Overview — The PTS Practice Management System

The PTS Practice Management Portal is a browser-based client management and document production system for Purnell Family Tax Services. It runs on Cloudflare Pages at pts-client-tools.pages.dev and requires no server or database — all client data is stored in the browser's local storage on your device.

The system handles: multi-client case management, new client intake, tax advisory assessments, work plan tracking, Gamma presentation prompt generation, and client-facing tools (organizer, guide, income connect, vehicle worksheets).

Logging In

1. 1Go to pts-client-tools.pages.dev (or open the portal HTML file directly)
2. 2Select Admin / Staff — Kathy or Marquecia from the Role dropdown
3. 3Enter your email address in the Email field
4. 4Enter the admin access code: PTS@Admin2026!
5. 5Click Sign In — the Dashboard opens automatically

Giving a client their access code

When you create a client record (see Intake), you set their access code in Step 1 of the intake form. The client uses their email address and that code to log in. Send them their code via a secure channel — never email it in plaintext if possible. The client sees only their own case overview and document checklist.

New Client Intake — Step by Step

From any page, click New Intake in the navigation bar. The intake form has six steps. Complete them in order. You can navigate back to earlier steps at any time.

Step 1 — Identity

• First name, last name, last 4 of SSN — all required. These form the client's unique ID in the system.
• Filing status is required — it drives the organizer and Gamma prompt.
• Set the client's access code here. This is what they use to log in. Choose something secure — at least 8 characters with a number and symbol. Write it down and give it to the client securely.

Step 2 — Case Info

• Select the Case Type — this drives the work plan tasks and Gamma prompt structure.
• Select all tax years involved — check every year that has an open issue, unfiled return, or balance.
• Document the prior preparer if any — this triggers the revocation workflow.
• Use the Intake Notes field for your first-call summary. This is your memo of record for how the engagement started.

Step 3 — Balances

• Enter IRS balance, FTB balance, and any other state balance separately. The total calculates automatically.
• List all active IRS notices with notice type, date, and reference number (e.g. LT16 dated 09/09/2025 ref 9835938153).
• Set the nearest agency deadline — this appears on the dashboard urgency feed and drives the deadline defense workflow.

Step 4 — Advisory

This is the most strategically important step. Your answers here drive the engagement strategy, fee structure, and Gamma presentation.

• Amendment opportunity: High = clear income overstatement or significant missed deductions. Set to High only if you have already identified the basis for amendment.
• Penalty abatement: FTA applies if the client has a clean 3-year penalty history on the specific tax type and period. Reasonable cause applies if there was a legitimate reason — illness, death in family, reliance on advisor, natural disaster.
• OIC potential: Set to Yes only if the client's Reasonable Collection Potential (RCP = equity in assets + monthly ability to pay × multiplier) is materially less than the balance owed.
• Advisory Notes: Write your strategy memo summary here. This text appears in the client's case file and is used by the Gamma prompt builder.
• Urgent actions: Anything required within 30 days — deadline defense calls, levy risk, lien filing — goes here. This appears in red on the dashboard.

Step 5 — Services & Fees

• Select all applicable workstreams (A–L). The system uses these for the work plan and Gamma prompt.
• Enter the quoted fee and payment structure. This is informational only — the actual engagement letter is a separate document.

Step 6 — Review & Create

Review the summary. Click Create Client Record to save the client to the system. The case file opens automatically. If something looks wrong, click Back and correct it before creating.

Case Files

Click any client row on the Clients page to open their case file. The case file has four sections:

• Exposure Summary — IRS balance, FTB balance, combined total, all notices, nearest deadline
• Timeline — seven-phase resolution timeline with status indicators (done / active / pending)
• Open Tasks — clickable checklist of all case tasks. Click any task to mark it done. Progress bar updates in real time.
• Advisory Notes — your strategy memo from intake, plus any urgent actions flagged

Tax Advisory Module

Navigate to Tax Advisory in the nav bar. This module has three sections:

All-Client Advisory Summary

Shows every client's amendment opportunity level, penalty abatement status, OIC potential, and savings estimate at a glance. Use this as your weekly review — it surfaces who needs attention.

