Documentation Gap Finder
Find the holes in the evidence while there is still time to fill them. The gap finder shows which records are missing for each project and for each dollar claimed, so your team knows exactly what to gather.
The problem
It is common to discover a gap in a claim at the worst moment: when a reviewer asks for a record that does not exist, or when an examiner does. By then it is too late to create it. The gap finder moves the discovery earlier. It compares the claim with the records and lists, specifically, what is missing, so there is time to gather it, write it or decide to change the claim.
How it works
- 1
Scan
Records are compared with the claim: each project, each person, each cost.
- 2
List gaps
Missing items are listed by project and by dollar. A gap might be a missing description, an undated note, a wage with no time record or a cost with no invoice.
- 3
Close them
Your team gathers what is missing, or writes the explanation that is needed.
- 4
Check again
The scan is repeated and the list shrinks as gaps close.
Kinds of gap it can show
These are examples of the kinds of gaps. The exact checks are confirmed by Swanson Reed.
| Gap | Example | Typical way to close it |
|---|---|---|
| Missing description | A project with no statement of what was uncertain | The technical lead writes it |
| Undated evidence | A note with no date | Find the source date, or recognize it as weaker |
| Unsupported allocation | A split with no time records | Gather timesheets or a reasoned explanation |
| Cost with no source | A supply cost with no invoice | Find the invoice or exclude the cost |
| Inconsistent narrative | Two documents that describe the same work differently | Reconcile and note the correct description |
What you get
- Specific, actionable gaps, not vague warnings.
- A view by project and by dollar, so you can see how much of the claim each gap affects.
- Time to fix problems before filing.
- A way to see progress as gaps close.
A worked example (illustrative)
This scenario is invented. A claim covers four projects and a few hundred thousand dollars of costs, by assumption. The gap finder reports that three projects have good records. The fourth has a description but no dated evidence, and accounts for a notable share of the wages claimed. It also lists two contractor invoices with no project reference. The firm asks the fourth project's lead for notes and files from the time, finds some, writes a short statement for the rest and marks them as written later. The contractor invoices are matched to the right projects. On the second scan, the list is short, and the firm and its reviewer agree on what remains.
Being honest about late evidence
Not every gap can be closed with a contemporaneous record, and it is better to be candid than to pretend. If a note is written after the fact, say so and date it. If a record cannot be found, decide whether the cost should still be claimed. A reviewer will find a claim more credible if it is clear about what is strong and what is not. The gap finder helps by distinguishing the two, so that nothing weak is presented as strong.
Limits
The gap finder can only compare what it has. If records exist but were not loaded, it will report them as missing. If a gap is reported, it does not mean the work did not happen, only that the record was not found. It is not tax or legal advice, and it does not guarantee acceptance of a claim. A licensed CPA or enrolled agent decides what to do about each gap.
A mock audit does not guarantee acceptance of a claim or predict whether it will be examined. Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Good habits that prevent gaps
Prevention is cheaper than repair, but the finder helps with both.
- Give every project a short written description at the start, and update it when direction changes.
- Date everything, even informal notes.
- Store test results and comparisons where the team can find them later.
- Label supplier and contractor invoices with the project they relate to.
- Ask people to record surprises as they happen, in a sentence or two.
How it connects to the rest of the product
The gap finder feeds scoring: the documentation gaps it finds are one of the things the risk score considers. It also pairs naturally with TaxTrex, whose surveys and evidence vault are designed to prevent gaps in the first place. A firm using both can see a gap in creditARMOR and send a client a targeted survey in TaxTrex to close it. That loop, from finding to fixing, is the practical value of having the two products under one brand.
Prioritizing which gaps to close
Not all gaps matter equally. A missing invoice for a small supply cost matters less than an unsupported allocation for the largest wage line. The finder shows gaps by dollar, so you can start with those that affect the most of the claim. A sensible approach is to fix the largest first, then work down until the remaining gaps are small enough that your reviewer is comfortable. Sometimes the right answer is to drop a small cost whose records cannot be found, rather than spend a day on it.
Gap finder questions
Does a gap mean the claim is wrong?
No. It means a record was not found. Your team may have it elsewhere, or may decide to change the claim.
Can it check claims from other sources?
The aim is that it can. Which sources are supported is a proposal until confirmed.
How often should I run it?
Early, to leave time to fix things, and again before filing.
Does it fix the gaps?
No. It shows them. Your team and reviewer decide how to deal with each.
Keep exploring
R&D Claim Health Check
A one-off mock audit of a single R&D claim, so you can test it before you file.
Learn moreR&D Audit Risk Scoring
A score that shows where an R&D claim is exposed, and why, so fixes can be prioritized.
Learn morePortfolio Risk Dashboard for CPAs
See all your R&D clients at once, ranked by risk with year-over-year trends, and know where to look first.
Learn moreAudit Response Assistant
If an examiner asks, find the evidence quickly and draft a clear answer for a person to review.
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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