For IRS Acceptance Agents and multilingual practices
Your clients don't email. They WhatsApp.
So why does every client portal assume an inbox, a laptop, and a password they will remember?
XyloDocs collects tax documents over WhatsApp and SMS, handles the phone photos your clients actually send, and keeps them updated in their own language — automatically. It was built by a practicing IRS Certifying Acceptance Agent for the way ITIN and immigrant-serving practices really work, not adapted from software designed for someone else.
Remote, at whatever time works around your client schedule.
You already know the problem
The portal nobody logs into
You bought a client portal. You sent invitations. Some clients never opened the email, most never finished registration, and the documents still came by text.
Photos of documents, not scans
A W-2 shot at an angle on a kitchen table under a ceiling light. Half a passport page. Three separate images of one 1099. That is what actually arrives, and no amount of instruction changes it.
Every update, twice, in two languages
You write it once in English, again in Spanish, then repeat both on the phone because the client would rather hear a voice than read a message.
W-7 packets that cannot afford a mistake
Original documents or certified copies, supporting identification, the return itself, and a rejection cycle measured in months if anything is off. Tracking it in a spreadsheet is not tracking it.
"¿Ya llegó mi reembolso?"
Refund-status questions arrive constantly and they arrive by phone, because your clients have learned that calling is the only reliable way to get an answer.
Software that has never met your clients
Built for firms whose clients have work email, home printers, and prior-year AGI at hand. Yours may not, and you spend the difference in unbillable hours.
Built the other way around
WhatsApp and SMS are the front door
Not an integration bolted onto a portal — the primary way documents come in. Your client sends a photo to a number they already have in their phone. Nothing to install, no account to create, no password to reset.
The AI expects a phone photo
Glare, angle, shadow, and partial frames are the normal case, not an error state. Documents get straightened, read, identified by type, and filed to the right client and tax year automatically.
Multilingual by default, not by setting
Messages, status updates, and phone calls run in English or Spanish with automatic translation both directions. You write once. Your client reads it in their language, and you read their reply in yours.
Refund-status updates go out on their own
Clients get told where things stand before they think to ask. The calls that used to interrupt your day stop being necessary, which is a better outcome than answering them faster.
W-7 and ITIN document flows
Track which identification documents you have, which are still outstanding, and what is still needed per applicant — including dependents — with a timestamped record of exactly what arrived and when.
Hands off cleanly to your tax software
When the documents are complete, export an organized package to Drake, Lacerte, or ProConnect Tax. XyloDocs handles intake and communication; your tax software still prepares and files the return.
Who built this, and on what
We are an early company and we will not pretend otherwise. Here is exactly what stands behind the product.
A CAA built it, not a product committee
Our co-founder, Sergio Ponce Veliz, is an IRS Certifying Acceptance Agent running a practice of more than a thousand clients. The intake flows, the ITIN tracking, and the bilingual messaging come from problems he had in his own office.
XyloDocs co-founder
Running in a real practice, at real volume
More than a thousand clients move through XyloDocs today for document intake, messaging, and status updates. It has been through an actual filing season, not just a demo environment.
Our production customer
Engineering separate from tax judgment
Our founder is a software engineer and does not hold tax credentials. That separation is deliberate: the software decisions are his, and every tax and compliance decision goes through the Acceptance Agent side.
XyloDocs founding team
Straight answers
Is it acceptable to receive client documents over WhatsApp?
WhatsApp messages are end-to-end encrypted in transit, and once a document reaches XyloDocs it is stored encrypted with access controls and an audit trail — which is materially better than the same photo sitting in a personal phone gallery indefinitely, which is the realistic alternative. What matters for your obligations is the written security plan governing how your practice handles the data. We support it; we do not replace it.
Do my clients have to download or sign up for anything?
No. They send a message to a number. That is the entire client-side experience. No app, no portal registration, no password, no prior-year AGI lookup.
What about §7216 and using AI on client documents?
A real question and one most vendors dodge. §7216 governs how you may use and disclose taxpayer return information, and it explicitly covers software developers. Processing location and training terms both matter. We wrote up the analysis in detail rather than summarizing it into something reassuring and useless.
Does XyloDocs file returns?
No. We are not an IRS e-file provider and we do not prepare or transmit returns. We collect and organize the documents and keep your clients informed, then hand a clean package to your tax software. You remain the ERO.
How good is the Spanish, really?
Good enough that it was built by and for a bilingual practice, which is a higher bar than machine translation added as a feature. Try it on a real message during the call and judge it yourself rather than taking our word for it.
I already use Drake. Where does this fit?
Upstream. Your tax software is unchanged. XyloDocs handles everything before the return gets prepared — collecting documents, chasing what is missing, and keeping clients updated — then exports an organized package for import.
Frequently asked questions
What does it cost?
From $49 per month for the communication platform (with unlimited free client accounts), plus $9 per month per additional team seat. SMS, WhatsApp, AI calling, and e-signature are metered from a prepaid balance so you only pay for what you use. No implementation fee.
How quickly can we be running?
We plan against your filing calendar so you are live before tax season. We will not quote a specific number of setup days before seeing your client list and current tools, because that estimate would be guesswork.
Do you work with practices outside my area?
Yes. Setup, training, and support are fully remote, so where your practice is located does not change what you get.
Which documents can it read?
The common income and identification documents an individual practice sees — W-2, the 1099 family, 1098, and identification pages for W-7 applications. Anything it cannot classify still gets filed to the client and flagged for you rather than dropped.
Can it handle phone calls, not just messages?
Yes. An AI voice agent can place bilingual outbound status calls and answer common inbound questions, which matters for clients who prefer a call over a text.
Can I export everything if I leave?
Yes, in bulk, at any time, without contacting support.
Talk to someone who has done your job.
Fifteen minutes with our team, including the CAA who built this. Bring a real client scenario and we will walk through exactly how it would run — or tell you if we are not the right fit.