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TAX CLIENTS - Onboarding and Engagement Steps

Thank you for choosing Perpetual CPA to prepare your 2018 tax return.

Perpetual CPA (PCPA) is a digital public accounting firm. We've built our tax preparation processes and provide tax services to clients nationwide, remotely online, via the secure cloud technology solutions. Nearly all of our processes are paperless, in electronic format.

Generally, PCPA provides a free initial 15 to 30-minute phone consultation for every new tax/accounting client. During that call, we learn the details of a prospective client's tax/accounting situation and provide a quote for the services.

IF you have NOT yet scheduled an initial call with us, please navigate to the CONTACT US page and submit a request for a free initial consultation call. Make sure to include in the request the details about what services you are looking for.

IF you already had a call with us and we've provided you a quote for the 2018 tax preparation work, please proceed with the steps for a typical tax engagement below:

STEP 1:

If you are a new client, please complete our online New Client Onboarding Form.

STEP 2:

Each year, for each engagement, and for each client, PCPA sends out an electronic Engagement Letter to clients, to review and e-sign via Adobe Document Cloud, per information provided in the New Client Interview Form.

New clients typically receive the Engagement Letter within 5 business days after submitting the New Client Onboarding Form.

Returning Clients typically receive the new tax year engagement letter by January 20th, after the tax year end.

STEP 3:

If you are a new client, after you sign the first Engagement Letter, you will receive an automated invitation to create a login to Perpetual CPA Online Client Portal, which can be accessed via our website.

STEP 4:

PCPA provides a comprehensive ONLINE Tax Organizer for clients to fill out, and instructions to upload to Client Portal any applicable tax documents. If you are not sure which tax organizer you need to complete, please refer to your Engagement Letter, or contact us at info@perpetualcpa.com.

* - Married tax clients filing jointly only need to submit 1 Individual Tax Organizer.

** - Partnership representative should complete Partnership Tax Organizer.

*** - Corporation representative should complete Corporation Tax Organizer.

IMPORTANT DATES - when to submit tax organizers and upload tax documentation to Perpetual CPA Online Client Portal:

IRS generally begins processing tax returns at the end of January each year. We advise our tax clients to complete the tax organizers and upload tax documents for us as early in the tax season as possible. The sooner we prepare and file your tax return, the sooner you can get a refund if one is due. Additionally, with the proliferation of identity theft and fraudulent tax returns, it is a good practice to file tax returns as early in the season as possible, because the IRS will generally only accept the first e-filed tax return, whether fraudulently filed by identity thieves or a real one filed on your behalf.

For Individual Tax Returns: please submit tax organizers and upload tax documentation as early as January 20 and no later than March 31.

For Partnership and Corporation Tax Returns: please submit tax organizers and upload tax documentation as early January 20 and no later than February 28.

TAX EXTENSIONS:

Please NOTE - at the beginning of February, and as needed, PCPA will file "zero-tax-due" Tax Return Extensions for all onboarded tax clients. We do this as a precaution, in case any tax clients submit their tax information to us late. Any tax returns with tax information submitted after the dates outlined above, will be pushed out and completed after the April 15 tax deadline. Taxpayers may be subject to a penalty on any unpaid taxes due and interest related to any late filings. 

Even with a tax return extension filed, taxpayers who owe taxes must pay them by the original tax return deadline or risk incurring late tax payment penalties and interest. Please contact us, if you know your tax information will be late and you will owe taxes to the IRS and State DOR. We will then prepare a custom Tax Return Extension voucher for you to mail your tax payments to IRS and/or State DOR.

STEP 5:

Once we receive your completed tax organizer and all applicable tax documents are uploaded to your folder in the client portal, your tax return file is added to our tax return preparation queue to wait for its turn. 

Please NOTE: that the wait time between the date you submit your tax return organizes and tax documentation and the when we first review your tax file, can be as long as two weeks, especially closer to the tax deadline. Therefore, we recommend you to make sure you answer all of the tax organizer questions in full and upload all applicable tax documentation the first time, and as early in the process as possible.

Once we process your tax file and prepare your tax return and it is ready for your review and signature, we will email you an electronic invoice. Please pay the invoice online at your earliest convenience.

STEP 6:

Once we receive your payment on the invoice, we will send you, via Adobe Document Cloud, a secure link so you can review your finished tax return, ask any questions, and e-sign.

STEP 7:

If applicable, PCPA will then e-file your tax returns with the IRS and State DOR.

Please NOTE: In some cases, there may be a need to file local tax forms (City and/or County). We will prepare those forms, but may not be able to e-file them on your behalf, since most municipalities do not participate in the e-file program. In those cases, we will provide you with instructions and completed forms to either mail or file and pay directly online yourself.

STEP 8:

Once the IRS and the State accept your e-filed tax returns, we will send you, via Adobe Document Cloud, a secure link with the e-file confirmation letter and the FINAL copy of your' tax return to download and keep in your records for 6 years.

At that point, our tax engagement with you is complete. Thank you for your business and we look forward to working with you soon again.

FYI: Also, here're a few links from our website that you may find useful later in the process:

Perpetual CPA Online Client Portal

Client Information Forms 

If at any point during this process you have any questions, please email us at info@perpetualcpa.com.

 

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