BUSINESS TAX FILING PROCESS

Here are key resources to guide you through planning, preparing, and filing your taxes:

STEP ONE:

New Client: Complete our New Client form to schedule a 15-30 minute complimentary assessment call so we can best understand your needs.

Returning Client: Before we can begin work on your individual tax return, all clients must:

• Review and sign an engagement letter sent electronically via Email

• Pay the required security deposit through the engagement letter platform

STEP TWO:

Once your engagement letter is signed and your deposit is paid, you will be asked to complete the Business Tax Organizer.

The Tax Organizer will be shared with you in your Business 2025 PBC (Provided By Client) folder on Google Drive

• This tax organizer helps us gather essential information about your business, operations, and any changes during the tax year. Follow the exact instructions listed in the tax organizer and complete it as thoroughly and accurately as possible to avoid delays

You must submit the organizer only after all required documents are uploaded

STEP THREE:

Based on your responses, the Tax Organizer will tell you which documents to upload.

• Follow the Action Items column from your completed tax organizer for instructions on what and how to provide based on your response

• Label your documents like so: Tax Year, followed by form name. Example: 2025 1099NEC Issued to Tom Ford; 2025 EIN Letter; 2025 Form 2553. 

• Upload all requested documents directly to your Business 2025 PBC folder

• Typical documents may include but not limited to:

• Financial statements (Profit & Loss, Balance Sheet) or Accountant access to accounting platforms (e.g. Quickbooks Online via invitation to carlo@richardcolins.com)

• Payroll reports

• 1099s issued or received

• Prior-year tax returns (if new client)

• Other tax-related documents requested by our team

If you are unsure whether a document is needed, upload it or leave a comment in the organizer.

STEP FOUR:

Once all required information and documents are received:

• You do not need to reach out to us — we receive an automatic notification once your tax organizer is completed and will begin working on your file accordingly.

• We may reach out if additional clarification or documents are needed

• You will receive access to our new progress tracker, which provides real-time visibility into the status of your tax return throughout the preparation and review process. This will be shared with you in your Business 2025 PBC (Provided By Client) folder on Google Drive

• Preparation timelines depend on the completeness and accuracy of the information provided

Please note:

• The tax preparation process involves three distinct phases: initial document processing and gathering any outstanding information, an initial review, and a comprehensive two-phase review to ensure accuracy.

• Preparation timelines generally range from two (2) to four (4) weeks from the date all required information is received, subject to complexity and seasonal workload.

Your Tax Return appointment will be scheduled once the preparation process is complete.

STEP FIVE:

Once your tax returns are finalized, you will receive an “Action Items” email outlining next steps.

You will be asked to:

• Review your finalized business tax returns before our scheduled meeting

• Submit any questions or requested changes by replying directly to the “Action Items” email so our team can make updates prior to the meeting

• Confirm your tax return review appointment with Carlo and accept the Google Meet invitation sent by the Richard Colins Team (*Your tax return review appointment will be scheduled with Carlo based on the availability you provided in your tax organizer)

After completing your review:

Reply to the “Action Items” email to confirm that you have reviewed the tax returns and are ready for your scheduled appointment

STEP SIX:

During this 30 mins google meeting, Carlo will:

• Walk you through your business tax return

• Explain key figures and outcomes

• Answer any questions you may have

• Discuss planning considerations, if applicable

*Please note that the tax return review appointment does NOT include any advisory or strategy services. 

Following your tax return review appointment, please complete the remaining items outlined in the “Action Items” email:

• Electronically sign your business tax return documents via Adobe Sign 

• Pay any remaining balance on your tax preparation invoice (if applicable)

• Pay any balance due to the IRS and/or applicable state taxing authorities

No tax return is filed without your review and approval. Once all action items are completed and payment is received, we will proceed with filing your business tax returns.

Thank you for taking your time to complete all these steps! We know the process may seem tedious but we assure you that it is for your benefit, making sure we claim every credit, take every deduction, and maximize all the available tax advantages you deserve. You will surely see the ROI from the processes we continue to invest into and refine year to year as we continue to work together. We look forward to our call!