Routing Tax Notices and Correspondence
A tax authority notice, a routine acknowledgment, a request for information, a proposed assessment, a genuine deadline-bearing notice, can arrive by mail or a tax authority's online portal addressed to a registered office or a general company address rather than directly to whoever on the tax team actually needs to act on it, and in a company with multiple entities and jurisdictions, correspondence volume adds up fast enough that a notice can sit unopened or unrouted for days or weeks, which is a real problem when the notice itself carries a response deadline that started counting down from the date it was issued, not the date someone finally reads it.
STARTING PRICE
From €99
Starter tier · Single-workflow automation, one core integration, fast turnaround.
Get a quote →Saves roughly 2-3 hrs/month, plus meaningfully reduced risk of a missed deadline from a notice that sat unrouted.
How the automation works
We classify every incoming tax authority notice by type and urgency as it arrives, extract the specific deadline it carries where one applies, and route it immediately to the person or team responsible for that entity and jurisdiction, rather than letting it sit in a general inbox or a physical mail pile. A notice that's purely informational routes for awareness without urgency, while a notice with a genuine response deadline routes with that deadline flagged and an escalation set well ahead of it, so nothing with a real consequence for missing it gets buried among routine correspondence. Every notice and its routing history is logged, giving a searchable record of what's been received and how it was handled across every entity.
Process flow
- 01
Notice received trigger
A tax authority notice, by mail scan, email, or portal download, is logged into the intake system as it arrives.
- 02
Classify type and urgency ai
The notice is classified by type, informational, information request, proposed assessment, and urgency based on whether it carries a response deadline.
- 03
Extract deadline where applicable ai
Where the notice specifies a response deadline, that date is extracted and flagged, with escalation set ahead of it.
- 04
Route to entity/jurisdiction owner output
The notice routes immediately to the person or team responsible for that specific entity and jurisdiction, not a general shared inbox.
- 05
Log for searchable history output
Every notice and its handling is logged, building a searchable correspondence history across all entities and jurisdictions.
Inputs
- Incoming tax authority correspondence (mail, email, portal)
- Entity and jurisdiction ownership assignments
- Notice type classification taxonomy
- Deadline escalation thresholds
Outputs
- Classified, urgency-tagged notice log
- Extracted response deadlines with escalation
- Routed notices to specific owners
- Searchable multi-entity correspondence history
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- A notice addressed to a registered office or general company address that has to physically or digitally make its way to the actual tax team responsible for that entity is a common source of delay, and if the notice carries a response deadline that started counting from its issue date, every day it sits unrouted is a day closer to a missed deadline that no one even knew was running.
- Treating every piece of tax authority correspondence with the same urgency either buries genuinely time-sensitive notices among routine ones or trains the team to treat everything as equally urgent and eventually tune it all out, classification needs to distinguish real deadline-bearing notices from informational correspondence so attention goes where it's actually needed.
- A multi-entity, multi-jurisdiction structure receiving correspondence from many different tax authorities needs routing that knows which specific entity and jurisdiction each notice belongs to, a generic 'tax notice received' alert with no entity context sent to a general team inbox just recreates the same triage problem one level down.
- A notice handled once and then not retained in a searchable, organized way makes it hard to answer a later question, has this jurisdiction sent us anything like this before, without digging through old email or paper files, the correspondence history has real value beyond the immediate response to each individual notice.
Frequently asked questions
Does this respond to the tax notice on our behalf?
No, it classifies, extracts key detail, and routes each notice to the right owner with its deadline flagged; drafting and submitting the actual response remains your team's work.
How does this handle notices for entities across multiple jurisdictions?
Each notice is routed to the person or team responsible for the specific entity and jurisdiction it concerns, rather than to one general shared inbox regardless of which entity it's about.
What happens if a notice has a response deadline?
The deadline is extracted and flagged, with escalation set well ahead of it, so a genuine deadline-bearing notice is treated with urgency distinct from routine informational correspondence.
Can we search past correspondence from a specific tax authority or entity?
Yes, every notice is logged into a searchable history, so you can look up what's been received from a given jurisdiction or entity without digging through old files.