CLIENT COLLABORATION GUIDE

Leveraging the latest technology, applying consistent systems, and setting clear expectations creates an environment for helpfulness to thrive.
The most fulfilling aspect of our relationship is simplifying complex issues so you can succeed.

This guide is an overview of what to expect as we collaborate on your taxes, planning, and other needs.

INSIDE THIS GUIDE Business Hours (Physical Office Hours)

COMMUNICATION METHODS & EXPECTATIONS Off Season May - September
CORE VALUES Monday: Private Training by Appointment Only
TAX COMPLIANCE TIMELINE Tuesday: 9:00-3:00
PLANNING & ADVISORY TIMELINE Wednesday: 9:00-3:00
CANOPY Thursday: 9:00-3:00
OTHER SOFTWARE & SECURITY Friday: Private Training by Appointment Only

Tax Season October - April

Monday: 9:00-3:00
Tuesday: 9:00-3:00
Wednesday: 9:00-3:00
Thursday: 9:00-3:00
Friday: 9:00-3:00

COMMUNICATION METHODS & EXPECTATIONS

Type Used Response Time Comments
Telephone Yes 1-2 business days We return calls when we have a break in workflow.

Email Yes 1-2 business days Off-season schedule does not include Monday or Friday.

Canopy Portal Chat Yes 1-2 business days No out-of-office responses available on this method.

Canopy Auto Reminders Yes N/A Automatic reminders for open items such as signatures, tasks, and invoices.

Text No N/A Use Canopy Messaging in the app for a similar option.

Social media No N/A Not used for ongoing client communication. This is not secure at all.

Virtual Meetings Yes N/A Acuity is used for scheduling in advance and appointment reminders.

WORKING TOGETHER VIRTUALLY

  • Communication is primarily through email, phone, and Canopy, ensuring a documented history for future reference.

  • Virtual meetings and calls are scheduled in advance to ensure focus and efficiency. It allows us to be prepared to help and answer questions.

  • Documents are shared electronically via the Canopy platform. We cannot email private and sensitive documents.

  • Virtually or remote, does NOT mean impersonal. Just because we don’t meet in person, does not mean that we don’t develop a close relationship or understanding of your business.

CORE VALUES

Our Values: Honesty, Communication, and Humor

We run on mutual honesty. That means no lying, no strategic omissions, and no pretending everything’s fine when it’s not. If you’re behind, confused, or overwhelmed—tell us. We’re not here to judge. We’re here to help, and we can’t do that without the truth. We’re also preparing documents that we both sign under penalty of perjury, and we intend to follow the rules and legally prepare your tax compliance forms.

Clear, respectful communication keeps this whole system moving. That includes being on time, meeting deadlines, and replying when we ask for something. When one client runs late, misses steps, or makes us rush, it pushes back everyone else—and that’s not how we want to treat our community.

We send messages months ahead of deadlines, not because we like repeating ourselves (we don’t), but because we know how easy it is to get buried. It’s for your sake—and ours. We’re planning two seasons ahead at all times, and we need you to meet us there.

And finally—humor is essential around here. If you’re the kind of person who loves a good joke, sharp sarcasm, or a well-timed meme, you’re in the right place. We don’t just tolerate humor, we welcome it. We’ll joke with you. We’ll laugh with you. We take the work seriously—but we refuse to become miserable in the process. This is important work, but it doesn’t have to feel heavy every step of the way. Let’s keep it honest, keep it timely, and keep it human.

Tell Us About Yours

Values impact our personal and professional lives. If you’d like to share yours, We’re all for it. If there are certain values you hold close,  let’s chat about ways we can honor and support those working together.

Tax Compliance Timeline

Beginning in 2026, We will be moving away from the use of submission deadlines during tax season as outlined below. Instead, a first-come, first-serve capacity queue will be instituted. The queue provides for 200 entries to be completed by the April filing deadline. We expect the 200 slots to be full by February 15, 2026. This helps us regulate the flood of tax season work against our year-round full time accounting work.

  • Signing engagement letters in advance is required for us to assist with filing obligations, including extensions.

  • Organizers are sent after signing. Completing the organizer is crucial to ensure the best outcome and to meet IRS due diligence requirements. The organizer must be completed before preparation can start.

  • An automated process is used to follow up on open items. You will receive periodic reminders until these items are resolved.

  • To ensure quality service and a thorough work product, it is important to adhere to submission deadlines. The specific deadlines care clearly communicated in advance.

  • Work received after deadlines will require an extension. Extensions do not elevate your risk of audit at all. They are a critical tool allowing us to dedicate the time needed for each client’s unique situation

  • Document delivery includes complete copies of tax returns as well as separate files for instructions and payment vouchers.

Planning & Advisory Timeline

  • The planning and advisory process is tailored to each client. Deadlines are assigned based on the assessment of your requirements, typically 2-3 weeks ahead of payment deadlines.

  • Engaging in proactive quarterly planning is highly beneficial. It helps avoid surprises, provides greater flexibility in strategy, and aligns your tax obligations with your cash flow. “It’s better to perform a physical than an autopsy.”

  • There may be other advisory matters that come up. I strongly encourage you to reach out with questions during the year. It may be a quick answer or lead to a bigger project. We will discuss the issue and explore options to address them at a level you are comfortable with. 

Canopy

Canopy is an “all-in-one” practice management system, serving as a secure hub to manage your account(s).

You can access your account anytime using your unique login with your own e-mail address. Multiple users can access to the same account, each with their own unique email address.

The mobile app is particularly useful for submitting documents using your phone by taking a quick picture. It’s available for iOS or Android.

You can access your portal any time by clicking on “Client Portal” in the main menu.

Dashboard & Notifications

After logging in, the dashboard provides important updates such as pending invoices, unread messages, pending organizers, and new documents.

Documents

Upload, e-sign, and download deliverables.

Chats & Tasks

Ask questions, respond to messages, and respond to open items.

Organizers

Fill out necessary questionnaires and organizers for tax return preparation.

Proposals & Engagement Letters

Sign engagement letters that define the scope of our engagement.

Billing

Pay invoices and review payment history.

Switch Account

The 3 lines icon allows you to toggle between accounts within the app or online.

Other Software & Security

UltraTax (UT)

UltraTax is a leading professional-grade tax software. However, it has had some drawbacks, such as late and buggy software updates in recent years. Most notably, seriously late releases of critical forms and updates right at the deadline in April.

Thankfully our attention to detail and small volume ensures we can carefully review all your filing obligations and ensure they’re complete and accurate.In certain cases, we may still need to paper file or put projects on hold while waiting for the necessary updates.

Other Software

There are various other ancillary programs we use to enhance our collaboration. These are things like Google Workspace, general ledgers and tax projection software, and Acuity. All of these are leveraged in various ways to ensure you have the best experience possible.

Security

Canopy utilizes SOC 2 type II compliant, GDPR compliant, 256-bit encryption for data in transit and at rest, multi-factor authentication for users and client access to portal.
UltraTax is installed on remote server hosted in the US and managed by a private IT team. Both programs require a unique login and have two-factor authentication (2FA).

All firm and client data is backed up to an encrypted off-site network attached storage. Data remains encrypted until accessed with the appropriate login credentials and encryption keys.Professional standards prohibit sharing your information with third parties without your consent.

If desired, a complete copy of our Information (Data) Security Plan and Confidentiality Policy are available upon request.