Resolution Vehicle Decision Tree

A built-in decision framework to guide resolution vehicle selection:

• Step 1: Pull Record of Account — if IRS used SFR or CP2000, the vehicle is Audit Reconsideration, not 1040-X
• Step 2: Amendment / reconsideration to establish correct balance
• Step 3: Penalty relief — FTA first, then reasonable cause
• Step 4: Resolution vehicle (IA / OIC / CNC) based on corrected balance and financial profile
• Step 5: State conformity — CA always follows federal

Advisory Note Entry

Select the client, choose the advisory type, write the finding/recommendation, set an estimated savings amount and action-by date. Click Save. Notes appear chronologically in the Saved Advisory Notes section and are tied to the client's case file.

Use advisory note types consistently: Amendment Analysis, Penalty Abatement Strategy, OIC Feasibility, Income Reconstruction, Pass-Through Analysis are the most common for resolution cases. Quarterly Estimated Payments, Entity Structure, General Tax Advisory are for ongoing advisory engagements.

Work Plan

Navigate to Work Plan. Use the filter dropdowns to view all clients or one specific client, and to toggle between all tasks, open tasks only, or completed tasks.

Click any task row to toggle it done or undone. Progress bars update automatically. Use the phase labels (Auth, Deadline, Income, Strategy, Filing, Resolution, Closure) to see where each case stands at a glance.

Gamma Presentation Builder

Navigate to Gamma Builder. Select the client, presentation type, number of slides, visual style, and audience. Click Generate Gamma Prompt.

The system generates a detailed, structured prompt using that client's actual case data — balances, years, advisory findings, and engagement scope are all pulled automatically from the client record. Copy the prompt and paste it into gamma.app → New → AI Generate → paste → Generate.

Client-Facing Tools

After creating a client record, send the client these links and instructions:

• Client Guide: pts-client-tools.pages.dev/guide.html — start here, plain English, all 5 steps
• Multi-Year Organizer: pts-client-tools.pages.dev/organizer-multiyear.html — income and expense data all years
• Income Connect: pts-client-tools.pages.dev/connect.html — Plaid bank link + CSV upload
• Document Upload: dropbox.com/request/0kaibijrv4zs8uk2dxh6 — Dropbox secure folder
• Portal Login: pts-client-tools.pages.dev — role: Client, email, access code you set

Cloudflare Deployment

1. 1Download PTS_Cloudflare_Deploy_Kit.zip from the outputs folder
2. 2Go to dash.cloudflare.com → log in as Chaoswired@gmail.com
3. 3Click Workers & Pages → pts-client-tools
4. 4Click Deployments tab → Create new deployment
5. 5Upload the zip file → Deploy. Live in ~30 seconds.

Operating Protocols

New Client Onboarding Checklist

1. Complete intake form — all 6 steps — create client record
2. Prepare engagement letter (DOCX) with client-specific data
3. Prepare IRS Form 8821 pre-population packet
4. Prepare FTB Form 3520-PIT (if CA taxes involved)
5. Prepare prior preparer revocation statement (IRS + FTB)
6. Send client email with all links, access code, and signature packet PDFs
7. Generate Gamma presentation — send link to client
8. Schedule client-conferenced IRS call and FTB call if deadline defense needed

Weekly Case Review Protocol

1. Dashboard → check high-priority cases and nearest deadlines
2. Work Plan → All Clients → Open Tasks → identify this week's action items
3. Tax Advisory → All-Client Summary → note any changes in savings potential
4. Check Formspree for new organizer submissions: formspree.io/f/mwdlajkd
5. Check Dropbox for new client document uploads
6. Update task completion status in Work Plan

Document Signing Protocol

• All four authorization documents require wet ink signatures — no e-signatures accepted by IRS or FTB
• Signed IRS Form 8821 → fax to IRS Ogden CAF unit at 855-214-7522
• Signed FTB Form 3520-PIT → upload via MyFTB client account
• Prior preparer revocation → fax to IRS CAF + file via MyFTB
• FTB will mail an authorization code to the client — client must approve it in MyFTB same day

Agency Call Protocol

• IRS: authorization is Form 8821 (information only) — client must be conferenced on all calls
• FTB: authorization is Form 3520-PIT (full POA) — you can act independently
• IRS ACS: 800-829-1040
• FTB Tax Practitioner Hotline: 916-845-7057
• Use the call scripts in the Revocation and Call Scripts Packet for exact language
• Document every call: date, time, rep name/ID, what was discussed, outcome