Dan Henn CPA
Dan Henn CPA

Stop Wasting Time on the Wrong Clients

Working with the wrong clients can cost your firm more than money—it can drain your energy, slow your progress, and create reputational risk. IRS guidance requires due diligence and timely handling of matters. But if your clients won’t cooperate or respect your time, you’re not just risking your sanity—you’re risking the quality of your work as well.

Here’s how to filter out the tire-kickers and build a client base that fuels your growth:

Set Minimum Engagement Fees

Publishing your base fees on your website or intake form can instantly filter out people who aren’t serious (but know your fee disclosure rules in your state). If your minimum is $3,500 for IRS Collections cases, make that clear. This doesn’t scare off good clients—it helps them self-select.

Use a Structured Intake Process

Instead of offering free 30-minute calls, use a short questionnaire to pre-qualify leads. Ask about debt amount, compliance history, and financial condition. Clients who don’t fill it out likely won’t follow through later either.

Require a Consultation Fee

Charging even $99 for an initial consultation changes the dynamic. It shows your time has value and discourages shoppers. Make it clear that the fee applies to future services if they move forward. Plus, if they pay once, they are willing to pay again.

Listen for Red Flags

Clients who talk over you, argue about pricing, or say they’ve been through five tax pros already are waving warning signs. Trust your gut.

Create an Ideal Client Profile

Define the types of cases you want: $25K+ in IRS debt, self-employed business owners, recent levy notices, etc. Then market to that profile and say no to others.

Protect Your Time

Use Calendly or another scheduler to allow only qualified leads to book time. Limit intake to specific days or hours. Guard your calendar the same way you guard your bank account.

Use Engagement Letters with Clear Boundaries

Spell out what is—and isn’t—included in the scope of services. Set expectations on communication, deadlines, and fees. This protects both sides and avoids scope creep.

Know When to Walk Away

Some clients just aren’t a fit. Be polite, but firm. Refer them elsewhere if appropriate. Saying no to the wrong client makes space for the right ones.

Steve Jobs once said, “Deciding what not to do is as important as deciding what to do.” That includes clients.

The best tax pros aren’t just good at IRS work—they’re good at client selection. At … Continue reading

How to Build a Leaner, Happier Tax Team Without Burning Out

Managing a tax practice is as much about people as it is about numbers. Yet too many firm owners struggle with high turnover, overworked staff, or teams that just don’t seem aligned. As Peter Drucker once said, “Culture eats strategy for breakfast.” If you want a sustainable and profitable tax practice, you need more than talent—you need a healthy, focused team.

The IRS offers guidance on practice operations, which outlines rules around representation and ethics. But creating a people-first firm culture is largely up to you.

Here’s how to do it:

Clarify Your Firm’s Mission and Values

Staff want to know they’re part of something meaningful. Define why your firm exists—whether it’s to defend taxpayers from IRS abuse, help small businesses thrive, or something else—and talk about it often.

Hire for Attitude, Train for Skill

You can teach someone the technicalities of tax return prep, installment agreements and Offer in Compromise processes. What’s harder to teach is empathy, communication, and a client-focused mindset. Focus on soft skills during interviews.

Create Clear Roles and Workflows

Confusion leads to burnout. Everyone on your team should know what they’re responsible for and how their work contributes to the client experience. Use tools like Loom, Asana, or SnagIt to document processes and keep tasks visible.

Offer Flexibility and Autonomy

According to Gallup, employees who feel they have control over their work are more productive and less likely to quit. If possible, allow for remote work, flexible hours, or project-based timelines.

Invest in Development

Even entry-level staff appreciate a path forward. Offer CPE opportunities, pay for professional development, or assign junior staff to assist on more complex cases. This builds loyalty and increases your firm’s overall competence.

Hold Weekly Team Meetings

A 30-minute check-in once a week can go a long way. Celebrate wins, discuss roadblocks, and keep everyone aligned. Keep it structured: updates, priorities, and shout-outs. Stick to the agenda and time.

Use Tools to Reduce Repetitive Work

Automate data entry, document collection, and invoicing. The less time your team spends on tedious tasks, the more they can focus on high-value client work.

Protect Your Team’s Time

Don’t overload them with too many clients or unrealistic deadlines. Build buffer time into your workflows. Burnout is expensive.

Create a Culture of Feedback

Ask for input. What’s working? What’s not? An open-door policy—or regular anonymous surveys—can help you spot and fix issues before they become big problems.

A happy team isn’t … Continue reading

Is Your Marketing Actually Getting You Clients?

Marketing doesn’t have to be complicated, flashy, or expensive. In fact, most tax pros waste time on marketing strategies that don’t work—not because they’re lazy, but because no one ever showed them what does.

Here’s the truth: The best marketing is simple, consistent, and focused on reaching the right people with the right message.

Whether you’re trying to grow your tax resolution practice or offer a broader range of services, here are 8 marketing strategies that actually work:

  1. Know Your Ideal Client (and Speak Their Language)

    Before you write a single ad, email, or blog post, get clear on who you’re talking to. Are you helping self-employed creatives who didn’t know they owed quarterly taxes? Small business owners behind on payroll taxes? Or retirees dealing with IRS notices?

Clarity on your audience makes every piece of content more effective. Speak to their fears, frustrations, and goals—not just your services. Instead of saying, “I help with Offers in Compromise,” say, “I help people reduce their IRS debt by up to 90%.”

  1. Build a Clear, Credible Website That Converts

    Your website is your storefront. It doesn’t have to be fancy, but it must be:

  • Clear about who you help and how
  • Easy to navigate and mobile-friendly
  • List the benefits (what do they get from using your services) of your services, not just the features (list of what you do)
  • Optimized for local search (more on that next)
  • Built to convert (with a contact form, call-to-action buttons, and client testimonials.reviews)

Most visitors won’t call you unless they trust you—and your website is often their first impression.

  1. Leverage Local SEO (So Clients Can Find You)

    Set up and optimize your Google Business Profile with accurate info, services, and reviews. Then, include local keywords throughout your website. For example:

  • “IRS tax help in Atlanta”
  • “Back taxes resolution Miami CPA”

Even if you work remotely, people still search by location when looking for trusted tax professionals.

  1. Send Helpful, Consistent Emails

    Your email list is one of the highest-ROI marketing tools you own. Send regular content that:

  • Solves problems (“What to do when you get an IRS notice”)
  • Educates (“How Offers in Compromise actually work”)
  • Shares case studies (client stories) and wins
  • Positions you as the go-to expert

Aim for at least once a week or twice a month (work toward 3-5 times a week). Consistency builds trust and keeps you top of mind.

  1. Repurpose Your Content Like a Pro

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