At Four Seasons Tax & Accounting, I value the relationship we build throughout the year. To ensure the highest level of service and security for your business and personal finances, I have established the following procedures and expectations.

1. Communication & Document Security

• Primary Communication Channel: All project inquiries, tax questions, and status updates must be conducted via the secure chat in TaxDome. Portal chat is encrypted, monitored, and tied directly to your client file. Text messages, SMS, and unencrypted emails are strictly reserve for administrative notifications and will not be utilized for project discussions or tax strategy.
• Required Document Uploads: Clients are required to upload all tax documents, tax forms, financial statements, and receipts directly to the TaxDome portal or mobile app. For security and IRS compliance reasons, documents sent via email attachments, text messages, or physical mail will not be processed or accepted. You will be requested to upload them directly to TaxDome before work begins.

2. Tax Return Scheduling & Timing

• Review Meetings: Clients who wish to review their tax return via a Microsoft Teams virtual meeting may schedule appointments directly through the TaxDome portal or mobile app. Note: Appointments are limited and fill up quickly as the deadline approaches.
• Loom Video Summaries: If you prefer not to have a live meeting, I provide a personalized Loom video summary of your tax return and send the link through the secure portal chat. This allows you to review your results at your convenience.
• E-Filing Timeline: Once the tax return has been successfully e-signed, I typically e-file the return with the relevant tax authorities within 24 hours.
• Document Lead Time: To ensure your return is completed by your desired date or the filing deadline, all tax forms must be uploaded to TaxDome at least 14 days before your scheduled appointment or the completion target.
• Open Items & Delays: To maintain your filing priority, requests for additional information (Open Items) should be answered within 3 business days. Significant delays in providing requested info may result in your return being moved back in the queue or placed on extension.
• Note: While I strive to accommodate all clients, those who provide documents less than 14 days before the deadline may require an extension to ensure the highest level of accuracy and quality.

3. Deadlines & Extensions

To ensure every return receives the highest level of accuracy and care, I adhere to the following strict documentation cut-off dates:

• Business Returns (S-Corp / Partnership): Complete documents must be received by March 1st to guarantee filing by the March 15th deadline. For extended business returns, all complete documents must be received by September 1st to guarantee filing by the September 15th extended deadline.
• Personal Returns: Complete documents must be received by April 1st to guarantee filing by the April 15th deadline. For extended personal returns, all complete documents must be received by October 1st to guarantee filing by the October 15th extended deadline.
• Extension Policy & Cut-Off Strictness: An extension extends the time to file your return, but it does not waive document submission deadlines. If complete tax documentation is received after the respective cut-off dates (March 1st / April 1st for original deadlines; September 1st / October 1st for extended deadlines), Four Seasons Tax & Accounting cannot guarantee your return will be completed prior to the deadline, and an additional rush fee may apply, or the return may be delayed. For original filings, an extension will only be filed if work has already begun on your return or if you request it directly through the TaxDome client portal. Any extension filed outside of these criteria is a professional courtesy, not an obligation.

4. Client Responsibilities & Scope

• E-Signature Compliance: For joint returns, IRS regulations require both spouses to sign the authorization forms before the return can be e-filed. Please ensure both parties have access to TaxDome to complete this requirement.
• IRS/State Notices: My tax preparation fee includes the filing of your return. Any subsequent work, such as responding to IRS notices or representing you in an audit, is a separate engagement and will be billed at my hourly consulting rate.
• Amended Returns: Once a return has been e-filed and accepted, any subsequent changes requested (such as forgotten receipts) will require a formal Amendment. Amendments are considered a separate engagement and will be billed as a new project.
• Financial Statement Accuracy: Corporate tax preparation services are based on the financial data provided by the client. I do not perform audits, reviews, or bookkeeping "cleanup" as part of a corporate tax engagement.
• Bookkeeping Assistance Requirements: If you require bookkeeping support or financial statement reviews, I must have direct access to your accounting software. These services are only available for clients utilizing QuickBooks Online or QuickBooks Desktop. I am unable to provide bookkeeping support or account adjustments for alternative systems, as my firm’s workflow and quality-control procedures are strictly optimized for the QuickBooks environment.
• Record Retention: You are responsible for maintaining the original receipts and records for all items reported on your tax return. I recommend keeping these records for a minimum of 7 years.
• Digital-Only Workflow: I do not maintain physical files. Please do not send original documents via mail. All records must be uploaded to TaxDome to ensure security and accessibility.
• Response Times: General inquiries are typically answered within 24-48 hours. During peak deadline weeks, I prioritize the completion of returns to ensure all clients meet their filing obligations.
• Extension & Peak Period Communication: During tax extension periods and peak filing weeks, phone calls, text messages, and direct emails receive lower priority than portal notifications. Submitting questions or document uploads directly through TaxDome guarantees your request is logged in the active queue and addressed systematically.

