Help & FAQ

Paloma is practice management software for tax accounting firms and their clients. It helps firms collect client documents, organize them with AI-assisted categorization, prepare workpapers, and manage tax-return workflows in one place.

There are two separate portals. Accounting firm staff sign in at /admin-login, and clients sign in at /client-login. Clients receive an invitation from their accounting firm to create an account.

Paloma is designed for licensed tax accounting firms and the clients they invite. Firm staff manage binders and documents; clients use a dedicated portal to upload documents and complete onboarding.

Paloma supports PDF, JPG, PNG, HEIC, DOCX, DOC, XLSX, XLS, EML, and MSG files, up to 25 MB each. Non-PDF files are automatically converted to PDF for consistent viewing, and the original file is preserved.

After a document is uploaded, Paloma uses AI to categorize it (for example, W-2 or 1099-INT), extract key fields, and suggest a descriptive file name. Extracted values are linked back to their source page so staff can verify them.

No. AI-generated output is provided to assist preparers and is for informational purposes only — it does not constitute tax, legal, or financial advice. Accounting staff are responsible for reviewing and verifying any AI-generated content before relying on it.

Multi-form PDFs are automatically split into separate documents so each form can be reviewed and organized independently. The original combined file is archived for reference.

A workpaper is a structured summary of the tax data in a binder — income, deductions, and supporting detail — generated from the documents you have collected. Workpapers can be reviewed in the app and exported to Excel.

Source tax documents (such as W-2s and 1099s) are included. Documents filed as reference material — for example engagement letters or prior-year worksheets — are intentionally excluded from workpaper generation.

A firm invites a client, who is then guided through an onboarding wizard to confirm their information, answer intake questions, and review any required documents.

Returning clients answer a short set of AI-generated questions that focus on what may have changed since the prior year, rather than re-entering everything from scratch.

Yes. Engagement letters can be reviewed and signed electronically within the client portal.

Accounting staff can optionally connect Google (Gmail, Drive, and Calendar), Microsoft 365 (Outlook, OneDrive, Calendar, and SharePoint), and QuickBooks Online. Each connection is used only to power the features you enable, and only after you authorize it.

No. Integrations are optional. The core Service works without connecting any external account.

You can disconnect a connected account at any time from your account settings, or revoke access directly through the provider (Google, Microsoft, or Intuit). Disconnecting disables the related features but does not affect the rest of the Service.

Data is encrypted in transit (TLS 1.2+) and at rest. Sensitive fields such as Social Security Numbers and Employer Identification Numbers are additionally encrypted at the application layer before being stored. Access to production data is restricted using role-based access controls, and accounting firm staff can enable two-factor authentication.

No. We do not sell your information or use it to build advertising profiles. For full detail on what we collect and how we use it, see our Privacy Policy.

Documents and information a client submits are accessible to the accounting firm that invited them, as part of providing the Service. We share data with service providers only as needed to operate the Service, under confidentiality obligations.

Password and security options, including two-factor authentication for firm staff, are available in your account settings.

You can request account closure at any time by contacting us at stevie@palomatax.com. We will also make your data available for export for 30 days following termination.

For anything not covered here, email us at stevie@palomatax.com and we will be glad to assist.