Proxara in your assistant

For staff, what to ask your assistant about a client, what the Proxara window shows you, and how approving work goes.

The first time

In the assistant your firm uses, ask anything about a client.
When it offers to connect Proxara, choose Connect and sign in with your work Microsoft account.

There is nothing to download or attach. Proxara finds the client’s email, files and Karbon work for the assistant, and keeps the names with the firm.

Things to ask

Most people start with where a client stands, or with what is still missing:

“Where does the Smiths’ 2025 return stand?”
“What are we still waiting on from the Smiths?”
“Did anything come in from the Smiths this week?”

It can also find a past decision (“What did we decide about the trust distribution last year?”) or tell you what is waiting on you, if you ask “What needs my approval?”

Some requests change something in your systems, so they wait for your approval:

“Email the Smiths for the missing 1099-B.”
“Move their return to In Review and assign it to Sarah.”
“Save the K-1s from that email to their 2025 folder.”

Comparing years, as in “Compare the Smiths’ 2025 return with the last three years.”, needs CCH Axcess connected.

Names and codes

The assistant does not need your clients’ names to do the work. It receives codes such as P-7KQ2M instead, so its replies say “the taxpayer”, “his spouse” or the code. The Proxara window under the reply shows the real names and links each source, and only you see it.

Sent to the AI

P-7KQ2M’s 2025 K-1 from B-4F2KD shows $212,400 in box 1. A corrected K-1 arrived on 30 September.

In the Proxara window

Daniel R Harlow’s 2025 K-1 from Quandary Peak Dental LLC shows $212,400 in box 1. A corrected K-1 arrived on 30 September.

Approving work

When the assistant proposes an email, a Karbon change or filing a document, the Proxara window shows each step with the real names. Nothing happens until you choose Approve, and you can edit first. Emails go from your own mailbox.

Draft an email to Daniel R HarlowHide

ToDaniel R Harlowdharlow@quandarypeakdental.exampleoutside the firm

Signed Form 8879 needed to file your 2025 return

Hi Daniel,

Your 2025 return is prepared apart from one item: the signed Form 8879 (IRS e-file authorization). We can’t submit the return until we have it.

Please sign and return it, and we’ll file as soon as it comes in. Everything else we need is already here.

Show the whole message

Edit

Note on 2025 Form 1040 - HarlowHide

2025 return: waiting on signed Form 8879

2025 Form 1040 is waiting on one document: the signed Form 8879. All other expected documents (organizer, 1098, 1099-R, both K-1s, W-2) are received. Email requesting the signed 8879 drafted to the client for approval.

Edit

ApproveReject

Both are ready for your approval in the window, and nothing runs until you approve.

What the assistant can see

It sees only what you can already open in Microsoft 365 and Karbon, and in CCH Axcess where your firm has connected it.

Tips

Name the client and the tax year when you can.
Ask “show me the document” to open the source.
If a fact in the Proxara window looks wrong, choose Wrong? beside it and say what it should be.
A file you want to give the assistant yourself should be redacted first, as Right-click redact explains.
For anything else, email support@proxara.ai.