Dan Henn CPA
Dan Henn CPA

How to Get Rid of Time-Wasting Clients (So You Can Actually Enjoy Your Life)

If you handle IRS Representation, you already know: not all clients are created equal.

Some are reasonable, responsible, and pay well. Others? Well… they make their emergency your emergency, argue about your fees, disappear for months, then suddenly demand immediate help. These clients suck the life out of your business—and your sanity.

The good news? You don’t have to keep them. In fact, the sooner you fire your worst clients, the sooner you free up time for better clients, higher fees, and a life outside of tax season.

So, let’s talk about how to politely (but firmly) show bad clients the door—and what to say when you do.

Why You Need to Drop Time-Wasting Clients

The tax professionals I work with are overworked, underpaid, and exhausted. They tell me:

“I work 80+ hours a week, but my worst clients still complain.”
“I’m constantly stressed, but I can’t afford to lose any clients.”
“I haven’t taken a real vacation in years.”

Sound familiar?

Here’s the hard truth: Every minute you waste on a bad client is a minute you could spend on a better-paying client… or, you know, actually enjoying life.

Your worst clients are holding you back. Drop them, and suddenly you have:

✅ More time for clients who respect you
✅ Higher profits because you’re working with better-paying clients (and they will pay you more)
✅ More energy for the things you love—family, gardening, woodworking, golf. Netflix, or even gasp sleep

How to Identify Time-Wasting Clients

If a client matches two or more of these traits, it’s time to cut them loose:

❌ They argue about your fees (“Why do you charge so much?”)
❌ They ignore your deadlines but expect immediate help (“Can you call the IRS for me today?” or “I need to get this to a Revenue Officer tomorrow!”)
❌ They send you half the documents, then expect magic
❌ They constantly demand answer to “quick questions” (which are never quick) and they don’t want to pay for that “quick answer”
❌ They “ghost” you until they get a scary IRS letter and even then, wait until the last minute to give it to you

Recognize anyone? Yeah, I thought so.

How to Fire a Client: 3 Scripts You Can Use

Once you’ve decided to part ways, keep it short, professional, and final. Here are three scripts you can use:

👉 For the Ghosting Client Who Comes Back Only in Emergencies… Continue reading

Uncover The Compound Effect of Eating the Elephant One Bite at a Time – So to Speak, for your Productivity

As licensed tax professionals, we often find ourselves juggling numerous responsibilities, especially during the busy tax season. The pressure to meet deadlines and deliver quality work can be overwhelming. However, there’s a powerful principle that can help us navigate this chaos: the Compound Effect. Coined by Darren Hardy, this concept emphasizes that small, consistent actions can lead to significant results over time. In this article, we’ll explore how breaking down tasks into granular steps can enhance your productivity and ultimately transform your practice.

Understanding the Compound Effect

The Compound Effect is all about making small, smart choices consistently over time. It’s not about making drastic changes overnight but rather about the cumulative impact of our daily habits. For tax professionals, this means that instead of viewing a daunting project as a whole, we should break it down into manageable tasks. This approach not only makes the workload feel lighter but also allows us to maintain focus and momentum.

Imagine you have a large project, such as preparing a comprehensive tax return for a client. Instead of writing “Prepare tax return” on your to-do list, you can break it down into specific, actionable steps. For example, you might list tasks like “Gather client documents,” “Review last year’s return,” and “Calculate deductions.” By doing this, you create a clear roadmap that guides you through the process, making it less intimidating and more achievable.

The Benefits of Granular Tasks

When tasks are detailed and specific, it’s easier to understand what needs to be done. This clarity helps you stay focused and reduces the likelihood of feeling overwhelmed. Large, vague tasks can lead to procrastination. By breaking them down into smaller steps, you create a sense of urgency and accomplishment as you check off each item on your list. You know, the way to eating the so-called elephant one bite at a time.

Granular tasks allow for better tracking of progress. You can easily see what has been completed and what still needs attention, making it easier to hold yourself accountable. When you focus on smaller tasks, you can dedicate more time and attention to each one. This leads to higher quality work and fewer mistakes, which is crucial in the tax profession where accuracy is paramount.

Completing small tasks creates a sense of momentum. Each completed task boosts your confidence and motivation, propelling you forward to tackle the next item on your list. This positive reinforcement cycle is … Continue reading

Unlock the hidden email productivity hack in your inbox for Tax Pros

Let’s talk about the elephant in the room—or should I say, the monster in your inbox. You know, that ever-growing pile of emails that threatens to swallow your productivity whole? Well, it’s time to show that beast who’s boss!

The Email Time-Suck Struggle is Real

We’ve all been there. You start your day with the best intentions, only to find yourself three hours deep in an email rabbit hole, wondering where your morning went. But fear not, fellow tax warriors! I’ve got some secret weapons to help you reclaim your time, sanity and productivity.

Timing is Everything

First things first, let’s put those emails on a schedule. Pick two or three specific times during the day to check and respond to emails. Maybe 10 AM, 2 PM, and 4:30 PM work for you. Stick to it like your life and family depends on it (because, let’s face it, it kind of does). I don’t open my email until noon and 4pm each day. Once you train your clients that this is the time you respond, they will get used to it.

But please consider what time of day are you most alert, awake and focused. This should NOT be the time when you are working on email. That is the time you should be focusing on your biggest projects. Whether it is a large tax return review, preparation for a big meeting, marketing task, or a sales function (BTW, this time should not be spent on admin tasks, you can pay someone else to handle those 15-20/hr tasks).

Folders, Filters, and Rules, Oh My!

Now, let’s get those incoming messages sorted faster than you can say “tax deduction.” Use folders, filters, and rules to automatically categorize emails. Here are some ideas to get you started:
… Continue reading