Updated for Tax Season 2026: Originally published in 2021, this article was fully refreshed in 2025 to include updated strategies, technology trends, and best practices for preparing your accounting firm for Tax Season 2026.
As we approach tax season 2026, you’re probably thinking about last April 15th. Remember the late night coffee runs, the disappearing spreadsheets, the endless email chains, the promises to “do it differently next year?” We’ve all been there. With the most recent tax season in your rearview mirror, now is the perfect time to transform those promises into action. While peak season will always be demanding, strategic preparation can turn the annual tax season whirlwind into a manageable period of growth and achievement.
Before we dive into a practical timeline, it’s also worth considering macro changes in the industry that may impact decisions you make for the coming season.
How AI and Automation Are Changing Workload Management
AI and automation are starting to lift some of the weight that used to consume bandwidth during tax season. Many client accounting tools — particularly expense management platforms like Bill, Expensify, and Dext — now use AI and automation to extract data from receipts, categorize transactions, and streamline approvals. These tools reduce the number of manual steps your team once had to take, offering meaningful time savings and fewer opportunities for data entry errors.
Automation is also reshaping internal workflows. For example, you can improve document-handling with tools that incorporate file syncing and automated ingestion. While most tax applications don’t offer full two-way sync with practice-management platforms due to file sensitivity and strict formatting requirements, the ability to export returns or organizers and have them automatically ingested into a client record still dramatically cuts down on repetitive tasks. Systems that watch designated folders, client portals, emails, or drag-and-drop uploads help ensure documents go to the right place without constant oversight. A recent industry report found that 55.5 percent of accounting firm owners admit their workflows are inefficient, slowing strategic work and trapping staff in repetitive tasks.
Many firms still struggle with manual steps in this area. As Rebecca Lacher, Operations Manager at Fellner and Kuhn, shared, “We managed projects in Excel, and it got super tedious,” a common pain point for firms trying to scale efficiently.
The result is a more organized, less hectic tax season — one where your team can focus more on client needs than file handling.
Cybersecurity and Data Integrity in 2026
As you’re likely well aware, cybersecurity is a daily operational requirement for accounting firms. The volume of sensitive financial data your firm manages makes you a prime target for cyberattacks, and regulatory expectations only continue to rise. Strong cybersecurity fundamentals now include multi-factor authentication, encrypted data storage, secure portals for document exchange, and routine updates to security protocols.
Professional guidance consistently links strong cybersecurity practices with protecting client trust and a firm’s reputation, making data protection a core part of the value firms deliver rather than a purely technical concern. PICPA notes that “CPAs build their reputation on trust” and that trust is now earned by how well firms protect sensitive information, underscoring that cybersecurity is part of the value clients perceive.
Firms that maintain high standards for data protection — such as documented access controls and thorough audit trails — safeguard both their internal operations and their client relationships. Several firms have learned this the hard way. For example, Kevin Minkoff, CPA, shared that their previous client portal “had become unsupported, and that created real security concerns,” an issue many firms only uncover when systems begin to break down.
In a year when remote work, cloud tools, and digital communication are the norm, building a resilient cybersecurity posture is essential to ensuring stability through peak season and beyond.
Tax Season Preparation Timeline for Accounting Firms
With those broader industry shifts in mind, now let’s look at a structured approach to the months ahead. A clear timeline turns planning into manageable steps, giving your team room to prepare thoughtfully instead of scrambling when deadlines approach. By breaking the year into focused phases, you can strengthen operations, fine-tune processes, and enter tax season with a sense of control rather than chaos.
Kick-Off in May: Learning from the Past, Planning for the Future
The ink has barely dried on last season’s returns, making this the ideal time to both celebrate successes and plan for improvements. We recommend starting by acknowledging your team’s incredible efforts — whether through awards, expressions of gratitude during team meetings, or tangible rewards like bonuses or extra paid time off. Our experience shows this recognition does more than boost morale; it sets a positive tone for the planning ahead.
While the triumphs and challenges of peak season are still fresh, gather your team for a thoughtful review and analysis. We suggest reviewing those data-driven metrics that reveal both inefficiencies and opportunities. What bottlenecks slowed your progress? Which new workflows made a positive difference? Use these insights to chart your course for a more efficient and rewarding season ahead. Many firms discover unexpected gaps at this stage. Fancher Sargent, Managing Partner at CRS CPAs, described realizing during a data cleanup effort that “we did not even realize how disjointed it all was until we saw everything together,” something that resonates with firms using multiple disconnected systems.
