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:
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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.
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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.
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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.
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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 tools like TaxDome or Ignition, you can:
- Attach a payment page immediately after the signature step
- Require payment before onboarding work begins or delivery/viewing of tax returns
- Automatically assign invoices to the right account
It feels seamless for the client—and ensures you don’t start work without payment in hand.
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Batch Your Manual Billing Time
For large or complex client invoices that require manual review, schedule one weekly “billing hour” to handle it all at once. Batching this work avoids context-switching and helps you stay focused.
Resist the urge to manage invoices throughout the day—it pulls your attention from client work and drains energy.
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Offer Flexible, Client-Friendly Payment Methods
Want to get paid faster? Make it easier for clients to pay you.
At a minimum, accept:
- ACH / bank transfers
- Credit or debit cards
- Digital wallets like Apple Pay (if supported)
- Digital currency/Crypto currency
The fewer barriers you put between your invoice and their wallet, the better.
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Monitor Outstanding Payments in One Dashboard
Don’t rely on memory (or a sticky note) to track overdue invoices. Your billing software should show you:
- Which clients haven’t paid
- How many days past due each invoice is
- Whether follow-up reminders have been sent
Having this visibility makes it easier to follow up—or escalate—without awkwardness.
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Automate Late Fees (When Appropriate)
If your engagement agreement includes late fees, automate them. Tools like QuickBooks or TaxDome allow you to:
- Set a grace period
- Apply flat-rate or percentage-based late fees
- Add the fee automatically to the next invoice
This helps you enforce boundaries without the emotional energy of sending a “tough” email.
Bonus Tip: If you are the business owner, main rainmaker, primary marketer, final reviewer of case work or tax returns, you should not be doing billing or collections at all. This should be delegated to an admin person, office manager or even junior professional.
You need to focus your time on Revenue Generating Activities and billing and collections are not that.
Final Thoughts
Billing doesn’t have to be chaotic, manual, or time-consuming. When you automate your billing process, you free up valuable hours every week, reduce errors, and maintain a more professional client experience.
If you’re spending more than 30 minutes a week on billing and invoicing, it’s time to implement a system that works for you.
At Tax Resolution Academy®, we help tax pros streamline their back-office operations—so they can focus more on serving clients and growing their revenue, and less on chasing down payments.
Want help choosing the right tools and workflows for your practice? We’ve got you covered.
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Here’s to working smarter, not harder!
And a brighter future for your tax practice!
If you want to know more consider joining the Tax Resolution Academy® by clicking this link
I hope this helps.
If you have any questions, please reach out to us.
I would love to hear your thoughts, challenges, and successes in writing your very own book.
Have a GREAT day,
Cordially,
Dan
Dan Henn, CPA, CTR™
Co-Founder, Tax Resolution Academy®
Managing Member
Tax Pro Academy, LLC
P.S. Want to learn more about the Tax Resolution Academy®, go to https://community.taxresolutionacademy.com.
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