Introducing SmartVault

What is SmartVault?

SmartVault is a file storage software that allows clients to securely upload and download documents using a client portal. Clients can send tax documents, accountants can request additional information, and tax returns or other documents can be delivered to clients, all inside of a secure portal. Clients can access their documents from anywhere with an internet connection.

Why is PHA partnering with SmartVault?

Some clients prefer to handle their tax return experience digitally, and we want to make that process as seamless as possible. Clients can send documents to our office or receive a digital copy of their tax return without needing to visit the office. Some clients drop off paper copies and need them back, but do not have time to come by the office - we can provide access to your documents through SmartVault. Clients can access tax returns and documents at any time, without having to contact the office to request copies. SmartVault also allows document exchange through a portal rather than over email, so tax documents and returns are always secure and encrypted.

What if I want to use SmartVault, but I am not good with computers?

No problem! The SmartVault Client Portal is simple and user friendly. Clients can always visit help.smartvault.com for helpful, detailed articles about how to use the client portal, or to chat with someone from the SmartVault team.

How can I get started using SmartVault?

Call our office at (302) 934-6688, email us at info@pha.cpa, or fill out the form below to provide an email address, and we will send you an invite to get you started! Your invitation will look something like this:

How do I use the client portal?

Step 1: Create your account

Once we initiate your invite, you will receive an email invitation from PHA/SmartVault. Click the Activate button and create your user. You can log in to the portal at any time by visiting pha.smartvault.com.

Step 2: Navigating the Portal

Your home screen will have a menu on the left side with options for you to navigate your Vault: Home, Upload Documents, View Files and Folders, and Requested Docs (the last option will only appear if we have sent you a document request). Your Vault name will also appear at the top of the left menu - if you have a business with a separate tax return (S-Corp, Partnership, C-Corp, etc.), you should see a dropdown next to your business name, where you can switch profiles and access the other Vault. If you do not see your other business, let us know and we can ensure you have access to both.

Step 3: Using the Portal

Upload Documents

Select "Upload Documents" from the left menu -or- "Upload a Document" on the Home page.

Hover over the folder you would like to upload to and select "Upload file" (we suggest uploading to the "Client Source Documents" folder for the applicable tax year). You can drag and drop files, or browse from your device. You can select multiple files to upload at a time.

Click "Save" and a green check mark will appear to confirm your upload is complete.

Download Documents

Select "View Files and Folders" from the left menu -or- "View Your Documents" on the Home Page.

Navigate to the folder where your files are.

Click on the Vault with your name or business name.

Choose the tax year (TY23, etc.).

You can select from Client Organizer, Client Source Documents, and Client Tax Return, depending on the document you are trying to find.

From here, you can view, copy, or download your documents.

Respond to Document Requests

(*note this option will only appear if we have sent you a request for documents)

Select "Requested Docs" from the left menu -or- "View & Respond to Requests" on the Home Page

There will be a list of prompts to upload specific documents.

For example, it may ask for a W-2 from a specific employer. If you have it, upload it. If not, you can check the box "This does not apply." You can add comments to inform us that you are still waiting for the form, retired, or no longer work for that employer. Move down the list until every prompt has been answered, and hit "Submit."

You can return to the document request at any time to upload documents you were waiting for, or to view previously submitted documents. You can access completed requests from the "Requested Docs" tab in the left menu, or from the Home Page, which will say "View Completed Documents" or "View & Respond to Requests" if you have additional requests pending.

Need more information? Please visit help.smartvault.com and visit the Knowledge Base Guide for Guest Users.