After the credentials, the software, and the bank account, a new tax office still needs its operating layer: a client portal, a missing-document checklist, phone coverage for missed calls, appointment booking with reminders, a return pipeline, and a review system. The credential guides stop at the IRS. This is the list that comes after.
The checklist most guides leave out
- Client portal. Secure upload, branded, works from a phone.
- Document checklist with reminders. Per client, automatic.
- Phone coverage. Missed call text back at minimum.
- Booking with confirmations and reminders.
- Return pipeline. Every return in a visible stage.
- Review system. Automatic ask after each filed return.
- Engagement letter with e-signature. Part of Practice OS at AI360 CPA; a standalone e-sign tool works for year one.
Do it yourself or have it installed
Items one through six can be assembled from separate tools if you have the January hours. AI360 CPA's Tax Season Ready installs items one through five as one connected, branded, managed system. See the complete AI setup for a new tax office and the self-serve vs managed comparison.
What to skip in year one
A big website, paid ads, and a full CRM build. None of them matters until the phone is covered and the documents have a home. Get the operating layer right, take the first clients, collect the reviews, then decide what year two needs.
How long does the EFIN take, and can I set up the office while I wait?
The IRS publishes its own processing timelines and they vary. The office setup does not depend on the EFIN, so most new preparers build the client side while the application is in process.
Is there a smaller first step than the full setup?
Yes. The free 30-minute discovery call is the first step. For some brand-new offices the honest recommendation is a smaller start, and that is said on the call.