Your portal is where you want documents to arrive. Email is where they actually arrive.
Every CPA firm has a secure portal, and every tax season half the W-2s still show up as email attachments from clients’ phones. PXCMail treats that reality as the default: detects the document, encrypts the reply, archives seven years, and gives the partner in charge of the WISP the evidence the Safeguards Rule asks for.
| Message | Detected | Action |
|---|---|---|
| Re: 2025 docs — W-2 | Form W-2 · SSN | 🔒 Encrypted |
| Draft 1040 | Form 1040 | 🔒 Encrypted |
| K-1 package | EIN · SSN | 🔒 Encrypted |
| Appointment | — | TLS ✓ |
Overview
Partner-level evidence
The “qualified individual” under 16 CFR 314.4 gets a quarterly report: messages scanned, documents encrypted, exceptions, staff who bypassed policy. Drop it in the WISP binder.
Staff turnover and seasonal preparers
Policy applies to every seat the day it is created; seasonal staff leave and their access is revoked, their mail stays under retention.
Multi-office, one policy
Offices on different Google or Microsoft tenants route through one PXCMail policy; per-office admins see only their own.
Moments that matter
- A client emails a 1040 draft back with notes — detected, encrypted on the reply, archived.
- A staff member forwards a client file to a personal Gmail to “work from home” — blocked, logged, partner notified.
- IRS Form 14039 identity-theft case — archive search shows every message about the client in minutes.
- Peer review or insurer questionnaire asks “is client data encrypted in transit?” — the answer is “always”, with a report.
Works beside
CCH Axcess, Thomson Reuters UltraTax and CS Professional Suite, Drake, Lacerte, ProSeries, Canopy, TaxDome, SafeSend, QuickBooks Online Accountant. Portal notifications and e-signature requests can route through Gateway too.
Pricing
Gateway $6 · Gateway + 7-year archive $9 per seat. Firm minimum $49. Details →