The remote Signature feature allows the ERO to send a remote signature request to Taxpayer and/or Spouse when clients are not physically present in the office. This means that you can prepare the tax return for your clients and sign the documents utilizing a completely remote process.
What are the requirements in order to use the remote signature feature?
The computer used with the remote sign feature must have internet access. This feature of the software can be used in two distinctive ways, using sms (text message) or using email.
- Preparer and ERO signatures are present in the database.
- Sending remote signature via sms requires the cell phone number and cell phone carrier of the taxpayer (and spouse if MFJ) on the client data screen.
- If you are going to use the request by email, you will need an extra step. That is, to use an existing, or set up a free google email account in the software that will be used as the source of the email. Please follow the article Configure Google to work with Textlink
🖐 Note: Starting Software 2021, remote signature/s are now being charged, make sure to mark Remote Signature consent (taxpayer and/or spouse) on the Client Data Screen.
On the taxpayer/spouse side, you should verify that your client has access to a touch screen device (Smartphone, Tablet, Ipad) when accessing the request as your clients will sign the documents using his/her finger to process the signature request. With that said let us start setting up the system.
This article is broken into the following sections:
- Configuring the software
- Preparing your tax return to be able to send the remote sign request to your clients
- Sending the remote signature request to your clients
- Troubleshooting remote signatures
- Additional Information
Follow the instructions below to successfully configure the software to send a remote signature via email:
Configuring the Software
1. Click Setup > Office Setup.
2. Click TextMsg/Email Tab.
- Here you will find the fields that need to be completed in order to be able to send the signature request by email and the button for the activation of the TextLink/Email function
🖐 Note: You must be running the software as an administrator.
- Email/password fields: enter your existing Gmail account and password or register for a free Gmail account.
🖐 Note: If your Gmail account is using 2-step verification, the password needed is the app password. If the 2-step verification is not used, make sure "Less Secure App" is turned on.
- Activate Textlink: When you activate textlink you will receive two notifications from the system. The first one is in reference to the SendText.dll registration file, and the second one, is in reference to the Mscomctl.ocx registration file and both of them should show a succeed message.
🖐 Note: You will need to activate textlink for all and each one of the computers that will use the remote signature feature.
Example of how the notifications before described will look like:
🖐 Note: The path that the image is showing could be different on your system because it is relative to the location where you installed the software.
3. Store the signed documents.
Preparing your tax return to be able to send the remote sign request to your clients.
In order to do this you will need to collect the cell phone numbers, cell phone carriers and valid emails from your clients.
🖐 Note: If you are preparing a Married Filing Jointly return you will need this information for the taxpayer and spouse.
On the Client Data Screen you will input this information accordingly with the corresponding field and with the corresponding section for the taxpayer and/or spouse.
On the previous image, both clients provided a valid email that can be used for the remote signature request, taxpayer@email.com for the main taxpayer and spouse@email.com for the spouse.
You can also use the cell phones to send the remote signature request because they provided the cell phone numbers and the corresponding carrier(s), AT&T for both taxpayer/spouse.
🖐 Note: There is a checkmark to the left of the Cell Phone Carrier field labeled as “Text Message”. That field needs to be selected if you want to use the cell phones for the remote signature feature request.
Why? That is the consent that your clients authorize the software to send via sms or email messages.
Sending the remote signature request to your clients.
Requirements:
- Taxpayer/Spouse cell phone number and cell phone service provider information in client data screen for text messaging.
- ERO and Preparer signatures are already captured.
Process:
1. Open a return that has been completed with no verify error messages.
2. Click Print > Final Tax Return
3. Click RemoteSign.
4. If no clients are in the office to sign simple leave all boxes unchecked and click Ok.
🖐 Note: Previous year versions of CrossLink 1040 may present this differently.
5. Select the option to send the Remote Signature Link (cellphone or email) and click OK.
🖐 Note: If you chose to send the request via email or cell phone the user must have access to a touch screen.
- A Text message and/or E-mail with a web link will be sent to TP/Spouse cellphone and/or Email based on your selection.
🖐 Note: Make sure the device is in landscape mode before proceeding.
6. After clicking the weblink from the text message/Email, a web browser window will open and the taxpayer/spouse will need to verify their identity by completing the information for Last name, DOB, Last 4 digits of their SSN, and Zip Code. Click Next to continue.
7. Taxpayer/Spouse will be prompted to verify that everything on the return is correct.
8. Click Ok, to continue to the signature request.
9. Capture the Signature and click Submit.
10. Confirm the signature by clicking on Yes.
11. You can view the Remote Signature from inside Return.
🖐 Note: Any pending remote signature(s) can be viewed on the WIP screen.