Philip1117

I don't encourage long talks during tax season.  This year instead of giving away a tv at random.  All referral slips will get entered.  10 referrals 10 chances. Plus a cash reward of the ones who don't win the big tv.  Need some WOW!

I realize that with regards to the money.  I wanted to know how many 1040 returns each preparer does in a season.  If enough people had responed then it might have provided useful information regardless of return dificulity.  For instance if we do 400 and you do 600 then that is a big enough of a difference to try to figure out what is going on.  If it turns out you do 375 or someone else does 425 then the numbers are so close as to not need further study.  Everyone knows thier average returns per preparer they just didn't want to share.  Why? Beats me I just have to accept it.

Yeah I can see that happening.  Well nix the cookies and soda. 

Used to offer coffee till some guy spilled all over my desk and his papers.

What one thing do you do that demonstrates great customer service to your clients? 

In my own business I'm not sure what one thing stands out that my clients would say makes us special. 

We do give away a 42 inch tv. 

We burn copies of returns onto a CD.

Every dropped off return gets a personal review during the pickup.

We don't charge to amend our own returns regardless of fault

We pay penalties although in 15 years didn't have any penalties.

I did split interest charges with people or paid the whole shebang again only about 500.00 in 15 years.

We have private offices with doors.

We wear logo shirts.

We are really nice. Well most of us anyway.

We fold all of the 1040v and 1040 es into each envelope

Our pricing is fair for the service level chosen.

Our furniture matches

Our waiting rooms have TVs

We have open wifi for clients/customers

I think I need something with a WOW factor?  I wonder if we should offer free beverages and cookies in the lobby? 

What makes your business stand out?

Phil

I like asking questions here becuase most of the responses are from people who really know their stuff.  This is the first topic of mine that did not yield any useful information for me.  Oh well maybe next time.

I am not interested in building a business that is a personalty cult around me.  I want to sell my business someday and make the most money possible.  Most of our returns are moved to our lowest cost service option which is drop off.  Next level of service is staff appointments,  Next level is CPA appointments and then finally Appointments with me. 

The reason for the minimum of 3x revenue is to cover overhead not to determine my compensation.  The real multiplier needs to be closer to 7x.  I need the tax business to pay for all office overhead for entire year plus have a return on my investment.  Tax business fees are about half of the compensation the rest is from the Financial Planning Business.

We eliminated many steps in the tax business.  No copying, No paper files, no assembly of returns just print and stuff in envelope with slip sheet, no payment no Efile so we don't have AR.  Print minimal copy for client, Burn full copy on CD which clients return with each year.

I got an error today about 500 pm. I immediately retransmited and it went through.

Phil

I think its funny how you can be judged about the kind of business you run beacuse you ask a basic business question.  I have been accused of running an error prone, client unfriendly business.  I was even accused of being like HRB.  Not sure how thats an insult actually.  If I could bring in 1/100,000,000 of HRB fees I would take it and so would you.

Jack,

Simply take the number of preparers/total returns and you have your productivity number.  What is it? 

Take your total payroll cost/Gross revenue and you get your cost multiplier. What is it?

Don't want to share just say so.

Phil

Good feedback but what is your ratio?

No such thing as error free.  You have a standard, you're just not sure how to articulate it.  So lets see if we can define your minimum standard. Lets all agree that quality work is a minimum requirement.  Fast and error reduced are not mutually exclusive terms.  Half as much work is defined as half the revenue produced from the effort expended.

1.  You pay your staff more money than you make. 

2,  You pay your staff what you make.

3.  You pay your staff less than you make.

If number three then you do have a ratio that can be used to evaluate productivity.

My number is 3.  I want to make at least 3x what i pay my staff member for the work they complete. 

Its a business you must have some standard to determine if an employee is performing to expectations.  If its not time based it has to be based on something.  If its cost to revenue what is your multiplier.  The knowledgeable and ethical parts are a given. 

If you have two employees doing similair work for similiar pay and one does half as much as the other what do you think is likely to happen?

Phil

For those of you who hire preparers during the tax season what standard do you use to determine how many returns that person should complete in a season?

For example if your business is mostly 1040 returns that are dropped off  what would your expectation be as to the number of returns a person can complete? 

Model 1: The person would input, print, assemble and deliver the return to the client with a personal review.  Same person all the way through.  Say 1 per hour so that's 400 in a season.

Model 2: Have different people for each step in the process.  Intake, Inputter, Print and Assembler, Deliverer.  Four people so this team would have to do 1600 returns.

Which model to do you use? 

How do you determine how many 1040 returns a person should complete? 

If its non 1040 work what is your time allowance for these returns?  How many hours for S crop,  C corp,  Partnership, Difficult schedule C,

Phil

Jack,

Do you think this setup needs a server or can a robust desktop with win 7 pro be good enough?

Phil

RichPAman,

I am also considering an upgrade for my tax server.  Used an I5 last year from dell.  If you are going true server route keep me posted and I'll do the same. 

Phil

I'll be happy to pay for another license to finally be able to have one database access for my business.

Phil

If you have a remote office and would like to have just one install of ATX so you can see all of your returns and work on them from anywhere then you need to do the following.

At the main office you will have to have a computer setup and connected to the ATX tax server. 

This computer can only be used by one person at a time.  So if you have an employee at the main office and this is their computer then you will not be able to log in remotely and use this computer yourself.  The person at the main office and you can't use the same computer for atx at the same time.

So you set up a computer connect it to the tax server at the main office and only let it be used when you are at your remote office logging into the connected computer.  Yes you have to buy an additioanl computer.

For instance at my main office I have 3 perparers and myself.  at my remote office I have 2 perparers and my self.  When I am not at the main office my computer is not being used.  I can from my remote office log into the main office computer and complete returns.  In order for my remote staff to do the same I will need to set up two additional computers.

Now I don't have 2 databases, only one.  This is the best workaround I have fould and wish I had done it last year.  Yes you do have to buy an addtional computer for each remote user but it worked without issue for me.

So for next year my remote users will be using the same database as my main office.  Very nice.

PHil

KC

Yes the atx program that imports the w2 and 1099 into the tax program. I'll check out your link now.

Thanks

Phil

Does anyone use this add on software? I acquired a new tax business and part of the deal was a fancy copy machine that can scan and send documents to any computer connected on the network. So I was thinking does it make sense to try this software and will any efficiency be gained? If you have any experience with this software please share.

Phil

Thanks I prefer the reality method.

What do you do when a client has not paid for the return but has signed the 8879 and its beyond the three day window? What do you do when spouses sign 8879 for each other? How about when they return an undated 8879?

Phil

My one change would be that once I select completed in the efile manager I want that to carry to the return manager. I only like to see the incomplete's in the return manager.

Oh while im at it when you select someone in the rollover manger it should take you to that person in the return manger.

Other than those 2 pet peeves program was really good compared to 12 a little slow compared to 11.

Phil

Tag

My minimum appt fee is 300. Drop offs for staff are 110. Its all about balance.

phil

Just curious as to volume of returns. I personally do about 800 of the 1700 or so we do. I try to find staff who can do about 500 returns in a season. The staff do the easier drop off returns.

thanks for any input

phil

I thought PA was bad!

Phil