Dan Henn CPA
Dan Henn CPA

Delegation and Productivity for Tax Pros – How to Work Less and Get More Done

If you’re running a tax resolution practice, there’s a good chance you’re doing too much. Between managing IRS deadlines, handling client communication, prepping cases, marketing your services, and overseeing your team, it’s easy to fall into the trap of thinking that everything has to go through you.

But here’s the truth: doing it all is not a badge of honor—it’s a bottleneck. As Admiral Ackbar would say “It’s a TRAP!”. It’s a trap we all fall into, don’t realize we are there and then don’t know how to get out of the hole we dug. The most successful tax pros don’t just do more; they delegate better.

As John C. Maxwell put it, “If you want to do a few small things right, do them yourself. If you want to do great things and make a big impact, learn to delegate.”

Why Tax Pros Struggle With Delegation

Many practitioners—especially solo or small firm owners—resist delegation because they think:

  • “It’s faster if I just do it myself.”
  • “No one else can do it as well as I can.”
  • “Clients expect me, not my staff.”

While those feelings are understandable, they’re also a trap. Holding onto every task limits your capacity, increases stress, and stunts your growth. Delegation is not giving up control—it’s creating more space to focus on the work that matters most.

Identify What to Delegate

Start by categorizing your weekly tasks. Which ones require your expertise—and which ones don’t?

Delegate these immediately:

  • Appointment scheduling and calendar management
  • Document collection and filing
  • Data entry and tax prep basics
  • Email follow-ups and client reminders
  • Social media posting or blog formatting

Keep these on your plate:

  • High-level client strategy and consultations
  • IRS representation and resolution planning and case work
  • Business development and key relationship building

Use the 80/20 rule. If 80% of your results come from 20% of your activities, focus on those top 20%. Everything else can likely be automated, delegated, or eliminated.

Build Systems That Support Delegation

Delegation works best when you have clear, repeatable processes. That’s where SOPs (Standard Operating Procedures) come in.

Document how each task should be done—step-by-step—with tools like Loom (for video walkthroughs), ScribeHow, or Google Docs. The goal is to make it easy for anyone on your team to step in and follow the playbook.

Use tools like:

  • TaxDome to assign and track tasks
  • IRS Solutions to centralize case management
  • Google Meeting or Zoom for team communication
  • Asana or ClickUp
… Continue reading

Sell Like a Pro: Why Great Sales Skills Matter More Than You Think in Tax Resolution

If you think “sales” is a dirty word in the world of tax resolution, think again.

Too many tax pros hesitate to embrace sales as a skillset, worried that it feels “pushy” or “inauthentic.” But if you’re serious about growing your practice, mastering ethical and effective sales is not optional—it’s essential. At the end of the day, no matter how good you are at resolving IRS problems, if you can’t communicate your value and close the deal, you’re leaving money—and impact—on the table.

“Nothing happens until someone sells something.” – Zig Ziglar

Selling Is Serving

In tax resolution, sales isn’t about convincing someone to buy something they don’t need. It’s about helping someone take action on something they desperately do need. If a prospect has a levy, garnishment, or looming collection action, you’re not “selling” them—you’re offering a solution to a real problem. You are the doctor trying relieve their pain.

Approach the sales conversation as a diagnosis: you’re asking the right questions, listening to their pain, and presenting the best course of action. That’s not manipulation. That’s leadership.

The 3 Most Common Sales Mistakes in Tax Practices

  1. Talking Too Much, Listening Too Little
     Your job isn’t to dazzle the client with everything you know about the IRS or tax transcripts or Form 433-A. Your job is to listen. The more you understand about their situation—financial stress, prior tax prep nightmares, fear of the IRS—the better you can position your solution.
  2. Avoiding the Money Talk
     If you stumble when quoting your fees, you lose trust. Be direct and confident. “For this type of case, our fee is $3,500. Here’s what’s included.” Let them react. Don’t discount preemptively. The right clients will pay when they understand the value. Or better yet, reframe the statement with the word “investment”. “For this type of case, the investment in our services is $3,500.”
  3. Offering Free Work as a Way In
     Free consults. Free transcript pulls. Free advice. Stop giving away your expertise. Charge for your consultations—and make it known that what you offer is premium support. As Dan says often: “People value what they pay for.” or said another way “If people will pay, they will pay attention!”

Build a Sales Process That Works

Here’s how to set yourself up for consistent closes, without the stress or sleaze.

Qualify Before You Call

Use a pre-consultation questionnaire to screen for serious prospects. They should not even be talking to you … Continue reading

Client Management for Tax Pros: How to Build Stronger Relationships (Without Losing Your Sanity)

Managing clients isn’t just a part of the job—it is the job. Whether you’re representing taxpayers before the IRS or helping small business owners stay compliant, your ability to manage clients effectively directly impacts your profitability, referrals, and day-to-day stress.

As Warren Buffett once said, “It takes 20 years to build a reputation and five minutes to ruin it.” In tax resolution and compliance, trust is everything.

Here’s how to manage client relationships with clarity, efficiency, and confidence—while still maintaining control of your calendar and your peace of mind.

1. Set Clear Expectations From the Start

Most client problems stem from unclear expectations. That’s why a strong onboarding process is essential.

  • Engagement Letters: Spell out exactly what you will and won’t do, payment terms, deadlines, and communication preferences. This protects both parties and reduces misunderstandings.
  • Welcome Packets: Include a summary of next steps, FAQs, and instructions for accessing your portal, uploading documents, etc.
  • Communication Boundaries: Let clients know how and when they can reach you—and when they can expect a response.

If you’re doing IRS Representation, keep in mind that Circular 230 requires that practitioners act diligently and communicate promptly. Managing expectations up front helps you meet those standards.

2. Use Technology to Stay Organized

If you’re still managing client info via sticky notes or email folders, it’s time to upgrade. Use a client relationship management (CRM) or workflow platform like:

  • TaxDome
  • Zapier
  • ClickFunnels
  • IRS Solutions

These tools let you:

  • Track deadlines
  • See where each client is in your process
  • Send automated reminders for missing documents
  • Securely share files and collect signatures

Better systems = fewer things falling through the cracks = happier clients.

3. Don’t Chase Clients—Create Accountability

You can’t want the solution more than your client does. If they’re ignoring requests for documents or delaying payment, it slows your workflow and creates unnecessary stress.

  • Automate document and payment reminders so you’re not chasing them manually.
  • Set deadlines with consequences, such as pushing back timelines or pausing the engagement.
  • Let go of clients who don’t respect your time. The IRS isn’t going to wait because someone didn’t feel like uploading a 1099 or answering the question of what that expense is.

Respect your own boundaries—and expect your clients to do the same.

4. Communicate Frequently (and Proactively)

Silence creates uncertainty, especially during stressful situations like audits, collections, or appeals.

Even if there’s no update, send a quick message to let … Continue reading