Client Portal Process Flow
For those of you working with me remotely (and for reference for those of you who meet me in the office), here’s a quick recap of the various stages we move through while working on your return:
If you have a balance due, typically we’ll set up a direct debit from your bank account to occur prior to the filing deadline. You can file as early as you like and still pay the IRS as late as April 18 to be considered “on time”. In general, I don’t recommend making payments that late—I’ll typically use April 11 as the latest date to pay, which gives things time to process and actually show up on your bank statement.
In general, most refunds are processed in less than 10 days, although over the last couple of years, more returns than typical have had longer processing times. As always, don’t spend your refund until it shows up in your account!
- Engagement Letter (“Contract”) — The engagement letter covers the terms of the services being provided. This is a copy of the document I’ll have you (both spouses, if applicable) sign prior to electronically filing your return. At this point in the process, only one taxpayer needs to electronically sign to advance to the next stage.
- “Essential Organizer” — After the engagement letter is electronically signed, you’ll receive an “essential organizer” I need you to complete. This organizer contains a number of questions I need to ask of and document for everyone. This is where you let me know if you changed your address, had a new addition to the family, if you had bank accounts located in a foreign country, and other pretty straightforward questions. Please remember to “submit” the organizer when you’re finished, as this will automatically move you to the next stage.
- Upload Documents — While you’re collecting your documents, your file will be in this stage. Please check the task box when you think you have uploaded all of your files. That will move you to the “waiting for Russ” stage where I’ll begin working on your file in earnest.
- Prepare Return (“Waiting for Russ”) — I work on files in this stage in the order received: first in, first out. I do my best to go as quickly yet as thoroughly as possible, but the turnaround time the last couple of years has been longer than I would like. To a certain degree, this is attributable to the mid-season changes brought on by the pandemic and related government responses in the tax code, but especially as we get to the crunch in March and April, getting through things can take a while. If your file has been in this stage for more than 7-10 days, I typically send along a quick update. If you haven’t heard from me in more than 10 days after submitting all your documents, please reach out just to make sure you’re not waiting for me when I think I’m waiting for you.
- Review Return — After I complete your return, I’ll upload a copy for you to review. We can cover any questions you have through secure messages on the portal or through a video conference or telephone appointment. If you want to request an appointment in advance to review things, please try to book something at least a week out from the point you’ve uploaded all of your documents. As we get to the peak busy time, I may need to move that appointment out depending upon turnaround time.
- Approve Return — After you’re satisfied that your questions and concerns are addressed and any needed changes have been made, you’ll need to hit the “approve return” feedback button. This will prompt me to generate your invoice and electronic filing signature documents.
- Pay Invoice — You’ll receive an invoice from the client portal, using my credit card processing firm Stripe. Please use your credit card to make that payment and then your signature documents should automatically be unlocked for you to electronically sign.
- Electronically sign documents — I can’t electronically file your returns until you’ve signed the filing documents. Please use the electronic signature interface through the client portal. It should walk you through the process to sign in the appropriate spots on each page. (If married, both spouses need to electronically sign from their separate accounts on the client portal.)
- Electronically file returns — After I’ve received your signed electronic filing documents, I’ll electronically file your tax returns. You should receive a notification from my software provider when your federal return gets accepted by the IRS, usually quite quickly. You won’t get an automatic notification for your state filings, but I’ll get notified if there are any issues and reach out to you if necessary.
If you have a balance due, typically we’ll set up a direct debit from your bank account to occur prior to the filing deadline. You can file as early as you like and still pay the IRS as late as April 18 to be considered “on time”. In general, I don’t recommend making payments that late—I’ll typically use April 11 as the latest date to pay, which gives things time to process and actually show up on your bank statement.
In general, most refunds are processed in less than 10 days, although over the last couple of years, more returns than typical have had longer processing times. As always, don’t spend your refund until it shows up in your account!