Drake and Drake Tax are trademarks of Drake Software. This is general guidance, not Drake documentation. Confirm specifics against Drake Software's current knowledge base and manuals for your version.
What is an import file?
A structured data file that tax software can read to populate entries, so values don't have to be typed by hand.
An import file arranges data in a format the receiving software expects, with fields that correspond to entries on screens or forms. Whether a particular kind of data can be imported, and in what format, is determined by the tax software, not by the tool that created the file.
What kinds of data do firms commonly want to import?
Prior-year client data, information-return data such as W-2s and 1099s, and transaction-heavy data such as brokerage sales.
- Prior-year data: handled through Drake's own update and carryforward processes.
- Information returns: W-2 and 1099 values are a frequent target because they're structured and repetitive.
- Transaction data: brokerage statements can include many lines, making manual entry slow.
- K-1 data: often needs a preparer's reading of statements and footnotes, so plan extra review.
How should a Drake firm test import files?
Import into test returns, compare every value with the source, and document the procedure before using it on live clients.
- Pick sample clients covering W-2s, multiple 1099 variants and a K-1.
- Import into clearly labeled test returns.
- Compare each value against the source documents.
- Check multiple-document handling, such as two W-2s for one taxpayer.
- Record what still needs manual completion after import.
What mistakes should you watch for?
Duplicate imports, wrong taxpayer attribution, incomplete state data, and corrected forms that add to rather than replace originals.
These are workflow problems as much as software problems. The fix is a clear status for every document (received, reviewed, imported) and a single person accountable for approving data before import.
How does review fit in?
Data should be reviewed against the source before import and the return reviewed as a whole after import.
Import removes typing, not responsibility. Drake's own review tools and your firm's checklist remain part of preparing every return.
What makes a good import file?
Accurate values, correct attribution, one record per source document, and a format the receiving software accepts for your version.
A file can be technically valid and still wrong. Before a file reaches Drake, the data inside it should already have been checked against the source document by someone at your firm. Each record should map clearly to one document, so that if a question comes up later, you can trace a value back to where it came from.
How do you organize documents so imports stay traceable?
Keep one intake channel, label every document by type and client, and record its status from received through imported.
- Use a secure portal instead of email so documents arrive in one place.
- Label each document as soon as it's identified: W-2, 1099-INT, 1099-DIV, K-1 and so on.
- Track status: expected, received, reviewed, imported.
- Keep corrected forms linked to the originals they replace.
Our client document checklist covers status tracking in more detail.
When should you enter data manually instead?
When a document is short, unusual, handwritten or needs judgment as it's entered.
Import isn't always faster. A single 1099 with one value, a document with a handwritten correction, or a K-1 whose statements change how items are reported may be simpler and safer to enter directly. Let preparers choose, and record why, so the procedure improves over time.
What should you re-check after a Drake update?
Re-run a few sample imports after major software updates and before peak weeks. Small changes to screens or fields can affect where imported values land.
Where does NiniTaxBot fit for Drake firms?
NiniTaxBot collects documents through a secure client portal, classifies them, extracts their values, and puts them in a review queue. A Drake export is coming soon; it is not available today. It is not affiliated with or endorsed by Drake Software and doesn't prepare returns. See NiniTaxBot for Drake firms and our guide to eliminating manual data entry.