Claim Pack Export
When the year is done, hand the reviewer a pack they can work from. The export gathers the draft forms and a supporting binder into one file, with each figure linked to its evidence.
The last mile
All the work of recording evidence and syncing costs is only useful if it reaches the reviewer in a form they can read. A reviewer faced with scattered exports, spreadsheets and folders spends their time assembling the picture. One who receives a single, organized pack spends their time judging it. The claim pack export is the step that turns a year of records into a hand-off. It is where the product's value becomes visible to the person who has to sign.
What it does
The export gathers the draft forms and a supporting binder into one pack for the reviewer. A licensed CPA or enrolled agent reviews it. Cost Guru and TaxTrex do not file returns. The pack follows the structure of the claim, project by project, with the descriptions, people, time, costs and evidence together.
How it works
- 1
Assemble
Drafts and evidence are collected from the register, the vault and the cost sync.
- 2
Export
A pack is produced for the reviewer, in a form that can be read without the system.
- 3
Review
The reviewer checks and takes it from there, asking for more where needed.
- 4
Update
If something changes, the pack can be produced again, and differences are visible.
What is in the pack
Contents are examples. The export is confirmed by Swanson Reed.
| Section | Contents |
|---|---|
| Draft forms | Figures prepared for review, not filed |
| Project summaries | Description, aim and uncertainty for each project |
| People and time | Who worked on what, with the split and its reasoning |
| Costs | Wages, contractors, supplies and other costs, linked to sources |
| Evidence | Dated notes, files and approvals |
| Open items | Gaps and questions flagged for the reviewer |
What you get
- Drafts and evidence together.
- A clear hand-off to the reviewer.
- A list of open items, so nothing is hidden.
- A record of what was handed over and when.
What reviewers like to see
A reviewer wants to find things quickly and to trust what they find. That means a clear table of contents, consistent naming, dates on everything and a visible link from each figure to its source. It also means candor: a pack that lists its own weak spots earns more trust than one that looks perfect. If a project has thin evidence, say so in the open items, and let the reviewer decide. The export follows that approach.
A worked example (illustrative)
This scenario is invented. In January, a coordinator exports the pack for a client with five projects. The reviewer opens it and reads the open items first: two projects have thin evidence, and one cost was assigned late. She asks the client for notes on the two projects, receives them within days and requests an updated pack. She compares the new pack with the old, sees what changed and works through each project in turn. Her sign-off and the filing arrangement are separate steps, handled by her firm and an authorized provider.
Limits
An export gathers what exists. It cannot add evidence or fix a weak description, and it is not tax advice. The pack is for review, and nothing in it is a filed return. A licensed CPA or enrolled agent decides what is supportable, and forms are filed through an authorized IRS e-file provider or tax software, not by Cost Guru or TaxTrex.
Integrations, review tiers and partner pricing are proposals until confirmed by Swanson Reed.
Before you export
- Check that every project has a description and an owner.
- Look at the open items and clear what you can.
- Confirm that costs and time splits have been reviewed by finance.
- Make sure approvals are up to date.
- Tell the reviewer when to expect the pack.
After the export
The pack is a snapshot. If the reviewer asks for changes, make them in the system and export again, rather than editing the pack by hand, so the record and the pack stay consistent. Keep copies of each version, with dates, so it is clear what the reviewer saw and when. When the claim is filed, save the final pack with the filing confirmation, and note any decisions the reviewer made that differed from the draft.
How packs improve over time
The first pack a client produces is usually the weakest, because habits are still forming. Reading the reviewer's comments on it is the best guide to the next year: which projects lacked evidence, which descriptions were vague, which cost lines needed explanation. A firm that feeds these comments back to clients can make each year's pack better than the last, and spend less review time on each.
Pack and process
The export is not the end of the process but the point where it changes hands. Before the export, the work belongs to the client and the coordinator. After it, the reviewer takes over. That handover is a good moment for a short conversation: what to expect, what the open items are and when answers are needed. A pack sent without any explanation risks misunderstanding, while one sent with a short cover note, listing what is in it and what is not, makes the reviewer's first hour much easier.
Export questions
What format is the pack?
Confirm with Swanson Reed. We do not state formats on this site.
Can the reviewer annotate it?
Reviewers can work in whatever way their firm prefers. Details of in-system notes are confirmed.
Can we export more than once?
The aim is that you can, so a pack can be refreshed after changes.
Does the export file the return?
No. Filing is done through an authorized IRS e-file provider or tax software.
Keep exploring
R&D Survey Scheduler
Decide how often your people are asked about their R&D work, so evidence is collected regularly.
Learn moreR&D Project Register
One list of the projects and business components behind an R&D claim, ready for Form 6765 Section G.
Learn moreR&D Evidence Vault
A safe place for the proof behind each R&D project: time-stamped notes, files and approvals.
Learn moreCost and Time Sync
Bring costs in from the ERP or accounting system and match them to projects using time data.
Learn morePlease note: Estimates and drafts are prepared by software for review by a licensed CPA or enrolled agent. This is not tax advice.
Find out what AI would cost you
Book a free call. We will map three opportunities and give you a rough idea of cost and payback.