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Starting a New Tax Practice - Comprehensive Checklist Help for Independent Preparers

I've been working at a local tax firm part-time for the last 5 years (January-June seasons), handling around 70-120 returns per year, mostly individual 1040s with some 1065 partnerships mixed in. I feel ready to start my own tax preparation business while keeping my current position at the tax office. My plan is to gradually build my client base until I can either go full-time with my practice or potentially buy my current employer's book of business when they're ready to sell (they're supportive of my venture and we don't have a non-compete). I think I've got the basics figured out, but wanted to check if my checklist is complete and in the right sequence: 1. Set up Virtual Mailbox 2. Form LLC in my state 3. Apply for EFIN 4. Renew my PTIN 5. Setup business email (leaning toward keeping Outlook) 6. Get dedicated business phone line 7. Purchase/configure Drake software 8. Purchase/setup TaxDome for practice management - Develop questionnaires, checklists, engagement letters, and consent forms - Build automated workflows 9. Build website with TaxDome integration (or use their website builder) 10. Secure E&O insurance 11. Establish pricing structure Am I missing anything crucial? I'm still working on the business name and considering whether to use my name in the branding. I'm planning to start virtually and maybe get an office space in a couple years once established. I already have my CPA and EA designations, so those are covered. Just want to make sure I'm not overlooking something important!

One thing I wish I'd done from the beginning: develop clear client acceptance criteria. When you're starting out, it's tempting to take anyone who's willing to pay you, but some clients will drain your time and energy in ways that aren't worth the fee. I now have a checklist of red flags that help me decide whether to take on a new client: - Do they have multiple years unfiled? - Are they bringing you their taxes on April 14th expecting same-day service? - Do they argue about your fees before you've even started? - Are they unwilling to provide complete information? - Do they tell you what their refund "should be"? Being selective about clients from the start will save you major headaches down the road.

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Cole Roush

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This is SO important! I wish someone had told me this when I started. My first year was miserable because I took on several nightmare clients who ended up paying the least while demanding the most.

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This is a really comprehensive checklist! As someone who made the transition from working at a firm to solo practice about 3 years ago, I'd add a couple more items: - Client onboarding process/intake forms (beyond just engagement letters) - having a standardized process helps you look professional from day one - Backup plan for technology failures - what happens if Drake goes down during busy season or your internet cuts out? - Malpractice/liability insurance separate from E&O (depending on your state requirements) - Document retention policy - how long you'll keep client files and in what format Also, since you mentioned potentially buying your current employer's book of business eventually, start thinking about how you'll handle that transition with clients. Having your systems and processes dialed in early will make that much smoother when the time comes. One last tip: consider starting with a smaller subset of services initially rather than trying to do everything from day one. I focused just on individual returns and simple business returns my first year, then expanded into more complex work as I got comfortable with my workflow. Good luck with the venture!

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Eli Butler

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I went through this exact situation last year and it was incredibly frustrating! My employer took almost 8 weeks to finally send out the W2C forms. Here's what I learned from that experience: First, definitely wait for the corrected form before filing. I know it's tempting to file early, especially if you're expecting a refund, but trust me - dealing with an amended return later is much more of a headache than just waiting. The W2C will clearly show what was wrong on your original W2 and what the correct information should be. When you do get it, you'll enter information from both forms when filing - most tax software handles this pretty smoothly. One thing that helped me was being the "squeaky wheel" with HR. I started emailing them weekly for updates after the third week of waiting. Turns out they had been getting the runaround from their payroll company too, but my persistent check-ins helped keep the issue visible and prioritized. If your company continues to drag their feet past mid-March, that's when I'd consider reaching out to the IRS about your options. But hopefully they'll get their act together before then!

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Thanks for sharing your experience - 8 weeks sounds absolutely terrible! I'm at about 3 weeks now so hopefully I won't have to wait that long. Did you end up having any issues when you finally filed with both the W2 and W2C? I'm worried about whether the IRS systems will flag it as suspicious or cause delays in processing my return since this is all new to me.

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Mei Wong

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I'm dealing with almost the exact same situation right now! My employer sent out a similar "oops we messed up everyone's W2s" email about a month ago, and we're still waiting. It's so frustrating when you just want to get your taxes filed and move on. From what I've researched, it sounds like waiting for the W2C is definitely the right call, even though it's painful. I've been checking with our HR department every Friday for updates, and they keep saying "any day now" but nothing materializes. One thing I found helpful was asking HR for a written timeline or at least acknowledgment of when they discovered the error and what steps they're taking to fix it. Having that documentation might be useful if this drags on much longer and we need to explore other options like Form 4852. Has your company given you any indication of what specific information was incorrect on the original W2s? I'm curious if it's something major like federal withholding amounts or just smaller details like state information.

