10 Steps to Build a Productive Relationship with Your Accountant

Most of what people find unsatisfactory about their accountant is a consequence of how the relationship is run rather than of the accountant.

The pattern is familiar: contact only at the year end, documents supplied late and in pieces, and questions asked after decisions have been made. None of that is the client's fault exactly, but all of it is within the client's control.

This covers the practices that make the relationship work, what to share and when, how to set expectations on both sides, and how to tell whether you are getting value.

Your accountant can be one of the most valuable people in your business, or they can feel like an expensive annual nuisance. The difference is almost always in how you manage the relationship. Here are ten steps to get the most out of your accountant.

1. Provide Documents Promptly

Accountants work on deadlines. Every day your documents are late is a day closer to a filing deadline, and late submissions lead to rushed work, extensions, and sometimes penalties.

• Provide W-2s, 1099s, K-1s, and bank statements within 5 business days of receiving them
• Use a secure portal or shared folder, not email attachments for sensitive documents
• Don't wait until April to gather January's paperwork
• Create a calendar reminder for your accountant's document request deadline

Pro Tip: Ask your accountant for their document checklist in January. Fill it out as documents arrive, not all at once in March.

2. Organize Records Before Meetings

Accountants bill by time. An unorganized meeting where you're hunting for receipts costs you real money.

• Sort receipts and invoices before you arrive or log on
• Reconcile your accounts in your accounting software before the meeting
• Prepare a list of questions so you use time efficiently
• Share your financial statements in advance so they can review before the call

3. Ask Questions When You Don't Understand

Most clients nod along when they don't understand something on their return. Then they make the same mistake next year. Your accountant would rather explain something twice than fix an error once.

• Ask what every major line on your tax return means
• Ask why a deduction was or wasn't claimed
• Ask what the IRS would need to see if they audited that deduction
• Never sign a return you don't understand

4. Share Business Changes Proactively

Your accountant can only advise on what they know. If you hired two employees, bought equipment, started a new product line, or considered an acquisition, tell them before it happens, not after.

• Major purchases: ask about depreciation vs. expensing (Section 179)
• New hires: payroll tax implications, worker classification
• New business lines: revenue recognition, sales tax
• Selling the business: exit structure, capital gains planning
• Raising money: equity vs. debt implications

5. Review Your Returns Before Signing

You are legally responsible for your tax return, even if a CPA prepared it. Review every page, at minimum, check income totals, major deductions, and your refund or balance due.

• Compare income on the return to your own records
• Check that all W-2s and 1099s are reflected
• Verify that deductions you discussed are on the return
• Ask about anything that looks different from last year

6. Plan, Not Just File

Tax preparation is a rear-view mirror activity. Tax planning looks forward. The best client-accountant relationships involve at least one proactive planning conversation per year.

• Schedule a year-end planning meeting in October or November
• Discuss estimated quarterly payments for next year
• Review whether your business structure is still optimal
• Explore retirement contribution maximization before year-end

7. Set Expectations on Response Time

One of the biggest sources of frustration in accountant relationships is unclear communication expectations. Address it directly.

• Ask: 'What is your typical response time for emails and calls?'
• Agree on how to reach them urgently (not just email)
• Understand that tax season (Jan-April) may mean slower responses
• Ask who covers for them if they're unavailable

8. Pay Fees Promptly

Your accountant is running a business too. Slow-paying clients get deprioritized, often subconsciously. Pay within the stated terms and your relationship will be smoother.

• Pay invoices within 30 days, or sooner
• Ask about payment plans if a large bill catches you off guard
• Never dispute a fee months after work is complete
• Budget for accounting fees as a fixed annual expense

9. Give Access to Your Accounting Software

Manually exporting reports and emailing spreadsheets is inefficient for everyone. A properly set-up accounting software gives your accountant read access to real-time financials.

• Add your CPA as an 'Accountant User' in QuickBooks Online or Xero
• Ensure the books are up to date before granting access
• Use the same software your accountant uses or one they support
• Set up separate user credentials, don't share your login

10. Trust But Verify

A good accountant relationship is built on trust. But trust doesn't mean blind delegation. Review your financials, ask questions, and make sure you understand your numbers.

• Review monthly P&L statements, even briefly
• Check bank reconciliations quarterly
• Read your tax return every year, not just the signature page
• A second opinion from another CPA every few years is healthy

Frequently Asked Questions

Written by

Abhinav Gupta, CPA, CA, MBA

Abhinav works with business owners across the US on industry-specific bookkeeping, from dental practices and restaurants to construction and e-commerce. He writes about what each trade's books actually need. Connect on LinkedIn