At SMB CPA Group, PC, every process we follow exists for a reason. The structure below is what allows us to deliver high-quality work at competitive fixed fees, with a reliable and predictable client experience.

1. 01

   Structure by Design

   There is structure and intent behind everything we do. Our processes are what allow us to deliver high-quality work at competitive fixed fees with a reliable, predictable client experience. Please follow them closely.

2. 02

   Secure, Centralized Document Sharing

   All documents, explanations, and materials with tax, accounting, legal, or business significance must be uploaded through our secure client portal. We do not accept documents via email, mail (unless legally required), or text message. This keeps your information securely stored, properly organized, and accessible for timely review.

3. 03

   Formal Tax Advice Is Delivered in Writing

   We do not provide formal tax advice over the phone, by email, or by text. Formal advice is delivered in a written memo or report with an effective date, and is reviewed together with the client before it is considered final. This protects both you and the firm by ensuring accuracy and clarity.

4. 04

   Deliberate Onboarding for New Clients

   Onboarding is a structured process. We take the time to understand a prospective client's needs and to explain our expectations and protocols before any engagement begins. This ensures alignment from the start and protects the level of service our existing clients rely on.

5. 05

   Fixed-Price Engagement, Not Hourly Billing

   We do not bill by the hour. When you retain us for a defined scope of work, our commitment is to deliver a complete and accurate final product within that scope. Each discrete service is governed by a separate engagement letter with its own description of services, timing, pricing, and limitations. Common engagements include, but are not limited to: tax compliance, tax planning, tax advisory and implementation, monthly accounting, business restructuring, and ad-hoc consulting.

   A note on "quick questions": seemingly simple questions often require meaningful analysis and may carry significant legal or tax implications. While we are happy to have general discussions, our responses in those settings are informal and non-binding. Formal advice requires a deliberate, thorough process — and a corresponding engagement.
6. 06

   Accepted Communication Methods

   We communicate through email, client portal secure chat, scheduled meetings, telephone, and written correspondence.

   • Email & TaxDome Chat — suitable for most communication, regardless of urgency or complexity.
   • Scheduled Meetings — best for in-depth conversations requiring screen sharing, collaboration with outside advisors, or sensitive topics.
   • Telephone — appropriate for straightforward matters that do not require visual context.
   • Written Correspondence — not preferred, but used when legally required or when corresponding with tax and government agencies.
7. 07

   Document Submission Deadlines

   Clients are responsible for meeting document submission deadlines. We provide detailed explanations and ample time for these requests, which are typically standard forms and notices received throughout the year. Late or incomplete submissions can disrupt our internal process and may result in delays and additional unnecessary work. Our fixed timelines are in place to provide a predictable, consistent service to all clients.

8. 08

   Fee Structure for Additional Services

   Any services outside the scope of the initial engagement — such as complex tax planning or extended consultations — will incur additional fees. We ensure transparency in our pricing, and any additional services will be clearly outlined and agreed upon beforehand.

9. 09

   Respect for Time and Resources

   We value your time, and we ask that you respect ours. Please honor scheduled appointments and avoid last-minute cancellations. Excessive cancellations or frequent rescheduling may result in service interruptions or additional fees.

10. 10

    Technology as a Core Operating Tool

    We rely on technology platforms for communication, document management, and workflow automation. We ask all clients to familiarize themselves with our tools — particularly the client portal — to help minimize delays and support efficient service delivery.

11. 11

    Efficiency Benefits Everyone

    Our operational discipline is what allows us to keep fees reasonable and deliver reliable results. By following these protocols, you help us minimize risk, avoid errors, and reduce miscommunication. Failure to follow these procedures may lead to increased fees, delays, or, in some cases, a working relationship that is no longer sustainable. Cooperation is essential to maintaining the standard of service you expect — without escalating costs.