Hiring an accounting and tax firm is a serious choice. The wrong team can cost you money, time, and sleep. You need clear answers before you sign any contract. You also need to know who will stand with you when a letter arrives from the IRS. This guide gives you five hard questions to ask any firm, from a national company to a local tax specialist in Coral Gables, FL. Each question helps you see how they work, how they protect you, and how they speak when the news is not good. You will learn what to ask about fees, experience, audit support, and data safety. You will also see warning signs that suggest you should walk away. Use these questions before you hire. You will feel more control. You will protect your income and your future.
1. Who will handle your work and what are their credentials
You have a right to know who will touch your tax return and your books. Ask for names and roles. Ask who reviews the final work before it goes to the IRS or your state.
Use simple checks.
- Ask if the person signing your return has a Preparer Tax Identification Number.
- Ask if they are a CPA, enrolled agent, or attorney.
- Ask how long they have worked with people like you.
Then press for examples. You can ask how they handled a past tax notice or a hard year for a client. Their answers show judgment, not just titles.
2. What exact services are included in the fee
Money fights often come from surprise charges. You stop that by getting a written list of services.
Ask three clear questions.
- What work is included in the base fee?
- What counts as extra work and how much it costs.
- How and when you must pay.
Then ask for examples of common extra costs. This might include extra state returns, late documents, or phone calls during a tax notice. You want prices in writing before work starts.
Common Service And Fee Questions To Clarify
| Service topic | Ask this question | What you want to hear |
|---|---|---|
| Tax return | Does the base fee cover federal and one state return | Clear yes or no with a set price for each extra state |
| Year round help | Are emails and short calls included | Simple rule for what is free and what is billed |
| Bookkeeping | Is cleanup of past records included | Written hourly or flat fee for cleanup work |
| Notices | Do you charge to respond to IRS or state letters | Clear policy and price before any notice comes |
If the firm avoids straight prices, treat that as a warning sign.
3. How will you protect my data and documents
Your tax file holds your Social Security number, income, and family facts. A weak system can expose all of it. You need clear steps, not vague promises.
Ask three points.
- How do you send and store my documents?
- Who has access to my file?
- What is your plan if there is a data breach?
Then look for basic protections.
- Secure client portal instead of email for tax documents.
- Locked offices and clear rules on who can see your file.
- Written response plan if data is lost.
- See also: How Business Accounting Firms Simplify Payroll Management
4. What happens if the IRS or state questions my return
A strong firm plans for hard days. You need to know how they act when the IRS sends a notice or starts an audit.
Ask these questions and wait for direct answers.
- Will you help me respond to notices?
- Do you stand between me and the IRS during an audit?
- Is that support included in your fee or billed separately?
Then ask who speaks for you. A CPA, enrolled agent, or attorney can represent you before the IRS. A person with no right to practice cannot.
If the firm says they just “prepare the return” and will not help with notices, you carry all the strain alone. That may not be worth the risk.
5. How will we communicate during the year
Taxes are not a once-a-year event. Life changes. You may change jobs, start a small business, care for a parent, or pay college costs. Each change can affect your taxes. You need a plan for quick contact.
Ask three clear points.
- How fast do you reply to emails or calls?
- Do you meet during the year to plan ahead?
- Who is my main contact.
Then ask how they handle urgent issues near filing deadlines. You want honest limits. A firm that claims to be always free may not respect your time.
How to use these questions with any firm
Use the same five questions with each firm you meet. Take notes during each talk. Write down the facts and your feelings. Notice three things.
- Do they answer in plain language?
- Do they respect your concerns.
- Do they put promises in writing?
If a firm pressures you to decide fast, hides prices, or avoids written terms, trust your reaction and walk away. A strong accounting and tax team gives you clarity, not confusion. With these questions, you can choose with less fear and more control for you and your family.
