What happens after your document reaches us

How your document enters the system

Every document that reaches us is scanned and then read from its content. The type of the document, the period it belongs to and the client it relates to are determined from the content itself, not from the file name. A badly named file therefore does not end up in the wrong place.

Where the system is uncertain it does not guess; it brings the document to a member of our staff with the uncertainty flagged, and a person makes the decision.

No task is forgotten

Which returns each client must file in each period is defined in the system. When a period opens, the tasks are created automatically, assigned to someone responsible and stay on the list until they are complete. A task can only drop off the list by being closed in the system.

Secure archive and backup

The moment a document enters the system it is written to two places at once: the server we work on and a separate storage area apart from it. A single copy is never left on its own.

• Locked for ten years. Documents in the storage area are locked so that they cannot be deleted or altered for the statutory retention period. Not even we can remove that lock.
• Encrypted and closed to the outside. Documents are held encrypted; the storage area is not open to the internet and only our own system can reach it.
• A backup every night. The database and the files are additionally backed up every night. Earlier versions of the backups are kept for a period as well, so a change made by mistake can be undone.
• The backup is checked. Whether the backup job actually ran is monitored separately; if it fails, the system raises a warning.
• No document is deleted on its own. There is no process in the system that deletes documents automatically.

Who can see what

Within the office each member of staff can reach only the information of the clients they are responsible for. Access rights are defined per person and actions taken are logged.

The client portal

We developed a separate portal for our clients, so that your business with the office can be handled in one place rather than through a stream of phone calls. Your portal account is opened by the office and handed over to you.

• You can upload your documents directly and see which of them have reached the office.
• You can correspond with the office; your question and the answer given stay recorded in the same place.
• You see your returns, the amounts assessed and your payment deadlines.
• You follow the list of documents requested from you and which of them are complete.
• You can propose changes to your contact details; once the office approves them they are written to your record.
• You see which devices are connected to your account and can remove a device you do not recognise yourself.

When you change your password every open session is closed, and you are notified when a sign-in is made from a new device.

Internal task notes and document analyses are not visible in the portal. Everything you see there belongs to your own file.

Portalı telefonunuzdan uygulama olarak da kullanabilirsiniz:

Where artificial intelligence is used, and where it is not

We use artificial intelligence to recognise documents, notice what is missing and flag inconsistencies. Every step concerning the content of a return, the amounts and the tax decision rests with the certified public accountant and passes through human approval.