Automated IRS Correspondence Data Entry to Canopy
Every hour, WebRun checks a shared Gmail inbox for IRS correspondence forwarded by your team, extracts the client name, notice number, tax period, and key action items from each email, matches the email to the correct Canopy case, and logs the correspondence as a new case note. A Slack alert notifies the assigned case manager of any new IRS activity.
How do I automatically log IRS correspondence emails into Canopy case records without manual data entry?
Every hour, WebRun checks a shared Gmail inbox for forwarded IRS and state tax correspondence. It extracts the notice number, tax period, and response deadline, finds the matching Canopy case, and logs a structured case note. A Slack alert then notifies the assigned case manager of every new piece of IRS activity.
- IRS correspondence logged to Canopy within an hour of receipt
- Manual data entry from IRS notices eliminated completely
- Case managers alerted in Slack the moment new IRS activity hits
Built for tax resolution firms · enrolled agents · CPA firms · tax case managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read forwarded IRS correspondence
gmail.com
WebRun opens Gmail to read forwarded IRS correspondence. - Check the shared Gmail inbox labeled 'IRS Correspondence' for new emails received since the last run
- For each new email, extract: client name or taxpayer ID mentioned, notice number or form number, tax period, response deadline if stated, and the core action item or finding
- Skip any email that is not an IRS or state tax notice (e.g. internal team emails forwarded by mistake)
Done when All new IRS correspondence emails have been read and key fields extracted.
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2
Canopy - match to case and log as case note
getcanopy.com
WebRun opens Canopy to match to case and log as case note. - Search Canopy for the matching client case using the taxpayer name or ID extracted from the email
- Open the matched case and add a new case note with the notice number, tax period, response deadline, and action item
- Attach the original email content to the note for reference
- If no matching case is found, create a draft note flagged as 'unmatched' for the team to assign manually
Done when Every new IRS correspondence email has a corresponding case note in Canopy, or an unmatched flag for manual assignment.
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3
Slack - alert the assigned case manager
slack.com
WebRun opens Slack to alert the assigned case manager. - Send a Slack alert to the assigned case manager for each case that received a new IRS note
- Include the client name, notice type, and any response deadline extracted from the email
- List any unmatched emails separately so a team member can assign them to the correct case
Done when Every case manager with new IRS correspondence has a Slack alert. Unmatched items are flagged for manual review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it reply to the IRS emails automatically?
No. WebRun reads and logs incoming correspondence only. It never replies to, forwards, or modifies any IRS email. All IRS responses are prepared and sent by your staff.
What if it cannot find a matching Canopy case?
Emails that cannot be matched to a case are logged as unmatched and flagged in the Slack summary so a team member can manually assign them to the correct case.
Does it work with state tax notices, not just IRS?
Yes. WebRun reads any tax correspondence forwarded to the shared Gmail inbox, including state tax agency notices, and logs them to Canopy using the same matching process.
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