Best Practices for Using MyCase for Your Tax and Bookkeeping Documents

Introduction

At JR Shelton Bookkeeping & Consulting Services, LLC, we use MyCase to securely manage your tax and bookkeeping documents, communications, and e-signatures. Following these best practices ensures your files are submitted correctly, organized efficiently, and processed without delays.

Whether this is your first time submitting documents or updating information for a new tax year, these instructions provide step-by-step guidance to simplify the process.

1. Uploading Documents

MyCase allows one file upload at a time, but there are several options for submitting multiple files efficiently:

Option A — Zip Your Documents:

1. Create a main folder for your tax year (e.g., “2025 Tax Documents”).

2. Add subfolders for categories such as W-2s, 1099s, deductions, receipts, and bookkeeping.

3. Place documents in the appropriate subfolders.

4. Right-click the main folder and select Compress (Windows) or Compress “[Folder Name]” (Mac) to create a ZIP file.

5. Upload the ZIP file to MyCase.

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Option B — Upload Individually:

• Upload each file one at a time through MyCase.

• Select the correct case associated with the tax year from the case dropdown before uploading.

• Upload files as they are ready to avoid delays.

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Option C — Request a Secure Upload Link:

• Request via our Secure File Upload Request

• Or call the office to request a link.

  
  

2. Organizing Your Files

Proper organization helps us process your documents efficiently:

1. Create a main folder for the tax year.

2. Create subfolders for categories (W-2s, 1099s, deductions, receipts, bookkeeping).

3. Place all documents in the appropriate subfolders.

4. If submitting multiple files, zip the main folder before uploading.

This ensures all documents are included and maintains organization.

3. Naming Your Documents

• Include document type, tax year, and your name. Examples:

  • 2025 W-2 Jane Doe.pdf

  • 2025 1099-INT Jane Doe.pdf

  • 2025 Mortgage Interest Jane Doe.pdf

• For bookkeeping receipts, include vendor and date:

  • Example: 2025 Office Supplies Amazon 03-15-25.pdf

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4. Automated Emails in MyCase

Clients may receive automated emails for:

• Signature requests (engagement letters, onboarding forms, authorizations, IRS forms)

• Intake forms (e.g., tax organizer, bookkeeping forms)

• Invoices and payment reminders

  
  

Best Practices:

• If you have a question about an automated email, forward the email with your question to info@jrshelton.com for clarification.

5. Secure Communication & PII Guidance

• PII (Social Security numbers, tax forms, banking info) should strongly be sent through MyCase portal messages, which are encrypted and secure.

• Routine questions, clarifications, or non-sensitive communications can be sent via normal email.

• Always reply all to emails from our team to ensure your response reaches the correct team members.

• Remember: documents cannot be uploaded through portal messages — use the upload instructions in Section 1 or request a secure link.

  
  

6. Summary

Following these practices ensures your documents are received, organized, and processed efficiently, reducing errors and delays. Proper uploads, clear naming, and secure communication allow our team to focus on accurately preparing your taxes and bookkeeping.

Need assistance? 

Contact us at:

Email: info@jrshelton.com

Phone: (813) 510-5416