Almost half of accounting firms report challenges with onboarding and workflow consistency. A 2025 industry study found that 46.7 percent of firms experience inefficiencies in client or staff onboarding workflows.
This is also the time to make critical decisions about your tax software. We understand the considerable switching costs that discourage many firms from changing platforms. However, if your analysis reveals significant issues with your current software, it’s better to begin researching alternatives now. We’ve observed that solutions like UltraTax CS, CCH Axcess Tax, or CCH ProSystem fx Tax typically begin requesting renewals and initial payments shortly after tax season ends, so if you’re one of their returning clients, be prepared financially to make these commitments early.
August – November: Building Your Dream Team
We think of tax season staffing like preparing for a marathon. You need the right mix of experienced pacers and fresh energy to go the distance. We recommend starting your recruiting efforts in August and September, aiming to finalize both permanent hires and contract arrangements by October or November. If your leadership team is hesitant to leverage contract resources for professional services, you can help overcome objections by emphasizing that temporary staff can provide vital support for administrative tasks, bookkeeping, and straightforward returns.
It’s important to note while planning and recruiting that flexibility in scheduling isn’t just a nice-to-have anymore — it’s essential for maintaining team stamina through the busy season. We’ve seen how some of your team’s best work might come from early birds who thrive at 6 AM, while others hit their stride in the evening hours. Creating space for these natural rhythms can help your team sustain their energy when it matters most.
Balancing Hybrid Teams During Peak Season
Hybrid teams add flexibility to your operations, but they also require thoughtful coordination during the busiest months of the year. As our remote work article highlights, communication becomes the glue that holds distributed teams together — especially when multiple staff members are working from different locations and on different schedules. Establishing structured check-ins, clear workflows, and defined communication channels prevents misunderstandings and keeps returns moving forward.
The right practice management system helps strengthen that coordination by functioning as a single, shared workspace. When deadlines, notes, documents, and status updates live in one place, your team avoids the confusion of scattered emails or inconsistent spreadsheets. This consistency is especially valuable for hybrid environments, where real-time visibility into workload and capacity helps prevent burnout and over-allocation. Before firms refine these processes, communication pitfalls can slow progress. Josh Stats, Partner at Foresight CPA Group, noted that their previous client communication tools confused clients and slowed turnaround times, a challenge that becomes more noticeable during peak season.
With predictable processes and transparent expectations, hybrid teams can move through peak season with confidence — no matter where the work happens.
October – December: Creating Your Technology Command Center
Nothing derails tax season momentum quite like technology hiccups. We’ve been there, and we see this period as your chance to create a bulletproof technical infrastructure that will support your success. Start with the basics: Are your computers showing signs of age? Have any display screens been flickering? Is your virus protection ready to guard against the latest threats? And yes, is your coffee maker (that unsung hero of tax season) in prime working condition?
We’ve found that putting an IT contractor on retainer for both preventive maintenance and those inevitable urgent needs can be invaluable. Having a backup computer ready to deploy can also be a lifesaver when hardware issues strike at the worst possible moment. And if you haven’t already, we strongly recommend implementing cloud-based systems as they provide a vital safety net, ensuring your team can keep working even if the office becomes inaccessible.
Your practice management software is particularly critical. It serves as the command center for your tax season operations. Through our work with accounting firms, we’ve seen how modern solutions reduce friction and stress by:
- Tracking each return’s journey from document collection to filing
- Matching tasks with the right expertise and available bandwidth
- Keeping internal deadlines on track
- Automating client reminders
- Securing and organizing client documentation
As Gonzalo Cayo, Chief Customer Officer at Firm360, has observed, “Across the firms we work with, the biggest gains during tax season come from reducing friction in everyday workflows. When teams spend less time managing tools and more time focused on client outcomes, the entire busy season becomes more predictable and less stressful.”
One of its most important roles is to serve as a communication hub, connecting your team with each other and with clients. The best solutions provide secure methods for tracking notes, sharing documents, updating clients, and obtaining approvals and signatures — all in one place. If you’re implementing a client portal for the first time, or bringing new team members onto your platform, we recommend taking time now to develop and share best practices with staff and clients alike for using these tools effectively. We’ve seen how a little training during the slower season can prevent countless headaches when deadlines loom.
