Derek Foote
CPA | Gresham, Oregon

CLIENT COLLABORATION GUIDE

BRINGING important values to the table for every client: integrity, consistency, and helpfulness.

Leveraging the latest technology, applying consistent systems, and setting clear expectations creates an environment for helpfulness to thrive. The most fulfilling aspect of our relationship is simplifying complex issues so you can succeed.

This guide is an overview of what to expect as we collaborate on your taxes, planning, and other needs.

Business Hours

COMMUNICATION METHODS & EXPECTATIONS

WORKING TOGETHER VIRTUALLY

• Communication is primarily through email and TaxDome, ensuring a documented history for future reference.
• Virtual meetings and calls are scheduled  in advance to ensure focus and efficiency. It allows me to be prepared to help and answer questions.
• Documents are shared electronically via the TaxDome platform.

WORKFLOW

Document delivery includes complete copies of tax returns as well as separate files for instructions and payment vouchers.

CORE VALUES

Integrity

It’s often easier to know how integrity feels than define what it means. It’s sticking to my moral compass, remaining honest, and taking accountability for my work.

When engaging with a potential client, we discuss communication, services, and processes. Fulfilling these commitments is professional integrity. It’s why I’ve created this guide.

Additionally, I adhere to established laws, regulations, and professional standards. In areas lacking clear guidance, I apply my professional judgement in your best interest.

Consistency

Consistent application of systems and processes is critical for quality work and meeting client expectations.

While each business and taxpayer is unique, there is a huge scope of compliance that everyone must fulfill.

Relying on consistent systems saves time for both of us, and ensures all necessary work is completed. Building efficient administrative processes allows me to dedicate more time to helping you.

Lou Radja, an amazing speaker and coach, puts it simply as “systems beat intentions.”

Helpfulness

Using my knowledge to help people makes the technical work a fulfilling career.

I’m happy to simplify complex technical issues to manageable and understandable terms. I make sure we’ve built understanding of concepts before introducing technical terminology.

Leveraging the latest technology, applying consistent systems, and setting clear expectations creates an environment where helpfulness can thrive.

 Tell Me About Yours

Values impact our personal and professional lives. If you’d like to share yours, I’m all for it. If there’s certain values you hold close,  let’s chat about ways we can honor and support those working together.

Tax Compliance Timeline

• Signing engagement letters in advance is required for me to assist with filing obligations, including extensions.
• Organizers are sent after signing. Completing the organizer is crucial to ensure the best outcome and to meet IRS due diligence requirements. The organizer must be completed before preparation can start.
• An automated process is used to follow up on open items. You will receive periodic reminders until these items are resolved.
• To ensure quality service and a thorough work product, it is important to adhere to submission deadlines. The specific deadlines care clearly communicated in advance.
• Work received after deadlines will require an extension. Extensions do not elevate your risk. They are a critical tool allowing me to dedicate the time needed for each client’s unique situation.

Planning & Advisory Timeline

• The planning and advisory process is tailored to each client. Deadlines are assigned based on the assessment of your requirements, typically 2-3 weeks ahead of payment deadlines.
• Engaging in proactive quarterly planning is highly beneficial. It helps avoid surprises, provides greater flexibility in strategy, and aligns your tax obligations with your cash flow. “It’s better to perform a physical than an autopsy.”
• There may be other advisory matters that come up. I strongly encourage you to reach out with questions during the year. It may be a quick answer or lead to a bigger project. We will discuss the issue and explore options to address them at a level you are comfortable with. 

TaxDome

TaxDome (TD) is an “all-in-one” practice management system, serving as a secure hub to manage your account(s).

You can access your account anytime using your unique login with your own e-mail address. Multiple users can access to the same account, each with their own unique email address.

The mobile app is particularly useful for submitting documents using your phone. it’s available for iOS or Android.

You can access your portal any time by clicking on “Client Login” in the main menu.

Dashboard & Notifications

After logging in, the dashboard provides important updates such as pending invoices, unread messages, pending organizers, and new documents.

Documents

Upload, e-sign, and download deliverables.

Chats & Tasks

Ask questions, respond messages, and respond to open items.

Organizers

Fill out necessary questionnaires for tax return preparation.

Proposals & Engagement Letters

Sign engagement letters that define the scope of our engagement.

Billing

Pay invoices and review payment history.

Switch Account

The white box in the bottom left allows you to toggle between accounts.

Other Software & Security

UltraTax (UT)

UltraTax is a leading professional-grade tax software. As of Spring 2023, it’s one of the few supporting electronic filing for the City of Portland, Multnomah County, and other Portland metro and Oregon taxes.

This provides a consistent filing method across all your tax returns, streamlining the filing process.

However, it has had some drawbacks, such as late and buggy software updates in recent years. Critical 2022 forms were released days before the April filing deadline. Fixes to other 2022 instructions weren’t released until a months later, if at all.

Thankfully my attention to detail and small volume ensures I can carefully review all your filing obligations and ensure they’re complete and accurate.

In certain cases, we may still need to paper file or put projects on hold while waiting for the necessary updates.

Other Software

There are various other ancillary programs I use to enhance our collaboration. These are things like Microsoft Office, tax projection software, and Calendly. All of these are leveraged in various ways to ensure you have the best experience possible.

Security

TaxDome is the only cloud-based solution implemented with my practice, utilizing 256-bit encryption to safeguard data. See their security details here.

UltraTax is installed on a local machine in my office, which is physically secured from public access. Both programs require a unique login and have two-factor authentication (2FA).

All firm and client data is backed up to a secure on-site server, stored within an encrypted and isolated server container that can only be accessed with designated login credentials. Data remains encrypted until accessed.

If desired, a complete copy of my Information (Data) Security Plan and Confidentiality Policy are available upon request.