From an approved baseline to a clear payment record.

Prepare the baseline with the information behind it.

Begin with the tax year, taxpayer and jurisdiction. Gather prior-year tax information, the relevant income inputs and the amounts already withheld or paid. A baseline becomes useful when the preparer can show where those figures came from and the manager can understand the basis used.

TAXFINAI applies safe harbor in the baseline workflow, including the 110% setting for individuals above the $150,000 threshold. The professional checks the applicable filing status, prior-year AGI and taxpayer rules before approval. Keep the current-year estimate and prior-year reference distinct: they answer different questions.

• Identify the taxpayer, year and jurisdiction.
• Use the appropriate prior-year information and current-year inputs.
• Check withholding and payments already made.
• Document the basis before asking the manager to approve it.

Use the tax rule as context for the approval.

For federal individual estimated tax, the general prior-year reference is 100%, rising to 110% when prior-year AGI exceeds $150,000, or $75,000 for married filing separately. The current-year comparison is generally 90%. Special rules and the prior-year return requirements matter; the manager assesses which basis applies.

Corporations and nonresident individuals have their own applicable instructions. Use the estimated tax guide and the safe harbor definition for the tax context, then return to the feature workflow to see how your firm records its decision.

Give each jurisdiction its own position.

The baseline workflow covers federal tax, all 50 states, DC and NYC. Keep a distinct view of the approved amount, payment period and recorded payments for each relevant jurisdiction. A federal payment should not be mistaken for a state payment simply because both concern the same client.

California has its own installment pattern. The FTB's individual schedule uses 30%, 40%, 0% and 30%, rather than four equal installments. Confirm the taxpayer and year when reviewing a schedule. The software's jurisdiction selection gives the team an organized starting point for this review.

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Manager approval creates the installment sequence.

Preparation and approval are separate steps. The preparer brings together the inputs and the proposed baseline. The manager checks the taxpayer facts, jurisdiction and calculation basis, then approves the baseline. The Q1–Q4 installments are created from that approved position.

This handover is the opportunity to catch an incorrect year, missing withholding or an unsuitable assumption. It also gives the next person a stable reference for the payment follow-up: the approved baseline, the relevant installments and the professional decision behind them.

1. 01

   Prepare

   Gather the information and establish the proposed baseline.

2. 02

   Review

   The manager checks the facts and the basis before approval.

3. 03

   Follow

   Use the created installments to track recorded payments and the remaining amounts.

Record what was paid, then read what remains.

Payments take place through the client's or firm's chosen tax payment tools. Record the completed payment in TAXFINAI with the relevant amount and date. The remaining installment amounts are recalculated as payments are recorded, so the team reads an updated position rather than an unchanged annual plan.

In a fictional federal example, the approved annual amount is $12,000 and the recorded payment total is $3,000. The amount still to cover is $9,000. This is a simple balance illustration; the actual installment allocation follows the selected schedule and approved taxpayer position.

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Fictional balance example · sample data

Make the next payment discussion specific.

Before the next payment period, read the approved baseline, recorded payments and remaining schedule together. If the client's situation has changed, the manager reviews the basis. If a payment is missing from the record, obtain the confirmation before treating it as completed.

Exports support the firm's working file and client discussion. Use the Q1–Q4 checklist to prepare the inputs, check approval and collect payment evidence. Keep monthly and quarterly recurring tasks as a related work register, with their own occurrences and owners.

Common questions