Time management during tax season impacts more than just efficiency — it affects your firm's profitability, staff retention, and client relationships. While electronic filing with the IRS and state governments has simplified submissions, a challenge remains in orchestrating the client tax return delivery process: managing reviews, securing signatures, and processing payments without creating bottlenecks.

Common Client Tax Return Delivery Challenges

Many accounting firms struggle with inefficient delivery processes that cost valuable time and resources. Let's examine some common approaches and their impact on firm operations.

‍‍Approach #1: The Hybrid Paper-Digital Process

Many firms still rely on this method, which combines digital and manual steps, creating multiple points of friction:

1. Call the client and tell them the tax return is ready. Before emailing it to them, you password-protect the return using the last four digits of their social security number. 
2. After client review and approval, print out a copy for the client to come in and sign, along with a Form 8879.
3. Scan the signed return and Form 8879, and load them in the document storage solution.
4. Present the client with an invoice during their signing visit. They forgot their checkbook, so then your admin emails an invoice so they can mail their payment or drop it off another time. 
5. E-file with the IRS.
6. In August, when the client calls you because they are refinancing their house, the admin sends the returns to the client again, password-protected.
   
   

Pain Points:

• The client is inconvenienced with having to drive into the office.
• You’re stuck waiting for the client, who would prefer to come in after hours, so as not to miss work.
• Unnecessary time and money is spent with hands-on client communication, manually processing invoices and payments, and managing files each time the client needs a copy.

Approach #2: The Semi-Digital Process

This method eliminates some paper handling but retains inefficient manual steps:

1. Call the client and tell them the tax return is ready. Before emailing it to them, you password-protect the return using the last four digits of their social security number. 
2. After the client reviews and approves the return, you upload it to your e-signature service and send the signature request to the client.
3. After the client electronically signs the document, you download the signed copy, and upload the signed copy to the document storage system.
4. Generate and send the client invoice. Wait for the client to mail payment, or drop it by the office.
5. In August, the client calls you because they lost their electronic copy of the return and the admin re-sends it.
   
   

Pain Points:

• Multiple disconnected systems create unnecessary complexity.
• Disconnected billing and payment processes continue to frustrate your staff.
• The client still needs your assistance to access documents in the future.

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These approaches to tax return delivery share similar challenges: disconnected systems, manual interventions, and inefficient payment collection. But there's a better way to manage this critical process. Let's examine how an integrated solution can eliminate these pain points — improving both staff and client satisfaction.

A Better Approach: The Integrated Solution

A streamlined process using integrated practice management software creates a closed-loop system that addresses common frustrations:

1. “Print” the client tax return documents from your tax preparation software (UltraTax, CCH, etc.) directly into your document management system.
2. Based on automated workflows, the system notifies the client that the tax return is ready for review and electronic signing in the client portal.
3. Once the client e-signs the document, it is updated in the document management system and automatically notifies you that it’s complete.
4. The system is triggered based on your billing workflow to automatically send the invoice, which can be paid online. Invoice reminders are sent automatically if not paid by the due date.

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Key Benefits:

• Greater operational efficiency
• Accelerated payment collection cycles
• Enhanced client experience
• Happier staff

You may be thinking, this sounds like it would be incredibly helpful, but what type of system can deliver these results for my firm? The answer, in short, is accounting practice management software.

Essential Components for an Efficient Tax Return Delivery System

‍Accounting practice management software is designed specifically to manage accounting firm operations — integrating accounting-specific workflows, secure client portals, document management, and other industry-standard processes into all-in-one systems. With this type of tool in place, you can remove significant amounts of friction from your client engagement and office management processes.

Accounting practice management software can integrate these essential functions into a single platform. When evaluating solutions, prioritize:

• Tax software integration capabilities
• Workflow automation features
• Client portal functionality
• E-signature capabilities
• Payment processing options
• Mobile accessibility
• Security compliance

Our experience developing solutions for accounting professionals has shown that each firm has unique operational requirements. While Firm360 offers comprehensive features that work well for most firms, we recommend carefully evaluating multiple options to find the solution that best aligns with your firm's specific needs.

As you evaluate potential providers, consider how well the feature set of each practice management solution supports your firm's goals for efficiency and growth. The right combination of capabilities can transform your tax return delivery process from an administrative burden into a strategic advantage.

‍Conclusion

Efficient client tax return delivery drives firm profitability, staff satisfaction, and client service excellence. By implementing an integrated practice management solution, your firm can transform disconnected processes into a frictionless workflow that unites tax preparation, document management, client communication, and payment processing.

This streamlined approach does more than just save time — it enables your team to focus on strategic work that drives revenue growth. Firms that implement comprehensive practice management software see measurable improvements in operational efficiency, cash flow cycles, and satisfaction from both clients and staff.