One Statement, Several Accounts: Mapping Each Section for the AI Pass

Jane Doe sends the Firm a statement from Doe Bank. It's one document, but inside it are sections for her checking account, her savings account and an account the Firm hasn't seen before.

That's the case this piece covers: a multi account statement, one document from one issuer that holds several accounts. In this method, the Preparer lists each account section with its page range and the last digits the page shows on a section map, then runs the drafting pass. The Firm's instructions ask for each drafted entry to cite the account section and the page, and the Preparer checks each citation by hand. An entry that rests on a section the Preparer can't tie to an account in the file stays open, marked by hand, for the Reviewer's decision.

The plugin drafts; the Firm's preparer prepares; the Reviewer signs off. Every step here is one the Firm writes and keeps, in whatever systems the Firm already uses, and the Firm can adapt the document-handling steps; the Reviewer's sign-off on the whole file stays as it is.

This piece gives a section map layout, a citation pattern, a client message, a marking table, a pre-review check, a Doe example and a line for the Firm's AI instructions.

Several documents in one file, or several accounts in one document

Several documents sharing one file is its own case, with a page map that lists each document.

A screenshot of one account, sent instead of a statement, is covered in account screenshots in place of a statement.

This case is different: one document, several accounts inside it.

What counts as a multi-account statement, in this method

In this method, the Preparer treats a statement as multi-account when any of these is true:

• It has separate sections with different account names or different last digits.
• It opens with a summary page that lists more than one account, followed by detail pages.
• Its pages switch account headings partway through.

If unsure, the Preparer treats it as multi-account.

The section map

In this method, the Preparer reads every page and builds a section map on the file index, then runs the drafting pass. The Firm can add this layout to its index.

The section map follows the page order of the statement. The Preparer lists an all-account summary on an "All accounts" line and marks entries citing only that line open for the Reviewer's decision. If a section's pages are broken up, the Preparer lists each run of pages on its own line under that section.

In this method, the Preparer ties a section from the page alone only when its account name and last digits match the file index. A section that doesn't match, or shows no last digits, goes on the map with "Untied" under Account on file and a plain note of what its heading shows. The Preparer doesn't guess which account it is from the figures in it.

Citing by account section and page

In this method, the Firm's instructions ask for each drafted entry to cite its account section and page, and the Preparer checks each citation by hand. A pattern the Firm can adapt:

"[statement, copy ID], [account section from the section map], page [page]"

A citation to the statement alone leaves the Reviewer guessing the account.

A line for the Firm's AI instructions

In this method, the Firm adds a line, in its own words, to its instructions for the drafting pass on a folder that holds a multi-account statement. A version to adapt:

"Multi-account statement: [statement, copy ID]. This statement holds several account sections; the section map lists each with its pages and last digits. Cite each entry by account section and page, not by statement alone; the Preparer checks and marks entries by hand."

The line is the Firm's wording, not a promise about what any drafting software does. The Preparer still checks each entry against the page it cites and the section map.

Asking about a section that can't be tied

In this method, the Preparer asks the client about each untied section, as in the client question log. The Firm can adapt this message:

Hi Jane Doe, thanks for sending your statement. Our Preparer can't tie the section headed [heading as printed] to an account in your file. Could you tell us which account this is? Thanks, [Preparer name] at [Firm]

If the Firm's own policy calls for other wording, the Firm's wording wins.

Marking entries drafted from a multi-account statement

In this method, the Preparer marks by hand, in the entry's note, every entry drafted from a multi-account statement. The Firm can rename the marks.

Every mark stays on its entry for the Reviewer's decision.

When the client answers

If the client names the account, the Preparer ties the section to it on the section map, adding it to the file index if it isn't listed there, quotes the answer, checks the entry against the page and marks it "Tied by client answer" for the Reviewer.

If the client can't name the account, the Preparer notes the answer on the entry and marks it "Still untied". The entry stays open for the Reviewer's decision, and any further document steps follow the Firm's own policy.

The pre-review check

In this method, the Preparer reads the file against this check before it goes to the Reviewer. The Firm can add its own lines.

• Each multi-account statement in the folder has a section map.
• Each section map covers every page of the statement and names who listed it.
• Each page sits on a tied section line, an "All accounts" line or an "Untied" line.
• The Firm's instructions hold a multi-account line for each such statement in the drafting folder.
• No entry from a multi-account statement cites the statement alone.
• Entries drafted from multi-account statements carry marks set by hand.
• Each untied section has a client question and a note for the Reviewer.

Who lists and who decides

The Firm names people for the document-handling steps; the Reviewer decides on entries and signs off. People at the Firm do every document-handling step.

A mark or a section map line tells the Reviewer where to look. It isn't a sign-off and doesn't stand in for one. The Reviewer sees every marked entry and the section map and decides what happens with each entry, and the Reviewer signs off on the whole file, section map included. No file is done without the Reviewer's sign-off.

A Doe example

The names and statement below are made up for illustration.

Jane Doe is a synthetic client of the Firm. Alex Doe is the Preparer and Pat Doe is the Reviewer. The file index lists Jane's checking and savings accounts at Doe Bank, each with its last digits.

Jane sends a Doe Bank statement. Alex reads every page. The opening page sums up all her accounts. Checking and Savings follow; Alex matches their names and last digits to the file index. The closing pages are headed Money Market and show last digits the file index doesn't list.

Alex builds the section map: an "All accounts" line for the opening page, a Checking line and a Savings line tied to their accounts on the file index, and an "Untied" line for the Money Market pages.

Alex adds the multi-account line to the Firm's instructions and runs the drafting pass on the folder. Alex checks entries against their cited pages and the section map, marking tied entries "Cited by section" by hand. Alex marks the entries from the Money Market pages "Section untied, open" by hand.

Alex sends Jane Doe the message and logs it. Jane says the section is her money market account at Doe Bank. Alex adds the account to the index, ties the section on the map, checks entries against their pages, quotes Jane's answer with the tied account in entry notes, and marks them "Tied by client answer".

Alex runs the pre-review check and sends the file to Pat. Pat reviews the marked entries and the section map, decides what happens with each entry, and signs off on the whole file.

Where TracePrep fits

We've built a TracePrep plugin that drafts these steps in your Firm's workflow, while your preparer decides and your Reviewer signs off. Join the waitlist and we'll tell you when plugin access opens.

Get on the list for plugin access

This is general information, not tax or legal advice. In TracePrep's workflow, the plugin drafts, the Firm's preparer prepares, and the Firm's Reviewer signs off. Access to the plugin is by waitlist. Keep client data inside the systems your Firm has approved.