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I'm in a very similar boat! My company hasn't been specific about what exactly was wrong, but based on the panicked tone of their emails, I suspect it might be something significant like federal tax withholdings or maybe even gross wages. They keep using phrases like "material discrepancy" which makes me think it's not just a minor state tax issue. The weekly check-ins with HR are a great idea - I'm going to start doing that too. It's good to know I'm not the only one dealing with this mess right now. The waiting is definitely the hardest part, especially when you see everyone else filing their returns and getting their refunds already. Have you considered setting a personal deadline for when you'll explore the Form 4852 route if they still haven't delivered? I'm thinking if we hit mid-March with no W2C, that might be when it's time to escalate this beyond just waiting for the company to figure it out.

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Ashley Adams

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I completely understand the confusion and stress you're both feeling! As someone who went through this exact same situation during college, I can confirm that your dad is mixing up different tax rules, which happens to SO many families. The bottom line is this: as a full-time student under 24, there is absolutely NO income limit that would prevent your parents from claiming you as a dependent. You could make $20K, $30K, or even more - it doesn't matter at all for dependency purposes. Your dad is likely thinking of either the $4,300 limit that applies to "qualifying relative" dependents (like elderly parents) or the standard deduction threshold where you'd start owing income tax yourself. Neither of these affects whether your parents can claim you as a qualifying child dependent. The only test that matters is whether your parents provide more than 50% of your total support. With them paying $18,000 for tuition alone, plus presumably covering things like your health insurance, phone bill, car insurance, and housing when you're home, they're almost certainly providing way more than half your support even with your $13,200 in earnings. I'd recommend checking out the IRS Interactive Tax Assistant tool (search "ITA dependency" on irs.gov) - it's free and will give you an official answer in about 5 minutes that you can show your dad. Also look up IRS Publication 501, Table 5, which clearly shows "No limit" for the income test for qualifying child dependents. Go ahead and pick up those holiday shifts without worry! Your parents will still be able to claim you, and you won't mess up anyone's tax situation. In fact, earning more money helps reduce the financial burden on your family while building your work experience. Win-win!

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This thread has been incredibly helpful! I'm also a college student (junior year) and was having the exact same panic about my summer internship earnings potentially affecting my parents' taxes. It's such a relief to see so many people confirming the same information - that there's no income limit for student dependents under 24. I was literally about to turn down extra hours at my part-time job because my mom was worried we'd lose the dependency exemption. The IRS Interactive Tax Assistant tool that everyone keeps mentioning sounds perfect for clearing this up officially. Sometimes you just need that government stamp of approval to convince worried parents! I'm definitely going to use it and show my mom the results. Thanks everyone for making this so much clearer. It's amazing how much unnecessary stress comes from misunderstanding tax rules that seem straightforward once they're properly explained!

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KylieRose

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I just went through this exact same situation with my parents last month! Your dad is definitely mixing up the tax rules - as a full-time student under 24, there's absolutely NO income limit that would disqualify you from being claimed as a dependent. The confusion usually comes from people seeing the $4,300 limit that applies to "qualifying relative" dependents (like elderly parents or non-student relatives), but that doesn't apply to you as a student. You're classified as a "qualifying child" dependent, which has completely different rules. What actually matters for your parents to claim you: 1. You're under 24 and a full-time student āœ“ 2. You live with them more than half the year (dorms count as temporary absence) āœ“ 3. They provide more than half your total support With your parents paying $18,000 for tuition alone, they're almost certainly providing more than 50% of your total support even with your $13,200 in earnings. When you add up tuition, housing, food, medical expenses, insurance, etc., that tuition payment probably covers the majority right there. The $14,500 figure your dad mentioned is just the standard deduction threshold - that's when YOU would start owing federal income tax on your earnings, but it has zero impact on whether your parents can claim you as a dependent. I'd recommend showing your dad IRS Publication 501, specifically Table 5, which clearly shows "No limit" for the gross income test for qualifying child dependents. That official documentation from the IRS should put his mind at ease immediately. Go ahead and pick up those holiday shifts guilt-free! Your earning more money won't affect your dependency status at all, and it'll actually help reduce the financial burden on your family while giving you valuable work experience.

