Preparer, Reviewer and Approver Checklists on Every Job
Move each checklist item through preparer, reviewer and approver, with notes kept against the item and earlier notes visible to whoever picks it up next.
Remindoo review checklists let US accounting firms move each checklist item through preparer, reviewer and approver status on the task itself. Each item carries a note, and previous notes stay visible read-only with the name of the person who wrote them, so the review trail sits with the work.
Last updated: September 16, 2026 · Reviewed by Waqas Sagar, ACA FCCA, chartered accountant (UK) and founder of Remindoo.
Key facts
- A checklist tab on the task, with each item shown by subject and status
- Item status options: Empty, Preparer, Reviewer and Approver
- A note field against each individual checklist item
- Previous notes shown read-only, with the name of the person who wrote them
- The review trail stays on the job rather than in an email thread
The problem
Review happens in email
A reviewer's findings arrive as a reply to a reply. Six weeks later nobody can reconstruct what was checked, by whom, or what was done about it.
Every preparer checks something different
Without a defined list, quality depends on who happened to prepare the return and how busy they were that week.
Partner sign-off is a verbal yes
The final approval exists as a conversation in a corridor, which is exactly the thing your quality process is supposed to record.
How Remindoo handles it
| Problem | Workflow in Remindoo | Outcome |
|---|---|---|
| No record of what was reviewed | Each checklist item moves from Empty to Preparer, then Reviewer, then Approver | The state of the review is visible on the job itself |
| Findings scattered across email | Notes are written against the individual checklist item | The comment sits next to the thing it is about |
| The next person starts blind | Previous notes stay visible read-only with the author's name | Context carries forward instead of being re-explained |
| Reviews vary by preparer | The same checklist runs on every job of that type | A consistent standard your team can be trained against |
How it works
Open the checklist on the task
The task has a checklist tab listing each item by subject with its current status.
Work the list as preparer
As each item is completed, set its status to Preparer and add a note explaining what you did or what the reviewer should look at.
Hand the job to the reviewer
The reviewer opens the same checklist and can read the preparer's notes against each item before checking anything.
Record review findings on the item
The reviewer sets the item to Reviewer and adds their own note. Earlier notes remain visible read-only with the author's name.
Approve the item
The person signing off moves the item to Approver once they are satisfied, leaving the review sequence readable on the job.
Bring your current review checklist to a walkthrough and we will show it running on a live job.
Book a demoRemindoo vs review by email and spreadsheet
| Question | Email and spreadsheets | Remindoo review checklists |
|---|---|---|
| What has been checked on this return? | Scroll the thread and hope | Item status on the checklist tab |
| Who raised this point? | Whoever sent that email | The note carries the author's name |
| What did the preparer already look at? | Ask them | Previous notes visible read-only on the item |
| Is this ready for sign-off? | A verbal yes | Items sitting at Approver status |
| Does every job get the same review? | Depends who prepared it | The same checklist on every job of that type |
An example Form 1040 review checklist
An example to adapt to your own review standard, not a requirement. Each item carries a status and a note on the task.
- 1.W-2 wages agree to source documents
- 2.1099 income agreed to client records
- 3.Prior-year carryovers reviewed and carried forward
- 4.Estimated payments agree to client records
- 5.State filing requirements confirmed
- 6.Changes from prior year explained on the file
- 7.Signed e-file authorization received before transmission
- 8.Client copy and payment instructions prepared
Frequently asked questions
What are the checklist statuses?
Each item can be Empty, Preparer, Reviewer or Approver. The status shows how far that specific item has moved through your firm's review sequence.
Can the reviewer see the preparer's notes?
Yes. Previous notes are shown read-only against the item, with the name of the person who wrote them, so the reviewer reads the context before checking the work.
Can I edit someone else's note?
No. Earlier notes are read-only, which is what makes the sequence worth having. You add your own note rather than changing theirs.
Is this an electronic signature?
No. Approver is a status on a checklist item, not an e-signature, and it does not lock a return. If you need a legally recognized signature on a document, use your firm's signing process.
Does it make us compliant with quality management standards?
No software makes a firm compliant. A documented, consistently applied review with named authors is evidence you can point to; the standard itself is met by your firm's policies and how you follow them.
What should a Form 1040 review checklist contain?
Most firms cover source-document agreement, prior-year carryovers, estimated payments, state filings, changes since last year, and confirmation that the signed e-file authorization is on file before the return is transmitted.
Can bookkeeping jobs use the same approach?
Yes. A monthly close runs the same way: the preparer works the reconciliation list, the reviewer checks the balances, and a manager approves before the client sees anything.
Where do the checklist items come from?
The items sit on the task, so they follow the way your firm has defined that job. Bring your existing review checklist to a walkthrough and we will show you how it looks on a live task.
Related for US firms
Make every review look the same
See preparer, reviewer and approver status working on a real task, with notes attached to the items they relate to.