5. Billing & Payment Terms

• Accounting, Payroll, & Consulting: These services are billed in 15-minute intervals. While brief administrative communications are not typically billed, formal consultations, ongoing text threads, and tax planning questions are billed accordingly. Invoices for these services are Due Net 30.
• Software & Subscriptions (QBO): Any software subscription fees (including QuickBooks Online) fronted or billed through Four Seasons Tax & Accounting are Due Upon Receipt and do not follow Net 30 terms. (Refer to Section 6 for subscription payment cutoffs and transfer policies.)
• Tax Preparation: Billed on a per-form basis. All tax invoices are Due Upon Receipt.
• Payment for Filing: To maintain administrative efficiency, tax returns will not be e-filed until the invoice payment has been processed.
• Secure Payments: All payments can be made conveniently in the TaxDome Client Portal or mobile app using credit card, debit card, or bank ACH.
• Payment Processing & E-Sign Eligibility: Payments made via credit or debit card are typically processed instantly, allowing for immediate access to e-sign your tax return. If payment is made via bank ACH, please allow 5–10 business days for funds to clear before e-sign access is unlocked. If you choose to mail a payment to our P.O. Box, please allow 10–20 business days for processing and notify us once the payment has been sent.
• Service Continuity: If invoices are not paid timely, professional services will be halted until the account is brought current.

6. Software & Subscriptions

As a Certified QuickBooks Online ProAdvisor, I specialize in the QuickBooks ecosystem to provide real-time financial insights and maximum data integrity. My firm’s internal workflows, security protocols, and quality-control procedures are strictly designed for QuickBooks platforms.

• Firm Discount Eligibility: Discounted subscription pricing through Four Seasons Tax & Accounting is only available for brand-new QuickBooks Online accounts established through my firm. I cannot apply firm discounts to existing QBO subscriptions already in use.
• Subscription Terms & Payment Cutoff: Subscription fees fronted or billed through Four Seasons Tax & Accounting are due upon receipt. If a client invoice containing QBO subscription costs remains unpaid by the 20th day of the following month (or if an invoice is late more than once), accounting services will be paused and billing responsibility for the QuickBooks Online subscription will be transferred directly to the client. Transferring the subscription to the client will result in the permanent loss of any firm wholesale discount and subject the client to Intuit’s standard, higher direct monthly pricing. Four Seasons Tax & Accounting is not responsible for price increases or service interruptions imposed by Intuit following a billing transfer.

7. Professional Relationship & Onboarding

• No Long-Term Contracts: I believe in the quality of my work. Therefore, I do not require long-term service contracts. Our partnership continues as long as you find value in my services, and either party may terminate the relationship with written notice.
• New Client Deposits: To initiate accounting, payroll, or consulting services for new clients, a $200 minimum deposit is required. This deposit will be applied toward your initial invoices.

8. General Disclaimer

The content on this website is for general informational purposes and does not constitute professional tax, legal, or accounting advice. While we strive for accuracy, the use of this information is at your own risk. Accessing this site or contacting us does not, by itself, create an accountant-client relationship.