Audit Response Assistant
If an examiner asks, find the evidence quickly and draft a clear answer. The assistant matches evidence to questions and drafts responses to document requests, and a person reviews every response.
When it is used
This feature is for the uncomfortable moment when a question arrives from a tax authority. The questions are usually specific: show the records for this project, explain how this allocation was made, provide documents supporting these costs. Answering well means finding the right records quickly and presenting them clearly, within a deadline. The assistant helps with the finding and the drafting. The decisions, and the final answer, belong to your professionals.
How it works
- 1
Enter the request
Add the examiner's question or document request, as written.
- 2
Match evidence
Relevant records are found from the claim file: project descriptions, time and wage records, cost documents and evidence.
- 3
Draft
A response is drafted for review, with each statement tied to the record that supports it.
- 4
Review and send
A licensed CPA, enrolled agent or attorney reviews, edits and decides what to send.
What the assistant does and does not do
Every response is reviewed by a person.
| It does | It does not |
|---|---|
| Find records that appear relevant to a question | Decide what should be disclosed |
| Draft a response from the evidence | Send anything to the examiner |
| Link each statement to its source | Give legal advice |
| Keep a record of requests and drafts | Replace the professional handling the examination |
What you get
- Faster, better organized replies.
- Evidence linked to each answer, so statements can be checked.
- A record of what was asked, what was drafted and what was sent.
- More time for professionals to think about substance, not search.
A worked example (illustrative)
This scenario is invented. A request asks the company to substantiate the wages claimed for two engineers on one project. The assistant finds the time allocation, the survey answers behind it, the payroll records and a manager's note explaining one adjustment. It drafts a short response that states the allocation, refers to each record and attaches them. The CPA reads it, changes one sentence that overstated a point and asks for one more document to be added. She then sends the response herself. The assistant saved a morning of searching, and the CPA's judgment shaped the final text.
Why review matters
A response to an examiner is a formal statement. An error, or an overstatement, can cause problems that are hard to undo. That is why the assistant drafts and never sends, and why every draft is read by a qualified person. The drafts are designed to be conservative: they cite records and avoid claims the records do not support. They are still drafts. Treat them as a starting point and read them closely.
Limits
The assistant can only use records that exist and have been loaded. It cannot create evidence, and it does not know about conversations or documents outside the file. It is not legal advice. If a claim is under examination, speak to your CPA, enrolled agent or attorney straight away, because there are deadlines and strategic decisions that software cannot make for you. A mock audit does not guarantee acceptance of a claim or predict whether it will be examined.
A person reviews every response. Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Preparing before you ever need it
- Keep the claim file complete and organized, because the assistant works from it.
- Name who will handle an examination, and keep their contact details to hand.
- Make sure project descriptions and allocation notes are written clearly, so draft responses are clear too.
- Know where the original records are, in case the examiner asks for originals.
- Agree in advance how drafts will be reviewed and by whom.
A note on tone
Responses to examiners work best when they are factual, short and well-supported. The assistant's drafts follow that pattern: they state what the records show, refer to the specific documents and avoid argument. A reviewer may add context or adjust the tone, but the starting point is a clear, evidence-based statement. If a draft sounds defensive, or claims more than the records support, edit it down. Your professional adviser is the best judge of tone.
Keeping a record
Each request, each draft and each final response is kept with the case, so the history is complete. That helps in several ways. If a question comes back later, you can see exactly what was said. If a different person takes over, they can pick up without a handover meeting. And when the examination ends, the record shows how it was handled, which is useful for improving the next claim. Keep it with the claim file.
What a good response pack looks like
A good response is organized so the examiner can follow it. It begins with a short statement of what is being answered. It lists the documents attached and says what each shows. It is consistent with earlier statements and with the claim. And it is complete enough that a follow-up question is unlikely, without burying the point in volume. The assistant's drafts aim at that shape. Reviewers can improve on them by cutting anything that is not needed and by making sure every claim in the text is backed by a document in the pack.
Mistakes to avoid when responding
- Sending more than was asked, which can open new questions.
- Sending less than was asked, which causes delay.
- Describing work in different words from the claim.
- Missing a deadline without asking for an extension.
- Letting an unreviewed draft go out.
Assistant questions
Does it respond to the examiner for me?
No. It drafts. A professional reviews and sends.
Can it find records I forgot I had?
It can find records in the claim file that match a question. It cannot find records that were never loaded.
Is it only for formal audits?
It is designed for examiner questions. It may also help with a reviewer's questions, but that is a separate use.
Is the draft confidential?
Access is limited and agreed in writing. Please ask about the terms before loading sensitive material.
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Learn morePlease note: Estimates and drafts are prepared by software for review by a licensed CPA or enrolled agent. This is not tax advice.
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