Dan Henn CPA
Dan Henn CPA

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

Growing Your Tax Practice: Practical Steps That Actually Work

Growth in a tax practice doesn’t happen by accident. Whether you’re a solo EA or running a small firm, getting more clients and increasing revenue requires intentional effort, the right systems, and a long-game mindset.

But here’s the good news: you don’t need to work 12-hour days or chase every opportunity to grow. You just need to focus on what actually moves the needle.

As Peter Drucker said, “The best way to predict the future is to create it.” Let’s walk through how you can create a future where your tax practice grows with less stress—and more profit.

1. Get Crystal Clear on Your Ideal Client (i.e. Who is your niche?)

Trying to be everything to everyone keeps your business stuck. Want to grow? You need to focus.

  • Who do you serve best?
  • What kinds of clients light you up—and pay well?
  • Which cases are most profitable and least draining?

If you primarily enjoy helping small business owners or tackling IRS resolution work, build your practice around that niche. According to IRS statistics, over 14 million Americans owe back taxes—there’s no shortage of demand for representation help.

Define your ideal client profile in terms of:

  • IRS debt range (e.g., $25K+)
  • Individual or business and business type or income level
  • Preferred communication style

When you know who you’re talking to, everything from your messaging to your pricing becomes easier (and many times cheaper).

2. Build Referral Engines, Not Just Funnels

Most fast-growing tax practices aren’t running viral ads—they’re building solid referral pipelines.

Here’s how:

  • Ask for referrals. After every positive engagement, ask satisfied clients to refer others.
  • Create referral collateral. A short PDF explaining your services and who you help makes it easy for partners to refer.
  • Partner smart. Connect with other tax professionals who don’t do resolution work (CPAs, EAs, unenrolled preparers), divorce attorneys, and financial advisors. These people already have clients who need your help.

As Zig Ziglar said, “You can have everything in life you want, if you will just help other people get what they want.” That’s the foundation of referral marketing.

3. Systematize Everything You Can

Growth gets painful without systems.

  • Use tools like TaxDome, Zapier, or IRS Solutions to manage files, automate follow-ups, and streamline client communication.
  • Standardize your onboarding with a checklist and templated emails.
  • Use pre-built service packages (e.g., “IRS Collections Case – $3,500”) to avoid wasting time writing custom quotes.

Document repeatable tasks. Delegate them if … Continue reading

Time Management for Tax Pros – Get More Done Without Burning Out

Time is a tax professional’s most valuable—and most limited—resource. Whether you’re dealing with IRS deadlines, juggling client demands, or managing your team, it can feel like there’s never enough time in the day. But effective time management isn’t just about getting more done—it’s about doing the right things.

As Benjamin Franklin said, “You may delay, but time will not.” To succeed in tax resolution and grow your practice without sacrificing your sanity, you need to master how you spend your hours.

Start With a Time Audit

Before you improve your schedule, understand where your time goes. Track everything for a week—calls, emails, meetings, client work, admin tasks. You’ll likely discover that your time was involved in activities that can be reduced or eliminated.

Prioritize Revenue-Generating Activities (RGA)

IRS representation cases, initial consults, referral meetings—these are the tasks that move the needle. Administrative work and routine follow-ups are important, but they can often be delegated. Focus your energy on work that brings in business or directly serves clients.

Use Time Blocks

Group similar tasks and tackle them in dedicated chunks. For example:

  • Monday mornings for case reviews
  • Tuesday afternoons for prospect calls
  • Friday mornings for team check-ins
  • Wednesday mornings for marketing activities like networking or blog/book writing

Time blocking reduces the mental friction of task switching and helps you stay in flow.

Limit Interruptions

Turn off notifications during deep work. Let your team know when you’re unavailable unless it’s urgent. Consider setting up client communication hours so you’re not constantly checking messages.

Automate What You Can

Billing, appointment scheduling, document requests—many tasks can be automated using tools like TaxDome. The less time you spend on routine admin, the more you can focus on strategic work.

Delegate and Let Go

Practitioners should act competently and with promptness. Delegation helps you maintain that standard by letting others handle routine work under your supervision.

Set Clear Daily Goals

Start each day with the 3 most important top priorities. Don’t let your to-do list run your day—choose what matters most. Crossing off meaningful tasks creates momentum.

Batch Email and Communication

Instead of responding to emails all day long, batch them into 2–3 slots daily. This protects your focus and prevents distraction-driven work.

Review and Reflect Daily and Weekly

Spend up to 15 minutes each day and 30 minutes each Friday reviewing what worked, what didn’t, and what needs adjusting. Continuous improvement is key to effective time management. Document your … Continue reading