Dan Henn CPA

Growing a tax practice doesn’t have to mean working 60-hour weeks, hiring a huge team, or burning out. With the right systems, tools, and mindset, you can build a lean operation that scales sustainably—and lets you keep your sanity.

As Tim Ferriss once said, “Being busy is a form of laziness—lazy thinking and indiscriminate action.” Instead of doing more, we’re focusing here on doing better.

Design a Business That Runs Without You

Your time should be spent on high-value activities—strategy, client relationships, and revenue-generating work. Everything else should be:

• Automated (invoicing, appointment scheduling, file requests, many emails)
• Delegated (admin tasks like scanning and answering the phone, follow-up calls and emails, routine prep work)
• Eliminated (tasks that don’t support your bottom line)

Tools like TaxDome, Jetpack Workflow, and  can integrate workflows and reduce reliance on you personally.

Build Standard Operating Procedures (SOPs)

Document how tasks are done in your practice—from onboarding to closing a resolution case. SOPs:

• Allow others to do the work consistently
• Make hiring and training easier
• Reduce decision fatigue

Start with your top 5 repeatable processes and build from there. Tools like SnagIt, Loom, and ScribeHow can help you document the steps easily.

Use the 80/20 Rule for Services

According to the Pareto Principle, 80% of your revenue likely comes from 20% of your services or clients. Identify which offerings are most profitable and eliminate or outsource the rest.

Focus on work you’re great at—and that clients will pay a premium for.

Use Tiered Pricing Models

Don’t underprice yourself or create complexity with custom quotes for every case. Instead, use clear tiers:

• Base rate for simple cases (e.g., $2,500–$3,500)
• Mid-tier for multi-year or more complex work
• Premium tier for urgent or high-dollar cases

This clarity boosts conversions and reduces negotiation.

Maximize Your Calendar With Time Blocks

Split your week into focus blocks for:

• Client work (e.g., Tuesday and Thursday afternoons)
• Team meetings (e.g., Wednesday mornings)
• Marketing (e.g., Fridays)

This approach creates rhythm and reduces mental load.

Track Key Metrics

If you don’t measure it, you can’t improve it. Monitor:

• Average case value
• Number of leads generated vs leads turned to prospects vs prospects turned to clients
• Referral sources
• Profit margins

These insights help guide hiring, marketing, and operational decisions.

Use a Scalable Intake Process

Direct leads to a pre-consultation form that screens for fit. Automate follow-up emails based on their responses. Save your calendar for qualified leads who are ready to move.… Continue reading

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