I think most of us can agree — onboarding and collecting client information takes up way more time than we’d like. It’s repetitive, easy to miss something, and usually ends up being handled in a dozen different ways depending on who’s running the task. During a session I led with Hanna Bjornn, Canopy's VP of Product, Canopy discussed adding more AI and automation to their Practice Management Platform.
Their new product, Smart Intake, is their solution designed to standardize the most time-consuming, error-prone parts of running an accounting firm. I reviewed the features, and below is an outline of how it is designed to automate, personalize, and streamline the onboarding process from intake to document naming. It has the potential to help our firms.
Let’s break down the powerful features inside Smart Intake and explain what they mean for both current Canopy users and those still managing clients the old-fashioned way.
Create client requests in seconds, not hours.
With each new client task, getting started can be the hardest part. Knowing what documents and tasks are necessary can be a tedious chore. The first steps when using Smart Intake are to upload a return (like a 1040 or 1120S), and it automatically creates a detailed request list for the client. For now, Canopy is starting with tax work, but they desire to learn how users are interacting with Smart Intake and expand this function into other areas of task creation and client communication.
Why I think this could help:
Current Canopy Users: Smart Intake plugs directly into your client portal and task workflow—no need to duplicate efforts.
Non-Canopy Users: If you’re still relying on email threads, Word docs, or spreadsheets to gather client info, this is a whole new level of efficiency.
Your clients finally know precisely what to do.
One of the biggest challenges I’ve seen is keeping clients clear on what they actually need to provide. Smart Intake automatically sends the client’s personalized checklist and questionnaire to their portal and follows up via email, creating a transparent and easy-to-follow experience.
Why I think this could matter:
Current Canopy Users: You’ll enhance your client’s experience by furthering their love of the client portal, and eliminating a potential additional portal or link. Plus, everything feeds back to the same system– Canopy.
Non-Canopy Users: Ditch the vague email lists and build a transparent system where clients can access real-time checklists at any time.
Automated follow-ups so you don’t have to nag.
Let’s be honest — nobody loves sending reminder emails. I know in my firm, chasing down missing items has been one of the most draining parts of the job. Smart Intake bakes in reminders that go out automatically when clients miss deadlines or forget documents. You can set the cadence that makes sense for your workflow.
Why I think this could help:
Current Canopy Users: No more reminder tasks—just set your preferences and let the system do the work.
Non-Canopy Users: Imagine replacing awkward reminder emails with smart, timely nudges that maintain professionalism and your sanity.
The end of inbox document chaos.
Raise your hand if you’ve ever had to open a file named “scan123.pdf” just to figure out what it is. I know I’ve wasted plenty of time sorting through mystery uploads. Smart Intake automatically renames documents as they come in, following whatever naming rules your firm sets.
Why I think this could matter:
Current Canopy Users: Seamlessly integrates with your existing Document Management structure—goodbye manual renaming.
Non-Canopy Users: If your shared drive is full of mystery files and duplicates, you’re waiting for free time to organize; this is your fast track to order and sanity.
Smart Intake isn’t just a feature—it’s a strategic upgrade to how accounting firms handle the most critical (and historically chaotic) part of client collaboration.
Whether you’re a Canopy power user or still working with disconnected tools, Smart Intake offers:
Because the best firms aren’t just faster—they’re using smarter tools.
Practice management software is the heartbeat of a firm. Selecting the right tool can make all the difference. If you haven’t checked out Canopy in a while or you have been waiting for the right moment to make a change, let this be your invitation to a more organized and transparent work environment.
Smart Intake will be live September 2025.
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