Category: Practice Management

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

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How to Bill Clients (Without Awkwardness or Payment Delays)

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

How to Price Your Services with Confidence (and Get Paid What You’re Worth)

Pricing is one of the most challenging parts of running a tax resolution business. Many professionals undercharge because they fear losing clients, while others overcomplicate their pricing structure and confuse prospects.

Here’s the truth: If you want to attract serious clients and build a profitable practice, you need to price your services strategically and confidently.

  1. Understand the Value You Provide

    Tax resolution isn’t tax prep. You’re not just filling out forms—you’re protecting your client’s finances, future, and peace of mind. When someone owes $20,000+ to the IRS, the value of proper representation is enormous. They’re not hiring you for time; they’re hiring you for peace of mind and results.

  2. Offer Flat Fees Where Possible

    Clients like clarity. Flat fees make it easier for them to say yes and easier for you to manage your time. Structure flat fees around case types—e.g., Offer in Compromise, Installment Agreement, Penalty Abatement, etc. This also makes invoicing and collection more straightforward.

  3. Provide Package Pricing Your Services

    Consider offering different service levels: basic compliance, representation-only, and full strategy packages. This gives clients options based on their situation and budget. It also helps you avoid scope creep, since each tier has defined boundaries.

  4. Don’t Compete on Price

    There will always be someone cheaper. Compete on expertise, responsiveness, and results. Build trust and authority with prospects before they even reach out. Use content, webinars, and social proof to show your value before a pricing conversation even begins.

  5. Anchor Your Prices to Outcomes

    Don’t price your service like a commodity. Re-frame your pricing in terms of results. For example, if a client is facing $50,000 in penalties and you can help settle it for $5,000, your $4,500 fee suddenly seems like a bargain.

  6. Avoid Hourly Billing (Whenever Possible)

    Hourly billing penalizes efficiency and makes clients question your time. Project-based pricing communicates confidence and value. Only use hourly rates for unique, open-ended engagements—and make sure the client understands the estimate upfront. Hourly billing is best for audit/exam related cases as it is difficult to judge the scale of the audit.

  7. Always Use Engagement Letters

    Pricing means nothing if it’s not formalized. Clear engagement letters that outline the scope, payment terms, and additional charges protect you and set expectations. This reduces pushback and ensures you’re paid on time.

  8. Revisit Your Prices Annually

    Inflation, demand, and your expertise all change over time. Review your pricing for ALL services you provide annually and raise your rates

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