Category: Client Management

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

Billing doesn’t have to be uncomfortable. Yet for many tax resolution professionals, it’s one of the most awkward parts of client work. You’ve helped someone navigate a stressful IRS issue—so why is it hard to get paid on time (and without objections)?

Here’s how to fix that.

1. Always Use Engagement Letters
   

   Before doing any work, provide a detailed engagement letter outlining your services, deliverables, and fees. This sets clear expectations and provides protection if disputes arise. Include payment schedule, refund policies, and what happens if additional work is required.

2. Collect Payment Upfront (or in Milestones)
   

   Don’t wait until the end of the engagement to ask for payment. For flat-fee work, collect payment before starting (usually no less than 50%). For longer projects, break payments into milestones: 50% retainer upfront, another portion shortly before case submission, and the final upon case submission (but never after case submission).

3. Use Transparent, Flat-Rate Billing
   

   Clients appreciate knowing what they’ll pay in advance. Use flat fees whenever possible, especially for common case types like Offers in Compromise or Installment Agreements. This eliminates billing surprises and builds trust.

4. Don’t Let Invoicing Slip
   

   Set a consistent invoicing schedule. Use accounting software or a CRM to send reminders and track outstanding invoices. Avoid letting weeks go by without billing—clients forget what was done, and collections get harder the longer you wait.

5. Automate Your Payment Systems
   

   Make it easy for clients to pay you. Use online payment systems like Stripe, accounting software or client portals with saved card options. The fewer clicks it takes to pay you, the faster you’ll get paid.

6. Charge for Your Time Strategically
   

   If hourly billing is necessary, track your time in detail and explain what each item covers. Avoid vague charges. Educating clients on what each task entails helps them understand the value behind the invoice.

7. Address Non-Payment Proactively
   

   Don’t ignore late payments. Follow up professionally, reference your engagement terms, and outline next steps. Pause services immediately until payment is received. Having a consistent collections policy in place prevents uncomfortable conversations. The goal is to avoid having accounts receivable as much as possible.

8. Re-Evaluate Clients Who Resist Payment
   

   If a client frequently disputes charges or delays payments, they may not be a good fit. These clients drain time and energy better spent on high-quality engagements. Learn to recognize the red flags and be willing to say no.

Final Thoughts

Clear communication, strong agreements, and smooth systems make billing a … Continue reading