Staples - So Elementary

[S T]

I am having an issue with "Staples" as in the " Common Stapler"

I am now finding over the last few years the paper copies of tax returns that we send to clients have become "humongous" 90 to 150 pages _ UGH

I am having two issues, one to find a presentation folder to send to the clients, but more importantly "how to staple" for these very large returns.

I have a stapler that is "suppose to" accomadate different size staples, but once I load the larger staples it doesn't want to work correctly and "never" staples correctly.

Anyone have an idea of a "Gigantic Stapler" to accomplish this job! Or how do you?

What about a source for "presentation folders" if you use?

What about mailing costs? _ I have now over the summer been utilizing the "Flat Rate Envelopes and Boxes" from the Post Office, which are free of charge for those really large returns. Saved a few "$$" in postage.

Any other ideas for those that have tax clients with these "really big" returns as in "Paper" - I still have a lot of clients that want the paper returns in addition to the "PDF"

Trying to get ready for next filing season !Q

Thanks for sharing,

Sandy

[BOB W]

One way is to buy a printer that prints on both sides, duplex. It uses half the paper. And use those old acco fastners. You know, the ones that go through the top on the paper with two hole, folds over and gets locked into place with a flat slider bar.

[JohnH]

Like Bob, I like Acco clips for the bigger returns. I keep a box of the Acco clips with adhesive on the flat space. When the return gets too large to staple comfortably, but still not too large for my standard client folder, I use a two-hole punch through the back side & the flap together for added strength, then peel the tape off the adhesive & attach the Acco clip to the folder from the outside. I then punch the return pages and slip them down on the Acco clip with the cover page on top. It works pretty well.

Anything too large for this arrangement goes into a pressboard folder with a custom label and an invoice to match.

[S T]

Side or Top

I have always used "Side Stapled" Folders,

The Acco Fastner might just solve my problem.

So, you are using Top Staple/Or two Hole Punched? What is your source for the presentation folders to the client??

Thanks

Sandy

[S T]

Duplex Printer

Hmm!
The more I think about it - A Duplex Printer might work as well, for more reasons than one.

I will have to check on my new printer and also my Tax Software.

A duplex printer, would solve my "stapling" problem, and then might save on paper costs, and postage costs (for those returns that are mailed. Downside would be more "toner cartridges" and maybe upgrade "paper" to accept a duplex printing.

I welcome all suggestions!

Thanks,

Sandy

[erchess]

Questions and Answers

First the biggest questions are - if a return has to be mailed to the Taxing Agency is it fine with them if said return is printed duplex? Also how much do duplex printers cost and how heavy are they? Did I understand someone in this thread to say that they use more toner than other printers? And if so, why?

Also will a store like Office Max know what an an Acco Fastener is and when I look at one will I intuitively know how to use it? Also can I get a hole punch that will make one hole in an entire return or is that possible? I am not sure I would succeed in getting the holes more or less lined up so the edges would look right if I had to do multiple punches on the same pile of paper.

I have only since last tax season acquired many clients to whom I mail things so while I may at some point begin to stock mailers I do not do so now. So far when I want to mail something to a client I drive with "it" to the PO or the UPS Store where I purchase and fill out a mailer and pay for shipment. Counting both my business and personal lives I do not think I have in my adult life shipped or mailed more than one thing in one day. That's going to change as I get busier.

I currently own three satisfactory (to me) staplers. There is a standard desktop stapler by Swingline that will decently handle up to about twenty pages. That covers most of what I do at my desk. Whether I am at my desk or working with a client away I always take my Heavy Duty Swingline and my Staples One Touch. The HD Swingline really looks sloppy if the sheaf of papers is thinner than a good quarter inch because the staple will be loose. The other criticism I have of it is that on all three instances of this model I have been around the upper part is not adequately supported by the support spring and to put paper in it is necessary to lift this top part. On the other hand the darned stapler will do up to 120 pages which is the most I have ever needed to do once I got in the habit of separating Federal from State plus supporting schedules on client copies of large returns. My One Touch is great in that it will do from two to sixty sheets most admirably but it really can't cope with more than sixty.

I looked at a lot of places for client Folders even got a lot of samples and the ones I liked best and also among the cheapest were by Tenenz. I use the grey recycled ones printed with soy ink and in this area my environmentalism is appreciated.

[BOB W]

Hmm!
The more I think about it - A Duplex Printer might work as well, for more reasons than one.

I will have to check on my new printer and also my Tax Software.

A duplex printer, would solve my "stapling" problem, and then might save on paper costs, and postage costs (for those returns that are mailed. Downside would be more "toner cartridges" and maybe upgrade "paper" to accept a duplex printing.

I welcome all suggestions!

