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Set up a client so their tax payments appear in Aiwyn

Maggie Shipley
Updated

This article applies to firms using the Remitian integration with Aiwyn.

Make sure a client is linked between Aiwyn and Remitian so their tax payments show in both the firm portal and their client portal, and so Pay Now works for them.

Before you start

  • The Remitian integration must be enabled for your firm.
  • Create the Aiwyn contact as described below. You can also create the taxpayer directly in Remitian: a sweep runs every 15 minutes and links it to an Aiwyn contact when the email matches (case-insensitively), exactly one active Aiwyn contact has that address, and that contact is not already linked to another taxpayer.

Steps

  1. In the firm portal, open Clients & Contacts and open the client.
  2. Confirm the client has a contact who will pay, and that the contact:
    • is active;
    • has an email address that no other contact in your firm uses;
    • has a phone number; Remitian requires a phone number when the taxpayer account is created.
    • has active client portal access.
  3. If anything is missing, add it and save the contact.
  4. After granting portal access, confirm that the taxpayer is listed in Remitian. If it is not, a firm user can create the taxpayer in Remitian using the same email as the Aiwyn contact. The matching sweep runs every 15 minutes and links it automatically only when exactly one active Aiwyn contact has that email (case-insensitively) and is not already linked to another taxpayer. If it cannot match, follow the Setup issues guidance below.
  5. Click Go to Remitian, open the client, and confirm the taxpayer is listed.
  6. In Remitian, finish the client's setup: add their tax accounts under the Tax Accounts tab and invite them from Remitian's portal to link a bank account. The firm sends this invitation in Remitian. This is where the client's Social Security number or tax ID is entered; it never passes through Aiwyn.
  7. Create and schedule the client's payments in Remitian. They appear in Aiwyn within about 15 minutes.

Automatic matching requires exactly one active Aiwyn contact with the taxpayer's email address, and that contact must not already be linked to another taxpayer. If no contact matches or multiple contacts match, the taxpayer appears under Setup issues in Remitian. A firm user can use Link to contact to link it manually. If the matching contact is already linked to another taxpayer, automatic linking will not occur. Give each paying contact a unique email address to avoid ambiguous matches.

Updating a contact later

Changes to a contact's name, email, or phone number in Aiwyn are not sent to Remitian after the first link. Make the same change in Remitian.

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