Category: Practice Management

Still Manually Sending Invoices? Here’s How to Save Hours Every Week

If you’re still manually creating invoices, chasing payments, or reminding clients to pay by email, it’s time to rethink your billing process. These small tasks may not seem like a big deal—but over time, they drain hours of your week, fragment your focus, and create unnecessary stress.

I used the same thing. Fortunately, I had my wife involved in the practice and she does the billing. I have also had my admin employees do this as well. It really should be anyone but you. This would also include collections.

Billing doesn’t have to be this way. With the right tools and automation systems in place, you can eliminate most of the manual work, reduce overdue payments, and maintain a more professional image—all while protecting your cash flow.

Here are 8 strategies to automate and streamline your billing process as a tax resolution pro:

  1. Use Practice Management Tools with Built-In Billing

    Tools like TaxDome, Practice Ignition and Karbon integrate client communication, task tracking, document management, and billing—all in one system. These platforms allow you to:

  • Generate invoices automatically from engagement templates
  • Collect payments securely via ACH or credit card
  • Send recurring bills or one-time charges
  • Monitor payment statuses from a centralized dashboard

If you’re using multiple tools or spreadsheets for billing, switching to a platform with built-in billing features can eliminate redundancy and improve turnaround time.

  1. Set Up Recurring Invoices for Ongoing Clients

    Have clients on monthly retainers or long-term resolution plans? Don’t manually create an invoice every month. Set it once, and let your system send recurring invoices automatically.

Most platforms let you choose the frequency (monthly, quarterly, annually), apply sales tax if needed, and even auto-charge saved payment methods—so you don’t have to follow up repeatedly.

  1. Automate Payment Reminders (and Stop Chasing Clients)

    Even good clients forget to pay. Rather than sending awkward “just checking in” emails, let your invoicing system handle this for you.

Set up automated reminders to go out:

  • 3 days before the invoice due date
  • On the due date itself
  • At regular intervals after a missed payment (e.g., every 5–7 days)

This alone can drastically reduce the number of overdue invoices.

  1. Combine E-Signature with Upfront Payment Collection

    Want to improve cash flow and reduce non-payment? Require payment at the same time clients sign your engagement letter. Best way to deal with Accounts Receivable is to never have Accounts Receivable. Get paid in advance before work is to be completed.
     With

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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

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