Category: Client Management

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

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