FAQ
Frequently asked questions
Straight answers about how CPA Relay works, how privacy and permissions are handled, and what we deliberately leave to your tax and accounting software.
The basics
What is CPA Relay?
CPA Relay is practice management, client collaboration, and billing software built for solo practitioners and small US CPA and accounting firms. It brings tax-year projects, shared client checklists, Docs & Files, 53 letter templates, Form 8878/8879 e-signatures, time tracking, proposals, and Stripe invoicing into one place.
Is CPA Relay a tax preparation or e-filing engine?
No. CPA Relay does not calculate tax returns or transmit e-files to the IRS. You keep your existing tax software (Drake, UltraTax, Lacerte, ProConnect, Axcess). CPA Relay runs the client work around the return: engagement letters, PBC document collection, Form 8879 signatures, and getting paid.
Is CPA Relay a general ledger or bookkeeping program?
No. You keep QuickBooks Online, Xero, or Gusto for client books and payroll. CPA Relay tracks the monthly bookkeeping close checklist, client questions, billable hours, and recurring monthly retainers.
Who is CPA Relay built for?
US-based solo CPAs, boutique partnerships, tax preparers, and bookkeeping practices that work in US dollars. There is no minimum or maximum firm size. You buy one seat per staff member.
Client portal, privacy & documents
How do I know what a client can see vs. what stays private to our firm?
CPA Relay uses two color cues everywhere: Amber with an eye icon means the client can see the message, to-do list, or file folder. Sky blue with a shield icon means it is strictly private to your firm. Proposals, time entries, write-downs, and draft invoices live on a Firm View Only row clients never see.
Can one client login cover both a personal 1040 household and a business entity?
Yes. A single client login can cover multiple households and businesses (for example, a family 1040, an S-Corp, and a rental LLC). When they sign in, their Home page combines everything you need from them across all of their accounts in one list.
What files can clients upload, and what is the storage limit?
Clients and staff can upload PDFs, images (including iPhone HEIC photos), Word, Excel, PowerPoint, CSV, plain text, and ZIP files up to 50 MB per file. Each seat includes 50 GB of storage, pooled across the firm, so a solo gets 50 GB and a 6-seat firm gets 300 GB. If you need more, contact us and we will raise it.
Can clients update their own contact details?
Clients view their contact details on their Account page and submit a "Request change" note when an address or phone number changes. The request appears on your What's Outstanding board and Notifications so your team can review and update the record.
E-signatures, 53 templates & Form 8879
What templates are included out of the box?
CPA Relay includes 53 built-in starter templates covering individual, business, and estate engagement letters, bookkeeping, payroll, advisory, Section 7216 consents, records-release forms, and payment authorizations. Merge fields like {{client_legal_name}} and {{firm_name}} fill in automatically from the client profile.
How does Form 8878/8879 e-signing and identity verification work?
You can send any uploaded PDF or template for e-signature. Each signer receives a unique signing link and verifies their email with a 6-digit one-time code. Every signature request requires you to record how identity was verified (Verified in person, Third-party knowledge-based authentication, or None)—and Form 8878/8879 strictly refuses "None" so your audit certificate always records your IRS Pub 1345 verification method alongside the SHA-256 fingerprint.
Can spouses who share one email address sign a joint return separately?
Yes. You can enter the same household email address for both spouses. CPA Relay sends two separate invitation links to that inbox, and each spouse completes their own email code verification and signature ceremony independently.
What is the difference between a Signature and an Approval?
A Signature produces a formal executed PDF with a signature page, SHA-256 fingerprint, and audit certificate (used for engagement letters, 7216 consents, and 8879s). An Approval is a recorded yes-or-no decision with a due date and optional client note (used for draft return reviews or extension confirmations before filing).
Time, proposals, billing & Stripe
How do labor rates, rounding, and write-downs work?
Admins set hourly labor rates (such as Partner or Staff rate) in the Price Book. When you log time, the rate is copied onto that entry so future rate increases never alter past work. Time rounds up to either tenths of an hour (6 minutes) or quarter hours (15 minutes) when billed. If you adjust a time line on an invoice, CPA Relay tracks the Write-down or Write-up amount and reason privately for your firm.
Can we pass Stripe credit card and ACH processing fees to the client?
Yes. Turn on "Pass online payment processing fees to clients" in Settings → Payments. CPA Relay calculates the exact surcharge so your firm nets 100% of the invoice balance after Stripe's fee (2.9% + $0.30 for cards/Cash App Pay, or 0.8% capped at $5 for ACH-only invoices).
How do recurring invoices and Auto-Pay work?
Recurring schedules generate draft invoices on your schedule (monthly, quarterly, or annually) so your team can review and send them—preventing accidental blind billing. Clients who turn on Auto-Pay with a saved card or bank account are charged automatically when you send a recurring invoice.
Do client portal logins cost extra?
Never. Seats are only for your internal staff. Client portal logins are free and unlimited, and clients never use a seat.
Onboarding & pricing
Why is CPA Relay invitation-only right now?
Every firm is set up with its own dedicated web address (app.cparelay.com/your-firm) and onboarded directly by our team. Request an invitation on our contact page or email [email protected], and we will get your firm workspace ready.
Are there long-term contracts?
No. Monthly billing is month-to-month with no contract, no cancellation penalty, and a 14-day refund policy. Annual billing is optional if you want the lower rate.
Have a question about your firm's workflow?
Email us directly or request an invitation—you'll hear straight back from the engineers building CPA Relay.
Concierge onboarding · $55 per seat, everything included