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Features

Contents: Document management · Security · Firm Calendar · Time, invoices & letters · Tax tools · Your office

Document management

  • One cabinet per client. A Permanent Folder for documents that carry over every year, plus a folder for each tax year. Add your own sections inside them, such as Source Documents, Correspondence or IRS Notices.
  • Drag and drop. Drop files from your desktop straight onto a client, year or section, and move documents between folders the same way.
  • Scan inbox. Point BabyFileCab at the folder your scanner or phone app saves to. New scans wait in an Inbox until you file them.
  • Preview without opening. PDFs, Word, Excel, CSV, email (.eml), images and text files show right in the window. Large PDFs page through quickly and you can rotate and zoom.
  • Previous versions. Upload a file with the same name and the old copy is kept as a previous version you can open or restore.
  • Recycle Bin. Deleted files, tax years and clients can be restored for 30 days. Only an administrator can delete a client or remove anything for good.
  • Find anything. Global Find searches client names, file names, descriptions and keywords across the firm. Inside a PDF, Ctrl+F highlights every match.
  • Track your progress. Mark documents Entered / Done and the check mark shows in the tree.
  • Client notes and history. A formatted notes page for each client, and an audit trail of who added, moved, renamed or deleted what, and when.
  • Backups and archiving. Automatic daily or weekly backups to a drive of your choice, one-client backups, and an Archive for clients you no longer work with.
Client cabinet: Each client has a Permanent Folder and a folder per tax year. PDFs open right in the window, and a check mark shows what's been entered.
Client cabinet. Each client has a Permanent Folder and a folder per tax year. PDFs open right in the window, and a check mark shows what's been entered.

Security

  • Every company has its own AES-256-GCM vault key. Files, notes, client profiles and calendar data are encrypted on disk.
  • Each user unlocks the vault with their own password (Argon2id). New passwords must be at least 12 characters, and a strength meter shows how good yours is.
  • The app locks itself after 15, 30 or 45 minutes without activity, and when the computer sleeps or the screen locks.
  • New scans in the scan inbox folder are encrypted within seconds and the unencrypted originals removed.
  • Administrators can run an Encryption Check to find and encrypt files copied into the data folder by hand.
  • A company-wide audit trail records sign-ins and changes.
  • Security Plan (WISP) prepares the Written Information Security Plan every paid preparer needs, filled in from BabyFileCab's own settings.

The full details and known limits are in SECURITY-STATUS.md.

Firm Calendar

Schedule clients by day and by preparer, and track each return through Drafting, Waiting on Reports, Extension Filed, 8879 Sent, Waiting for Signature, Signed, Ready to E-file, E-filed, Accepted or Rejected, and Completed. Federal filing deadlines show on the days they fall, moved for weekends and holidays the way the IRS moves them.

Firm Calendar: Schedule clients by day and preparer and track each return from Drafting to Completed.
Firm Calendar. Schedule clients by day and preparer and track each return from Drafting to Completed.

Needs Attention: when you sign in, BabyFileCab lists returns that have been stuck waiting for a while or are past their scheduled date, so nothing slips through the cracks in the middle of tax season.

Needs Attention: At sign-in, returns that are stuck or past their scheduled date are listed so nothing slips.
Needs Attention. At sign-in, returns that are stuck or past their scheduled date are listed so nothing slips.

Time, invoices & letters

  • Time Sheet: everyone logs their own time per client and per day (type 1.5, 1:30 or 90m), or starts a timer and stops it when done. Week, month or year views with totals per client, and export to a spreadsheet.
  • Invoices: as many lines as you need, numbers that run in order (INV-2026-0001, 0002…), and hours pulled straight from the Time Sheet. The Invoices list shows what's unpaid or overdue.
  • Engagement Letters: pick the client, preparer, service and fee and get a finished PDF or Word letter with your firm's logo, saved in the client's folder. Administrators can rewrite the wording for the whole firm.
Time Sheet: Log time per client and day, or run a timer. Weekly, monthly and yearly totals.
Time Sheet. Log time per client and day, or run a timer. Weekly, monthly and yearly totals.
Invoices: Pull unbilled hours straight from the Time Sheet. Numbers run in order.
Invoices. Pull unbilled hours straight from the Time Sheet. Numbers run in order.

Tax tools

  • Federal Tax Calculator: quick 2024, 2025 and 2026 estimates covering itemized or standard deductions, the extra amount for 65+ and blind, the 2025–2028 senior, tips and overtime deductions, QBI, qualified dividends, the Net Investment Income Tax, the Child Tax Credit and quarterly payments with the prior-year safe harbor.
  • Currency Converter: IRS yearly average rates for income, and the Treasury's December 31 rates for FBAR and Form 8938 balances.
Federal Tax Calculator: Quick 2024–2026 estimates, with a line-by-line breakdown.
Federal Tax Calculator. Quick 2024–2026 estimates, with a line-by-line breakdown.

Your office

  • Multiple users: Staff and Administrator accounts for everyone in your firm, all sharing the same client cabinet on that computer.
  • Themes and shortcuts: purple (standard), light and dark themes, and keyboard shortcuts you can remap.
Settings: Password, theme, auto-lock timer and keyboard shortcuts in one window.
Settings. Password, theme, auto-lock timer and keyboard shortcuts in one window.