How White-Label TaxTrex Works
Clients document their R&D through a routine, and the evidence builds up through the year. This page follows one project from the first survey to the reviewed claim pack.
The routine behind the product
TaxTrex is built on a simple observation: people remember what they worked on better a week later than a year later. Instead of asking for a long reconstruction at tax time, the product asks small questions often. The answers are stored with the project they relate to, and costs from the accounting system are matched to the same projects. By the time a reviewer opens a claim pack, most of the material already exists. This is a Swanson Reed product, and the white-label version runs under the partner's name.
The flow
- 1
Scheduled surveys
Short surveys go out on a cadence the partner sets, for example monthly. Each one asks about a few current projects: what was tried, what was uncertain, who was involved. They are designed to take minutes, not hours.
- 2
AI interviews
An AI interviewer asks follow-up questions about the work, such as what alternatives were considered or what did not work. This brings out the detail a reviewer later needs, in the person's own words.
- 3
Time-stamped evidence
Notes, files and approvals are stored per project, with the date they were added. Evidence made at the time is generally more persuasive than evidence assembled later.
- 4
Accounting sync
Wages, contractors and supplies are pulled in from the accounting system and allocated to projects, so costs and evidence sit side by side.
- 5
Review
A claim pack goes to the reviewer, who works from the evidence and costs together and decides what is supportable.
Who does what
| Step | TaxTrex | The client | The reviewer |
|---|---|---|---|
| Gather evidence | Prompts and stores | Answers and adds files | |
| Follow-up questions | Asks and records | Explains the work | |
| Costs | Pulls and allocates | Checks | |
| Claim pack | Assembles drafts | Reviews | |
| Sign-off and filing | Reviews, signs and arranges filing through an authorized provider |
What the client experiences
A client's technical staff receive a short survey in a system branded as the partner's own. They answer a handful of questions and, if they like, attach a file or a note. They are not asked to learn a new methodology or to keep a diary. The finance contact sees which projects have evidence and which do not, and can nudge the right person. At the end of the year, the client has a record they can explain, and the adviser has material to work from.
What the partner and reviewer see
A partner can see, across clients, whose documentation is up to date and whose is thin. A reviewer opening one client's pack sees each project with its description, the answers and files gathered, the people and time involved and the costs allocated. They can ask the client for more, adjust allocations with a reason and record decisions. If the partner chooses a higher review tier, a second reviewer can look at the same pack.
A worked example (illustrative)
This is an invented scenario. A manufacturer is developing a new casting process. The plant engineer receives a monthly survey. In March she writes that two alloys cracked at higher temperatures and describes a change to the cooling stage. The AI interviewer asks what she tried before the change and why she thought it would help. She replies in two lines. Those answers sit with the project, dated, together with a test report she attaches. In the autumn, the accounting sync allocates her wages and the cost of test materials to the project. At filing time, the reviewer reads a connected account of the work, not a reconstruction.
Limits
The routine only helps if people answer. A client who ignores the surveys will have thin evidence, and the product cannot create evidence for work that was never recorded. AI interviews generate questions and record answers, but they do not decide whether the work qualifies. A licensed CPA or enrolled agent still has to review the claim, and filing goes through an authorized IRS e-file provider or tax software. Nothing here guarantees that a claim will be accepted.
Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Getting a client started
- 1
Choose the projects
Agree with the client which projects to track, so the first surveys are relevant rather than generic.
- 2
Name the people
Identify who should answer for each project, usually the technical lead and one or two others.
- 3
Set the cadence
Pick how often surveys go out and who follows up on missing answers.
- 4
Connect accounting
Link the accounting system, subject to what is confirmed for the setup, so costs flow to the same projects.
Keeping response rates up
- Keep surveys short. Five minutes is better than twenty.
- Ask about specific projects by name, not general "R&D".
- Make one person responsible for chasing, and make it part of their routine.
- Show people why it matters: the answers become the evidence behind a claim.
- Review gaps monthly, so none is large by year end.
Data and privacy
Surveys and interviews gather descriptions of work, which can include sensitive technical or commercial detail. Agree with the client who may see it, how long it is kept and where it is stored. Access should be limited to what each role needs, and the terms should be written down. We do not claim certifications we do not hold, and the Trust Center describes where things stand.
Process questions
How often are surveys sent?
On a cadence the partner sets. The right rhythm depends on the client, and a monthly rhythm is a common starting point to discuss.
What if a client does not respond?
The finance contact and the partner can see which projects lack evidence and follow up. The product cannot create evidence that was not recorded.
Does the AI interviewer decide what qualifies?
No. It asks questions and records answers. A reviewer decides.
Which accounting systems can it sync with?
Accounting connections are proposals until confirmed for your setup. Tell us what you use.
Keep exploring
Ways to Embed TaxTrex
Two ways to put white-label TaxTrex inside your own system: an embedded portal or an API.
Learn moreSelf-Managed R&D Documentation
The tools clients in white-label TaxTrex use to document their own R&D through the year.
Learn moreWhite-Label Branding
Clients should see your firm, not ours: your logo, colors and domain on emails, surveys and reports.
Learn morePartner Console
One dashboard for all your clients: onboarding, roles, usage and billing, plus a creditARMOR tab.
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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