Please note our new address: 1650 Lake Shore Dr, Ste 225, Columbus, OH 43204
Schultz CPA, LLC

Client Billing Policy

Policy Statement
Our firm is committed to providing professional, expert tax and accounting services at a fair price. We sell our time and knowledge, gained through years of expertise in tax and accounting matters. When you reach out to us, you require our knowledge and assistance, making our time billable.

Fees
Our fees are based on the time required at our regular rates for the type of services and personnel assigned, plus out-of-pocket costs. We also consider factors such as the difficulty and size of the assignment, the degree of skill required, the time limitations imposed on us, the experience and ability of the personnel assigned, the nature of the project, the level of cooperation by the client’s staff, and the value of the services to the client. When possible, we will estimate fees based on the scope of services. We reserve the right to adjust our fees based on the value of the services rendered.

Hourly Engagements
For some engagements, we base our fees on the actual time required for services, particularly for IRS issues or when the scope of work is not easily foreseeable at the beginning. For example, monthly accounting services and time spent resolving tax issues, participating in phone calls, and preparing and reviewing correspondence are often billed on an hourly basis.

Communications
Substantive telephone calls and emails are billed like any other time spent on a client’s behalf. Courtesy services, such as answering quick general questions, are not billed. Calls or emails requiring detailed research or planning are billed at our standard rates.

Service Charge
Invoices unpaid after 30 days from the date of invoice will incur a service charge of 1.5% per month (18% APR) until paid in full.

Clients with Unpaid Balances
Services will be suspended for accounts with balances over 30 days past due. To restore services, clients with unpaid balances must pay past balances in full, and a retainer may be required for future work.

Retainers
For certain projects, a retainer fee may be required upfront. This is common for new clients, large projects, or one-time projects such as preparing delinquent returns. Progress invoices will be issued monthly and are due in full until project completion. At the conclusion of the project, the retainer is applied to the final bill, with any overage returned to the client or applied to the client’s account for other engagements.

Invoices and Payment
Payment is expected at the time invoices are presented. Invoices are typically prepared upon project completion. For larger or delayed projects, progress invoices may be issued. Routine services and hourly engagements such as bookkeeping or general consulting will be billed monthly.

Strategies to Minimize Billing
To help keep billing down and allow us more time for tax advisory instead of tax cleanup, please consider the following:

  • General correspondence: Calls, emails, and other correspondence are documented and incorporated into tax work. Frequent correspondence or correspondence containing unclear, incomplete, or inaccurate information results in more work and billable time.
  • Concise information: Provide clear and complete information on the tax documents you submit to avoid follow-up requests.
  • Extension flexibility: Be open to filing for extensions when needed to manage workflow and avoid rush charges.
  • Email efficiency: After reviewing all documents, use email to concisely answer multiple questions. This helps address several points at once and reduces the need for multiple follow-ups.
  • Phone calls: Use phone calls when appropriate to clarify complex issues efficiently. Phone conversations can be more effective for resolving intricate matters than lengthy email exchanges.
  • Understand and track your tax payments: Understand the mechanics of estimated and extension payments, and carefully track your tax payments. This will help you plan and avoid unnecessary adjustments and underpayment penalties.
  • Urgent communication: Reserve urgent communications for urgent situations only.
  • Batch processing: For efficient processing, send or drop off multiple documents in batch rather than providing them piecemeal.
  • Document tracking: By uploading your documents to portal.columbusaccountants.com, you’ll be able to provide documents piecemeal and easily track the documents you have provided. Uploading also avoids the risk of your documents being withheld by email spam filters.

Contact Information
If you have any questions or concerns regarding our billing policy, please contact our office. We are committed to providing excellent service and appreciate your business.