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This is such a comprehensive explanation - thank you! I'm actually dealing with a very similar situation right now as a college freshman. My parents have been super stressed about me working too many hours because they thought there was some magic income number where they'd lose tax benefits. What really helped me understand this was when someone explained that "qualifying child" vs "qualifying relative" distinction. Once you realize students fall under completely different rules, everything makes so much more sense! I'm curious though - do you know if the support calculation gets more complicated if you have things like scholarships or grants? I have a partial academic scholarship that covers about $8,000 of my tuition, so I'm wondering if that affects how we calculate who's providing what percentage of support. Either way, it's so reassuring to see all these stories of people who went through the same worry and everything worked out fine. Definitely gives me confidence to keep working and not stress about accidentally ruining my family's tax situation!

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Steven Adams

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Just a heads up from someone who works in software retail - the reason H&R Block limits downloads to one platform is purely a licensing/revenue issue. They want people with multiple computers on different platforms to pay twice. It's the same reason Adobe used to charge separately for Mac/Windows before they went subscription-based. You might want to consider TurboTax instead if cross-platform is important. I believe they allow you to download both Mac and Windows versions with a single purchase, though their software is generally more expensive than H&R Block. Another option is TaxSlayer which lets you install on multiple computers regardless of OS.

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I switched from H&R Block to TaxSlayer last year and can confirm they're much more flexible with installations. But their interface isn't quite as polished, especially on Mac. Took me a bit longer to find everything.

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Ella Harper

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I actually ran into this same issue a few years ago and found a pretty simple solution that might work for you. Since you mentioned you're comfortable with dual-booting and using different operating systems, you could purchase the H&R Block software for whichever platform you use most frequently, then use a virtual machine to run the other version if needed. For example, if you buy the Windows version, you can run it natively when you boot into Windows on your main machine, and also run it in a Windows VM on your girlfriend's MacBook using something like Parallels or VMware Fusion. The performance is totally fine for tax software since it's not resource-intensive. This approach gives you the flexibility you want without having to deal with H&R Block's customer service or pay for multiple licenses. Plus, you'll have the exact same version and data files across both setups, which makes things consistent. I've been doing this for three years now and it works great - just make sure to keep your tax files synced between the systems using a cloud service or USB drive.

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That's actually a really clever workaround! I hadn't thought about using a VM to get around the licensing restriction. Do you know if H&R Block's license agreement allows for running their software in virtual machines? I'm always a bit paranoid about violating software terms, especially for something as important as tax preparation. Also, how much additional overhead does running Windows in a VM typically add on a Mac?

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StarGazer101

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One thing that hasn't been mentioned yet - make sure you're handling the security deposit correctly if you decide to require one. Even though it's between related entities, you still need to follow state landlord-tenant laws for how security deposits are held and returned. In my state, security deposits have to be kept in a separate escrow account and there are specific timeframes for returning them after the lease ends. I made the mistake of just keeping the deposit in our general business account initially, which could have created legal issues if there had been a dispute. Also consider whether you want to include annual rent increases tied to inflation or market rates in your lease agreement. This helps maintain the arm's length nature of the transaction over time and prevents the rent from becoming artificially low compared to market rates as years go by.

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Ali Anderson

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Great points about the security deposit and rent increases! I'm just getting started with understanding all these requirements. For the annual rent increases, how do you typically structure that in the lease? Is it better to tie it to a specific index like CPI or just do a flat percentage increase each year? And do you have any recommendations for finding out the specific security deposit rules for my state?

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Jamal Carter

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Another important consideration that often gets overlooked is maintaining separate bank accounts and financial records for each entity throughout the entire arrangement. Even though you're dealing with related LLCs, the IRS wants to see that each entity is truly operating independently. Make sure the Property LLC has its own business checking account where rent payments are deposited, and all property-related expenses (mortgage, insurance, maintenance, etc.) are paid from that account. Your marketing agency LLC should pay rent from its own business account with proper documentation like invoices or payment memos. I'd also recommend having the Property LLC issue proper invoices to your marketing agency each month, just like any other landlord would. This creates a clear paper trail and reinforces the business relationship between the entities. Keep copies of all rent payments, invoices, and any correspondence about the lease arrangement. One more tip - consider having an annual review where you reassess the rental rate against current market conditions. Document this review process to show you're actively maintaining arm's length pricing. This ongoing diligence can be valuable if the IRS ever questions the arrangement years down the road.

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Jake Sinclair

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This is exactly the kind of detailed advice I was hoping to find! The point about issuing monthly invoices is something I definitely wouldn't have thought of on my own. Quick question - when you mention having an annual review of the rental rate, do you document that review even if you decide not to change the rent? I'm thinking it might be good to have written justification for why we're keeping the current rate if it's still within market range. Also, for the separate bank accounts, should the Property LLC be set up as a completely separate business entity for banking purposes, or is it okay that it's clearly connected to our family since we're all listed as members? I want to make sure we're not accidentally creating any red flags while trying to do everything properly.

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