client and tax year, checked against the filed return and turned into a task that stays tracked until the response goes out.
Five steps: pick the notice up from the mail scan or the client's email, classify it by type and client, read the proposed changes and the deadline, compare them with the return and the transcript, and assign it with the deadline. A preparer decides every response.
No. It reads, matches and routes. Your preparer decides whether to agree, disagree or ask the client for more, writes the response and sends it. Unstract gives them the notice, the return and the transcript side by side, and keeps the task open until they mark it sent.
It lists each proposed change beside what the filed return shows and what the IRS transcript holds, so the preparer sees which 1099 or W-2 the return missed and which items already match. The preparer then asks the client for the right document instead of the whole file.
Look for a tool that reads the notice itself, not one that only stores a scan. Unstract reads scanned and photographed notices, matches each one to the client and tax year, and delivers it as a task to TaxDome or Drake Workflow, with the deadline and the comparison attached.
In front of it. Tax notice management software tracks a notice once someone has logged it. Unstract does the logging: it reads the notice, fills in the type, tax year, amounts and deadline, checks the return, and opens the task, so the tracker starts complete.
The AI reads and compares; it does not answer. Using AI for IRS notice responses here means the extraction and the matching are automatic, each value carries a confidence score, and any low-confidence value stops for a person with the page beside it. The response stays a preparer's decision.
Yes. Tax notice of assessment processing reads state notices of assessment and balance due letters the same way as IRS CP notices: agency, tax year, proposed change, amount and response date, each matched to the client and the return.
Collection notices such as a CP504 or LT11, and any notice whose response window is short, go to a partner before a preparer. You set the notice types and the day count, and every other notice goes straight to the preparer who owns that client's return.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Notices and returns are encrypted in transit and at rest, never used to train models, and deleted on your schedule. Self-hosted deployment keeps them inside your own environment.
Bring last month's notices to the consultation
The mail scans and the photos clients forwarded, crooked pages included. You watch each notice matched to its client and return, and each held line shows the item the IRS says is missing.