Dan Henn CPA
Dan Henn CPA

How to Strengthen Client Relationships and Set Better Boundaries

Client relations can make or break your tax practice. You could be a technical expert, a pricing pro, and an IRS collections specialist—but if your communication and client boundaries are shaky, you’ll always feel overwhelmed, undervalued, and on the back foot.

Building strong client relationships isn’t about always being available or saying yes to everything. It’s about creating trust, managing expectations, and knowing when to lead with empathy—and when to enforce boundaries.

Here are 8 strategies to build better relationships and protect your time:

  1. Set Expectations Upfront

    From your very first interaction, explain your process, timelines, communication preferences, and availability. Clear expectations reduce misunderstandings and help clients feel more secure.

  2. Communicate Proactively

    Don’t wait until a client is frustrated or confused. Schedule regular check-ins, even if it’s just a quick update email. Clients who feel informed are less likely to micromanage or panic.

  3. Define (and Defend) Your Boundaries

    Let clients know when and how they can reach you—and stick to it. Include office hours in your email signature and use autoresponders if needed. Boundaries help clients respect your time and build a healthier working relationship.

  4. Avoid Jargon—Explain Things Simply

    Clients aren’t tax pros. The more clearly you explain complex matters, the more confident and loyal your clients will be. Use metaphors, visuals, or stories to help make abstract tax issues more relatable.

  5. Know When to Push Back

    If a client is asking for something unrealistic, unethical, or outside the scope of your services, don’t be afraid to say no. How you say it matters—do it with professionalism and kindness, but do it clearly.

  6. Get Feedback Regularly

    Use short surveys or one-on-one conversations to understand how your clients feel about your service. You’ll build rapport and uncover areas to improve before issues arise.

  7. Use Agreements and Documentation

    Never rely on verbal understandings. Use written engagement letters, scope agreements, and signed authorizations for everything. This protects you legally and creates clarity with the client.

  8. Fire the Wrong Clients When Necessary (and FAST)

    Sometimes, a bad client isn’t just a drain—they’re a liability. Don’t be afraid to part ways professionally when someone consistently disrespects your boundaries, misses deadlines, or refuses to follow your advice.

Final Thoughts

Strong client relationships are built on trust, clarity, and mutual respect. The best tax pros are not just technically competent—they’re confident communicators and excellent boundary-setters. When you take the lead in the relationship, you’ll attract better clients, experience less stress, and build … Continue reading

How to Improve Your IRS Collections Workflows (Even If You’ve Been Doing It for Years)

If you’ve been working IRS Collections cases for a while, you already know the basics. But being familiar with the process doesn’t always translate to handling collections cases efficiently or profitably. Many experienced tax pros still find themselves reinventing the wheel, repeating avoidable mistakes, or getting bogged down by delays and client missteps.

Here are 8 practical ways to improve how you manage IRS collections cases and get better results for your clients (and your business):

  1. Build a Standardized Intake Process

    Don’t wing the initial client intake. Use a standardized checklist or digital intake form to gather all necessary financial documents and IRS notices from day one. This prevents back-and-forth emails and ensures you’re not starting the case with missing data.

  2. Pre-Educate Clients About What to Expect

    Before diving into the work, set expectations clearly. Tell clients how long the process can take, what documents they’ll need to provide, and the importance of timely responses. This avoids frustration later—and reduces micromanagement from anxious clients.

  3. Use Technology to Your Advantage

    Stop relying on spreadsheets and paper folders. Use a CRM or tax resolution software to track deadlines, store forms, and automate reminders. A centralized system keeps your cases organized and helps your team stay on the same page.

  4. Improve Financial Analysis with Templates

    Instead of analyzing each client’s financials from scratch, create templates for common resolution paths: Offer in Compromise, Installment Agreement, Currently Not Collectible. Pre-built frameworks make your casework more efficient and reduce human error. But for the fastest analysis, use a tax resolution software like IRS Solutions.

  5. Create a Resolution Strategy Roadmap

    Each case should have a simple written plan: what resolution path you’re pursuing, why it fits the client, what forms are needed, and key upcoming deadlines. Having this roadmap on file helps if a client calls with questions—and makes handoffs smoother if you work with a team.

  6. Set Communication Boundaries (And Stick to Them)

    IRS collections cases can stretch over months. To protect your time and avoid burnout, set defined days/times when you update clients. For example: “We’ll send progress updates every Friday unless there’s urgent news.” This keeps clients informed while giving you space to focus on the work.

  7. Build an Appeals Playbook

    Don’t wait until you need to file a CAP or CDP appeal to figure out the steps. Have templates, timelines, and procedural guidance ready. This helps you act quickly—and makes appeals a routine tool in your toolbox instead

… Continue reading

How to Market Your Tax Resolution Services Without Feeling Salesy

Let’s face it—most tax professionals don’t enjoy marketing. But if you want to grow your tax resolution practice, you need to know how to attract the right clients.

Here’s the good news: effective marketing doesn’t have to feel pushy or manipulative. It’s about education, positioning, and trust.

  1. Identify Your Ideal Client

    Start by narrowing your focus. Are you targeting individuals with IRS debt over $25,000? Small business owners with payroll tax issues? CPAs who need help referring cases? The clearer your audience, the easier it is to reach them.

  2. Build Authority with Content

    Clients hire experts—not generalists. Post blogs, videos, and social media content that explains tax resolution topics in plain English. Answer common client questions. The more you teach, the more authority you build.

  3. Use Email Marketing

    Email is still one of the highest-converting marketing channels. Build a list of prospective clients and referral partners, then nurture them with helpful content, case studies, and periodic offers. Consistency is key.

  4. Network with Complementary Professionals

    CPAs, family law attorneys, and bankruptcy lawyers often encounter clients who need tax resolution help. Build relationships with them and offer to be their go-to referral partner. Attend local events, offer free presentations, and send helpful resources.

  5. Use Client Success Stories (with Permission)

    Nothing builds trust like results. Share anonymized or client-approved testimonials and case studies. These stories provide social proof and show what’s possible.

  6. Be Visible Where Clients Are Looking

    Make sure your website is professional, easy to navigate, and optimized for SEO. Include a blog, service pages, testimonials, and a clear call to action. Claim your Google My Business Profile and list your services in local directories.

  7. Don’t Rely on Referrals Alone

    Referrals are great, but they’re not predictable. You need a proactive marketing strategy to consistently attract leads. Combine online and offline strategies so you’re not dependent on just one channel.

  8. Track What Works

    Marketing without measurement is just guessing. Use basic analytics tools (like Google Analytics, email reports, and CRM data) to track where leads come from and what content converts. Double down on what works.

Final Thoughts

Marketing is just helping the right people find you. When you lead with education, authority, and real value, prospects come to you pre-sold. Inside Tax Resolution Academy®, we give you the templates, campaigns, and tools to market your services authentically—and grow your practice with clients you actually want to work with.

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Here’s to working smarter, not harder!

And … Continue reading