How to Improve Your IRS Collections Workflows (Even If You’ve Been Doing It for Years)

If you’ve been working IRS Collections cases for a while, you already know the basics. But being familiar with the process doesn’t always translate to handling collections cases efficiently or profitably. Many experienced tax pros still find themselves reinventing the wheel, repeating avoidable mistakes, or getting bogged down by delays and client missteps.

Here are 8 practical ways to improve how you manage IRS collections cases and get better results for your clients (and your business):

  1. Build a Standardized Intake Process

    Don’t wing the initial client intake. Use a standardized checklist or digital intake form to gather all necessary financial documents and IRS notices from day one. This prevents back-and-forth emails and ensures you’re not starting the case with missing data.

  2. Pre-Educate Clients About What to Expect

    Before diving into the work, set expectations clearly. Tell clients how long the process can take, what documents they’ll need to provide, and the importance of timely responses. This avoids frustration later—and reduces micromanagement from anxious clients.

  3. Use Technology to Your Advantage

    Stop relying on spreadsheets and paper folders. Use a CRM or tax resolution software to track deadlines, store forms, and automate reminders. A centralized system keeps your cases organized and helps your team stay on the same page.

  4. Improve Financial Analysis with Templates

    Instead of analyzing each client’s financials from scratch, create templates for common resolution paths: Offer in Compromise, Installment Agreement, Currently Not Collectible. Pre-built frameworks make your casework more efficient and reduce human error. But for the fastest analysis, use a tax resolution software like IRS Solutions.

  5. Create a Resolution Strategy Roadmap

    Each case should have a simple written plan: what resolution path you’re pursuing, why it fits the client, what forms are needed, and key upcoming deadlines. Having this roadmap on file helps if a client calls with questions—and makes handoffs smoother if you work with a team.

  6. Set Communication Boundaries (And Stick to Them)

    IRS collections cases can stretch over months. To protect your time and avoid burnout, set defined days/times when you update clients. For example: “We’ll send progress updates every Friday unless there’s urgent news.” This keeps clients informed while giving you space to focus on the work.

  7. Build an Appeals Playbook

    Don’t wait until you need to file a CAP or CDP appeal to figure out the steps. Have templates, timelines, and procedural guidance ready. This helps you act quickly—and makes appeals a routine tool in your toolbox instead

… Continue reading

How to Market Your Tax Resolution Services Without Feeling Salesy

Let’s face it—most tax professionals don’t enjoy marketing. But if you want to grow your tax resolution practice, you need to know how to attract the right clients.

Here’s the good news: effective marketing doesn’t have to feel pushy or manipulative. It’s about education, positioning, and trust.

  1. Identify Your Ideal Client

    Start by narrowing your focus. Are you targeting individuals with IRS debt over $25,000? Small business owners with payroll tax issues? CPAs who need help referring cases? The clearer your audience, the easier it is to reach them.

  2. Build Authority with Content

    Clients hire experts—not generalists. Post blogs, videos, and social media content that explains tax resolution topics in plain English. Answer common client questions. The more you teach, the more authority you build.

  3. Use Email Marketing

    Email is still one of the highest-converting marketing channels. Build a list of prospective clients and referral partners, then nurture them with helpful content, case studies, and periodic offers. Consistency is key.

  4. Network with Complementary Professionals

    CPAs, family law attorneys, and bankruptcy lawyers often encounter clients who need tax resolution help. Build relationships with them and offer to be their go-to referral partner. Attend local events, offer free presentations, and send helpful resources.

  5. Use Client Success Stories (with Permission)

    Nothing builds trust like results. Share anonymized or client-approved testimonials and case studies. These stories provide social proof and show what’s possible.

  6. Be Visible Where Clients Are Looking

    Make sure your website is professional, easy to navigate, and optimized for SEO. Include a blog, service pages, testimonials, and a clear call to action. Claim your Google My Business Profile and list your services in local directories.

  7. Don’t Rely on Referrals Alone

    Referrals are great, but they’re not predictable. You need a proactive marketing strategy to consistently attract leads. Combine online and offline strategies so you’re not dependent on just one channel.

  8. Track What Works

    Marketing without measurement is just guessing. Use basic analytics tools (like Google Analytics, email reports, and CRM data) to track where leads come from and what content converts. Double down on what works.

Final Thoughts

Marketing is just helping the right people find you. When you lead with education, authority, and real value, prospects come to you pre-sold. Inside Tax Resolution Academy®, we give you the templates, campaigns, and tools to market your services authentically—and grow your practice with clients you actually want to work with.

_____________________________________________________

Here’s to working smarter, not harder!

And … Continue reading

How to Bill Clients (Without Awkwardness or Payment Delays)

Billing doesn’t have to be uncomfortable. Yet for many tax resolution professionals, it’s one of the most awkward parts of client work. You’ve helped someone navigate a stressful IRS issue—so why is it hard to get paid on time (and without objections)?

Here’s how to fix that.

  1. Always Use Engagement Letters

    Before doing any work, provide a detailed engagement letter outlining your services, deliverables, and fees. This sets clear expectations and provides protection if disputes arise. Include payment schedule, refund policies, and what happens if additional work is required.

  2. Collect Payment Upfront (or in Milestones)

    Don’t wait until the end of the engagement to ask for payment. For flat-fee work, collect payment before starting (usually no less than 50%). For longer projects, break payments into milestones: 50% retainer upfront, another portion shortly before case submission, and the final upon case submission (but never after case submission).

  3. Use Transparent, Flat-Rate Billing

    Clients appreciate knowing what they’ll pay in advance. Use flat fees whenever possible, especially for common case types like Offers in Compromise or Installment Agreements. This eliminates billing surprises and builds trust.

  4. Don’t Let Invoicing Slip

    Set a consistent invoicing schedule. Use accounting software or a CRM to send reminders and track outstanding invoices. Avoid letting weeks go by without billing—clients forget what was done, and collections get harder the longer you wait.

  5. Automate Your Payment Systems

    Make it easy for clients to pay you. Use online payment systems like Stripe, accounting software or client portals with saved card options. The fewer clicks it takes to pay you, the faster you’ll get paid.

  6. Charge for Your Time Strategically

    If hourly billing is necessary, track your time in detail and explain what each item covers. Avoid vague charges. Educating clients on what each task entails helps them understand the value behind the invoice.

  7. Address Non-Payment Proactively

    Don’t ignore late payments. Follow up professionally, reference your engagement terms, and outline next steps. Pause services immediately until payment is received. Having a consistent collections policy in place prevents uncomfortable conversations. The goal is to avoid having accounts receivable as much as possible.

  8. Re-Evaluate Clients Who Resist Payment

    If a client frequently disputes charges or delays payments, they may not be a good fit. These clients drain time and energy better spent on high-quality engagements. Learn to recognize the red flags and be willing to say no.

Final Thoughts

Clear communication, strong agreements, and smooth systems make billing a … Continue reading