Cost of Client Procrastination on your Tax Practice!

We are now in what I affectionately call the Second Tax Season. While it is not usually as base as the first one of the year, it can get pretty hairy. If you are like I used to be, you would pick up your hours as the extension deadlines approach. In some cases, working 60-70 hours a week (or possibly more). 

So, the question becomes, why do we do this? The simple answer is we love our clients. We love them so much, we take their abuse. Yes, I said abuse. Seems like a strong word, but follow this with me for a few minutes.

You work really hard from January to mid-April. You take a little bit of rest, but then it is back to work on the extended returns for the information you had most of their info. Then there is that final 10-20% of returns you have in your office to do, but you can’t. Why not? Because you are missing 50-80% of the information you need to prepare the return.

So, what do you do? You start sending emails to these clients to request that missing info. As time moves on, and their excuses keep piling in on why they cannot produce that info, you start having your staff calling them to get the info into your office.

Days turn into weeks, weeks into months, and now the deadline is upon us. This is when you send the final email about two weeks before the final deadline. You tell them that if it is not filed on time they will incur late filing penalties which can be very expensive.

Well, that lit the fire under their butts and they finally get the information to you with 10 days (or less) for you to get the return done. What do you do?

Well, if you are like most tax professionals, you just grin and bear it. You hunker down and get the return done. You get it done on time, bill them the same amount you did last year and we all move on.

BUT WHY?!! Why do we do that?

We take this abuse! You don’t have to, nor should you take this abuse from anyone! It doesn’t matter if they have been a client 15 years, or their your mother or brother. There is no excuse for them making their emergency your emergency.

Here is a list of 10 … Continue reading

Client Communication and how to avoid the “You didn’t tell me” plus How to Get Friggin’ Paid!

Today, we embark on a mission—a mission to fortify your practice, protect your interests, and ensure you receive the compensation you deserve. As General Patton once inspired his troops in WWII, I am here to galvanize you, the valiant tax professionals, to stand firm in the face of challenges and emerge victorious in your IRS representation cases.

The Battle Plan: Document Everything

In the trenches of tax representation, one of the most formidable adversaries we face is the dreaded “But you didn’t tell me that” client. These clients, whether through selective memory or genuine misunderstanding, can pose a significant threat to your practice. The solution? Documentation.

  • Reduce to Writing: After every significant discussion, reduce it to writing. Send an email summarizing the main points, decisions, and actions required. This not only serves as a reminder to the client but also as a protective shield for you.
  • Certified Mail: For critical communications, send letters via certified mail. Even if the client doesn’t claim the certified mail, the regular mail will reach them. Keep the returned certified mail unopened as evidence.
  • Client Acknowledgment: Always request a reply from the client acknowledging receipt of your communication. This can be an email, a signed letter, or a duplicate copy of the letter they sign and date.

Strategic Communication: Clarity and Precision

To prevent misunderstandings, clarity and precision in communication are paramount. When advising clients on actions like making payments to the IRS while you wait for returns to be prepared, a Form 433-A to be compiled, or Appeals to respond, be explicit. Explain the consequences of changes in their financial situation, such as winning the lottery or receiving a raise, and how these could affect their resolution status such as dropping out of Currently Not Collectible or adding a new liability can kill their Installment Agreement or Offer-in-Compromise.

The Art of Getting Paid: Ensuring Fair Compensation

In this battle, your time and expertise are your greatest assets. Ensure you are compensated fairly for your services.

  • Engagement Letters and Retainers: Always use engagement letters and require retainers up front before starting any work. This applies to any type of professional work you do for a client. For tax return preparation, a retainer of at least 50% is advisable. For IRS representation cases, secure a retainer of $3,000 to $5,000 for exams.
  • Value-Based Flat Fees: For collections cases, consider a value-based flat fee structure. Collect 100%
… Continue reading

Embrace Newsletters in Your Tax Practice to Connect with your Clients and Prospects!

As a licensed tax professional, you possess valuable knowledge that can benefit countless individuals and businesses. One of the most effective ways to share your expertise and grow your practice is through a well-crafted newsletter. Whether you choose to distribute your newsletter via email or use a traditional paper newsletter that is mailed, this powerful marketing tool can help you generate leads, nurture prospects, and retain clients. Let’s explore how you can create a newsletter that resonates with your audience and drives results.

The Power of Newsletters for Tax Professionals

Newsletters offer a unique opportunity to showcase your expertise, build trust, and stay top-of-mind with your audience. By consistently delivering valuable content, you position yourself as a trusted advisor in the complex world of taxation. Here are some key benefits of maintaining a regular newsletter:

  1. Establish authority in your field
  2. Nurture relationships and build rapport with existing clients
  3. Attract potential clients by demonstrating your knowledge
  4. Keep your audience informed about tax law changes and deadlines
  5. Showcase your services and highlight client success stories

Crafting Compelling Content

The heart of any successful newsletter is its content. As a tax professional, you have a wealth of knowledge to share. Here are some ideas to get your creative juices flowing:

Tax Tips and Strategies: Offer practical advice that can help your readers save money or navigate complex tax situations.

Legislative Updates: Keep your audience informed about changes in tax laws and how they might affect them.

Case Studies: Share anonymized success stories of how you’ve helped clients overcome tax challenges.

FAQs: Address common questions you receive from clients, providing valuable insights to a broader audience.

Seasonal Reminders: Highlight important tax deadlines and provide checklists for tax preparation.

Industry-Specific Advice: If you specialize in certain industries, offer targeted advice for those sectors.

Recipes: Put some of your favorite or family recipes to lighten it up

Jokes and Quotes: Using some of your favorite quotes to inspire your reader or tell some funny (and I suggest clean) jokes to make it something they want to read everytime it comes in their mailbox.

Client of the Month (COM): Showcase some of your favorite clients that are looking for business. When it is unsolicited, they appreciate it. Plus, who doesn’t like to see their name in print.

Remember, your goal is to provide value to your readers while subtly demonstrating your expertise. Avoid … Continue reading