November – January: Sharpening Your Team’s Expertise
While your CPAs, Certified Tax Planners, and Enrolled Agents likely pursue continuing education year-round, we’ve found that late fall and early winter is the typical window for focused tax update training. This timing ensures your team is fluent in the latest tax laws and IRS regulations before the season intensifies, setting them up to deliver confident, accurate work.
Working with a tight budget? We understand this challenge. Consider sending key team members to certified training sessions, then organizing internal knowledge-sharing workshops. While these internal sessions won’t count toward CPE requirements, they’re invaluable for spreading expertise throughout your firm and building a culture of collaborative learning.
January: Mastering the Art of Client Management
Success in tax season isn’t just about processing returns — it’s about developing productive client relationships. Having walked this path ourselves, we recommend starting by segmenting your client base into three strategic groups:
- Simple-return clients: These efficiency champions can help smooth your workload if you engage them early. Complete their returns in January and February while waiting for more complex information from others.
- Complex-return clients: These clients, with their intricate tax situations, international issues, or significant investment portfolios, deserve your most experienced team members and earliest attention.
- Habitual latecomers: Begin your outreach to these clients early, making your submission process as user-friendly as possible. Be clear that late submissions may require extensions.
We recommend providing crystal-clear documentation requirements, including detailed organizers and checklists that clients can submit electronically. Our experience shows that well-defined deadlines and policies around extensions help maintain smooth workflows and set healthy expectations for your client relationships.
Some firms find that unclear expectations or outdated communication tools add unnecessary friction to this process. Josh Stats, Partner at Foresight CPA Group, noted that their prior client communication system confused clients and slowed turnaround times, a challenge that becomes more noticeable during peak season.
January – April: Nurturing Your Team’s Well-being
While some overtime during tax season might be inevitable for your firm, sustainable success depends on keeping your team healthy and energized. We’ve seen how simple supportive gestures like access to mental health resources, stress management tools, or even healthy office snacks can make a significant difference in maintaining team resilience. These investments in your people pay dividends in quality work, client satisfaction, and team retention.
March – April: Maintaining Excellence Under Pressure
When volume peaks, your commitment to quality becomes more important than ever. We encourage you to let your accounting practice management software be your ally in maintaining standards. Use those standardized workflows and automated file organization capabilities to keep information readily accessible and processes consistent. Giving special attention to unusual tax situations — ensuring thorough review and documentation — makes a significant difference in quality control and builds a foundation for client trust that extends well beyond tax season.
Workflow challenges remain widespread. A 2025 state of the industry report identified inefficient processes, client communication delays, and manual tasks as the top challenges for accounting firms, even as more firms adopt automation.
Year-Round: Maintaining Healthy Financial Rhythms
While you’re likely already closely managing cash flow throughout the year, we suggest paying special attention to planning for seasonal expenses. If you’re implementing new strategies or this is your first season in a leadership role, build these costs into your budget early.
We’ve observed that while some firms have shifted predominantly to monthly retainers, many still have clients who prefer to pay annually for their returns. If a significant portion of your client base is not expecting to pay until their returns are complete, consider implementing revised retainer policies for complex returns and credit card payment options with fees built into your pricing. These approaches help balance your cash flow while still meeting client expectations.
Cash flow challenges can also arise from operational delays, not just billing structure. Todd Klee, Partner at Premier Tax, shared that rural postal delays often pushed invoice delivery back by a week or more, creating uncertainty at exactly the wrong time. These kinds of delays highlight why cloud based invoicing and digital payment tools have become essential for firms that need predictable, timely cash flow during tax season.
Looking Ahead: Your Path to Tax Season Excellence
While tax season will always bring its challenges, thoughtful preparation transforms it from a period of survival into an opportunity for your firm to shine. By investing in your team, optimizing your technology, and nurturing client relationships, you’re building a stronger, more resilient firm that’s ready to thrive both during tax season, and year-round.
The strategies you implement now will elevate your firm’s performance, client satisfaction, and team culture for years to come. Remember, every great tax season starts with smart preparation. Your next one begins now.
If you are preparing your firm for a more predictable, more resilient tax season, now is the perfect time to assess the systems, workflows, and tools that will get you there. Connect with Firm360 to see how modernizing your operations can give your team the clarity and capacity they need.
