How To Work With Your Tax Provider For A Smoother Filing Process Next Year

Every September, countless clients scramble to file their returns at the very last minute. K-1s arrive on the 14th; deadlines loom on the 15th. And the blame often falls squarely on the tax provider. But in reality, many of the bottlenecks that cause last-minute panic begin long before the filing date. With early communication and collaboration, clients can anticipate and address issues early, keeping the process smooth and manageable.

Having worked in accounting for many years, I can tell you that the key to a smoother, less stressful tax season isn’t about finding a new provider. It’s about rethinking how you manage your own financial records, communicate with your tax team and hold all parties accountable. By taking proactive steps, you can transform tax season into a manageable, predictable process.

Recognizing Your Role In Timely Filings

The truth is, many delays are self-inflicted. I often see clients start the new year without even closing the books on the prior one. Six months later, they still don’t have financial statements ready, which means we can’t even begin the tax return. Or they’ve purchased new assets but never updated their asset list to reflect the purchase.

Accountants request the same core documents every year: trial balances, financial statements, capital account roll forward and asset schedules. When those aren’t maintained in real time, the process grinds to a halt. Clients expect a quick turnaround in September, but when foundational information is missing, the return will be delayed regardless of how hard the tax team works.

The solution is simple. Build tax readiness into your regular workflow. Treat every journal entry, asset purchase or ownership change as a task that feeds your tax return.

Build Readiness Into Your Systems

When used correctly, technology can make this process almost effortless. Most accounting platforms, from QuickBooks to enterprise systems, have features that automatically create asset sheets, track depreciation and roll forward balances. The stumbling block is that many clients never enable those features.

Sometimes it’s as simple as checking a box. If you record an asset purchase properly, your software can start an asset schedule on the spot. Yet I often see businesses pay for robust systems only to use them like glorified checkbooks, entering journal entries without leveraging the tools designed to save time.

Hiring someone to optimize your accounting system may feel like an unnecessary cost, but that investment often pays for itself. If you don’t put in the work, your accountant will have to do it for you, and you’ll pay a lot more in fees for something that could have been handled internally with minimal effort.

Keep The Communication Flowing

The strongest accounting relationships are built on steady, ongoing communication. A quick 10-minute call once a month can prevent 10 hours of rework later in the year. Bigger clients often connect weekly, but even small businesses benefit from a regular cadence of updates.

Equally important is document sharing. Emailing attachments back and forth is inefficient and insecure. Professional file-sharing tools like Box make the process seamless. You can drag and drop documents into a secure folder that syncs with your accountant’s system. They’ll receive an alert when files are uploaded, eliminating the need for endless follow-ups.

The real value comes from being proactive. If you’re planning a major deal, don’t wait until the following year to tell your accountant. By then, it’s too late for us to help. Bring us into the conversation when you’re still planning, and we can guide you on how to structure it in the most tax-efficient way.

Stay Ahead Of Late K-1s

For many, the annual headache is waiting on late K-1s. They often arrive just a day before the filing deadline, leaving no room for error. But clients are not powerless here.

The first step is to understand your partnership agreements. Know when K-1s are due, and hold the issuing firms accountable. Push for estimated K-1s if the final ones won’t be ready, and don’t be afraid to be the “squeaky wheel.” In my experience, these firms only move quickly when pressured.

You also need to confirm accuracy. An estimate that shows a million-dollar loss one month and a million-dollar gain the next is useless. Stay engaged, ask questions and make it clear you expect timely and reliable information.

Ask Hard Questions About Outsourcing

Another growing issue in the industry is outsourcing. Many firms are sending work overseas to reduce costs. As a client, you have every right to know where your information is being handled, who is working on it and what security measures are in place.

Outsourcing doesn’t necessarily mean poor quality, but it does mean you need transparency. Beyond security, outsourcing can also affect turnaround times. From the moment you provide complete data, a tax return should be turned around in about a month. If it takes longer, something is wrong.

Don’t settle for vague timelines. Put hard dates in writing. Instead of accepting “about a month,” say, “I’m giving you this on August 4th. Can I expect it by September 4th?” Then follow up. Accountability starts with clear expectations.

Hold Your Provider Accountable

If you had problems this year, don’t sweep them under the rug. Schedule a candid meeting with your provider after filing season. Be honest about what didn’t work, and ask what can be improved. Then schedule a kickoff meeting at the start of the new year to set expectations on both sides.

One rough year doesn’t necessarily justify a switch, especially if you have an established relationship. But if issues repeat, it’s time to make a change. One smart approach is to split your work among multiple firms. Give a portion of your returns to a second provider. This creates a natural accountability check while giving you a benchmark for service and cost.

Responsibility is rarely one-sided. Before blaming your accountant, ask yourself whether you provided complete information on time. In many cases, the delays are shared. I like to assume that if something went wrong, at least half of it is on me. That mindset keeps the relationship constructive rather than adversarial.

The Bigger Picture: A Changing Profession

All of this is happening against the backdrop of an accounting profession under pressure. Fewer accountants are entering the field each year. Major firms are cutting back on U.S. hiring and sending more work overseas. That means clients will increasingly face thinner service models, longer turnaround times and fewer opportunities for direct contact.

Building a strong relationship with a provider is more important than ever. You need a point of contact who knows your business and can give you honest guidance.

Tax season doesn’t have to be a last-minute scramble. The key to smoother filings lies in proactive management. Maintain your records throughout the year. Leverage the tools you already have. Communicate regularly. Set clear expectations with your provider.

By staying engaged and taking responsibility for your role in the process, you’ll save money, reduce stress and avoid unpleasant surprises.