Thanks,

Sandy

Here is a refurbed duplex laser printer. Not that I recommend a refurb but I have ordered refurbs in the past. Paper quality could be your standard paper. Ink usage would be the same.

http://www.refurbexperts.com/2200d-reconditioned-duplex-mono-laser-printer-p-163.html?utm_source=yahooshopping&utm_medium=cpc&utm_term=HP%2B2200D%2BReconditioned%2BDuplex%2BMono%2BLaser%2BPrinter&utm_content=HP%2B2200D%2BReconditioned%2BDuplex%2BMono%2BLaser%2BPrinter&utm_campaign=yahooshoppingdatafeed

[Kram BergGold]

My solution

I use three staplers for tax returns. A Staples brand for regular staples. A Bostich heavy duty stapler for 3/8 " staples and a Swingline model 415 for 1/2 " staples. This system works quite well.

[JohnH]

I have always used "Side Stapled" Folders,

The Acco Fastner might just solve my problem.

So, you are using Top Staple/Or two Hole Punched? What is your source for the presentation folders to the client??

Thanks

Sandy

I buy the blue 'Slip Sheet" folders with a top staple tab from Tenenz (Item# 12-310).

http://www.tenenz.com/index.php?view=search_results&detail=1&pid=12-310

When I switch to the Acco clips, I fold the top tab down and punch through both it and the back side of the folder (gives it a little more holding strength) with a two-hole punch.

[JohnH]

Here's the Acco fastener. I'm sure you've seen them before:

http://www.suitesupply.com/premium-2-piece-paper-fasteners.acc70022-ctn.01.htm#gallery

I prefer Acco fasteners which have adhesive on the prong base. You peel away the paper and let the adhesive stick to the back of the folder. Then you can spread the prongs after putting the papers in place and you don't even need to use the slide compressor on top unless you want to.


And the 2-hole punch. This one's basic, but there are some pretty fancy ones out there as well. Notice the little slide arm on the base - that can be set to insure that you always punch the holes in the same place. All 2-hole punches have some sort of alignment gadget on them. There's a physical limit to how many sheets you can punch at one time, but that isn't an issue since the alignment will always be the same if you pay attention. So I usually punch the paperwork for a single return in 2 or 3 batches.

http://www.suitesupply.com/40-sheet-heavy-duty-2-hole-9-32-diameter-black-heavy-duty-high-capacity-hole-punch-master-products.matmp250.01.htm

[Chief]

Staples

Sandy, have you looked into the possibiliry of punch and binding equipment for spiral binding those huge returns.. Makes for a very professional looking product. GBC and SW are two suppliers for this kind of equipment.

[ChEAr$]

Pick and choose

You might want to reassess what all you print out as client copy.
We are required to give a copy of the return to the client, and my software (Taxwise), even
though by default it prints out all those worksheets, etc, I have chosen not to print those; only actual forms and schedules that would be submitted with a paper return.

This might cut down on the paper you use.
Well, yes, it would.

[Edsel]

Agree with ChEAr$

..bad as I hate to. But he's right.

Sandy, unless you have multiple state returns, it's unthinkable that you would have that many returns that are 90-150 pages long. I think part of it is you - having followed your posts I've noticed that you are very documentary in your approaches. That is intended to be a compliment of the highest degree and not a criticism.

But this focus on documentation can lead to you retaining dozens of documents that are perhaps unnecessary. My software routinely prints out 3X-4X as many documents as can possibly be needed. If I include this, then yes, I will have some returns in the 100-page range. Some of this is only remotely related to the tax return itself. I would include the basic tax return in his copy package, and very little of anything else.

If the client needs more information, he can come to you later, right?

[superman]

binding returns

I bind all of my tax returns and get great feedback by doing this. We purchased a binder at a local school dist. that was closing some schools and as for supplies we just go to the local officemax. The front covers are a overhead sheet and we make a custom coverpage on card stock the back is a pressed chip board backing that is very sturdy. Even the low dollar returns get this treatment and I always hear wow no one has ever done this before. Another benefit is that the client do not seem to lose this copy and if they do I charge for another.

Superman

[Lion]

Staplers

I must have 10-12 or more staplers in this house. I have three that I use all the time for tax returns. One is a humongous Swingline for the big returns. It won't do as many sheets as it claims, though, since the paper slips. But, I can staple the states separate from the federal, for example, or any other way of dividing up the return that makes sense. Sometimes, I then put the separately stapled parts together with a large binder clip.

I use slightly better paper and genuine HP toner and really expensive software, but my folders are color-coded by year and just the penny-sale back-to-school-sale folders with two pockets and a business card slot from Staples. I get metallic oval "year" stickers from M&C. I also get Staples' plastic/vinyl/whatever folders that hold more than the paper ones for the fatter returns and for entity returns or so mom & dad's looks different than the kids' folders. With the stickers and the different colors each year, my clients have complimented me on my packaging. Of course, those were the clients that came from HRB! I gave up on the top stapled presentation folders as my returns got fatter. I was spending waaaay too much time getting them stapled.

My first year was blue folders with silver stickers, second was yellow with gold. Several clients requested green, so next season it's green with silver stickers. I get a few in a complimentary color for large families or business plus personal or trusts in the same families to color-code biz vs. personal or parents vs. kids or whatever. Blue year was purple, yellow year was orange, and I have medium and dark green for next season.