Client Copy presentation - what do you use?

[ttbtaxes]

I'm curious what you use for presenting the personal tax client's copy to the client. For any corporate/business client, I have a fancy spiral-binding system I use with specially-designed covers. This is also used with high-end personal returns.

For me, it is too time consuming, and expensive, to do the spiral binding system with low-end personal tax clients.

1) What presentation folders do you use for garden-variety personal tax clients?

2) Where do you get them from?

3) Do they have pockets for client documents?

Thanks.

[DTS]

One office I worked at had a comb binder and that was very nice, but too expensive for a one-person office starting up. I decided to do side-staple folders (no pockets) that I purchase from Image One. I believe cost was 55 cents per folder last time I purchased.

Edit: Here is the link for you. It's now Greatland. Hmmm...

http://1800imageone.greatland.com/

[Peachie]

Hi TTB

I'm curious what you use for presenting the personal tax client's copy to the client. For any corporate/business client, I have a fancy spiral-binding system I use with specially-designed covers. This is also used with high-end personal returns.

For me, it is too time consuming, and expensive, to do the spiral binding system with low-end personal tax clients.

1) What presentation folders do you use for garden-variety personal tax clients?

2) Where do you get them from?

3) Do they have pockets for client documents?

Thanks.

I buy the colored folders from Staples. I like to have all of the information I use to prepare the return enclosed (Not ALL supporting documents). The W2, itemized sheet if they have one, etc. I neatly staple their info and my invoice on top inside the folder. I staple the staples from outside in so the customer has no snag issues to their person. I have a Swingline stapler I purchased years ago that can staple a lot of sheets.

I make labels for the folders with the clients name and tax year. I also staple a business
card on the opposite side, in side the folder. I place my company info on a label on the outside of the folder. I use to have a stamp, but once it got so old-I never replaced.

I use no pockets. The clients like the folders and that everything is nicely stapled for them. I tell them if I'm not around and they are audited, all they have to do is pick up the folder and have a good presentation :-)). Hope this helps.

Peachie

[Lion]

Cheap Two-Pocket Portfolio Folders from Staples

I stock up at back-to-school sales at Staples for their cheap, two-pocket portfolio folders, a different color each year. Have found them as cheap as 1 penny. They have the cuts to insert my business card. Right side is for their stapled return, left for their original documents. I buy small oval stickers from M&C with the year, alternating years between gold and silver. I also use slightly better paper for client copies.

For businesses and for individuals with returns too thick for the cheap folders, I buy similar but vinyl/plastic/whatever it is folders from Staples in a similar color that hold more.

I've actually had some compliments on my packaging from business clients. And, I've had personal clients really like the different color for different years. I can be on the phone with a client and tell them to look for the green folder or whatever I used for that year.

Sometimes I use a "back up" color if multiple returns in a family, such as dark green for the parents and bright green for the kids.

I spend my money on software and education and a bit on paper as that's the first thing my clients touch to review, to sign, etc. But, I have used furniture and buy folders on sale in August.

[ToledoEd]

We have used 2 pocket Portfollios with a custom label on front since 1986. One year we bought out the local CVS pharmacy of their left over back to school stock, lasted us for 3 years.

Our clients like the different colors for different years, and they fit in a file cabinet.

[erchess]

No pocket top staple imprinted recycled stock

I get my folders from Tenenz. They staple at the top, have no pockets, are imprinted with my name business name contact info and their EA Seal on recycled stock with biodegradable soy ink. When I get richer I may start paying extra to have my colorful logo on them.

These folders are heavy and yet I have some returns where I have to use more than one folder to hold a year's "stuff". I do return everything they give me stapled in with only one staple or if I do use more than one I staple in a note stating the number of staples. If there were ever a question whether I saw something that needed to be but was not on the return I would look to see if it was among the papers I saw. If it's there but there are unexplained holes then I possibly have an untruthful client.

The folders I use are not as attractive as they might be but they are earth friendly and that is important to me personally and to many of my clients.

[taxea]

I use std 2 pocket portfolio and different color for each tax year. I print a label to attach to the outside. People don't do anything but toss them for the most part so I don't try to impress. It's how the return is done that counts in the long run.

[joanmcq]

I buy top staple tax covers from Tenenz that match up with my software. They're cut so a printed sheet shows through with the Clients name & the tax year, as well as my name & address. I put the docs, unless there are very few, in a double pocket portfolio. I wish I could get around giving two packages, but there are usually too many docs to staple in with the tax return.

[JohnH]

Oh, I LIKE the 2-package returns - Bigger Bill.

- sometimes Ive considered charging them by weight rather than time.

Billable ounces might be more profitable than billable hours...

[Jiggers]

For the tax return, I have printed my own cover on white card stock. The front has a place for a label with the client name/address printed from my tax software. I handwrite the year, so these covers can be used from year-to-year.

This also advises the client that they need to keep this copy of the return and all documents related to the return. It gives my business name, my name, address and phone number. That has come in handy in the past when executors of estates or children of elderly parents are trying to find the person that prepared the returns.

The back cover is blank.

I put the return in between these two covers and staple in the left upper corner.

This is then placed in a two pocket red cover purchased from Quill. There is a diecut in the left pocket for my business card.

The red cover makes it easy to find the return in a stack of papers, or so my clients tell me!

Depending on the amount of client information, this may or may not be placed behind the return in the folder.

[superman]

Binding Machine

I use a binding maching that uses the combs. A long time ago when I first started doing this I found a machine from a school that was closing down and bought it cheap. It works great and now all I have to buy is the clear covers,backs and I print out a cover sheet that my wife designs for me each year that I can change the name on for each client.The feedback is always great and I have had some clients say that they have come back to me because this little extra effort shows how much pride I put into the work I do. The overall cost per unis is about 50cents for each packet but I feel that it is money well spent.

I do run a one man shop and the time to do this extra step takes about 3 min. so not much time and it does look good.

Superman

[Will H]

Folders from NATP. Imprinted with my name and address and have the NATP logo.

[Bonnie]

Just bought a box of 9X12 Manilla envelopes 100 for $5.00. Yea, cheap and this is what I started using 5 years ago when I first started working at home. After a couple years, I thought they seemed cheap and I should upgrade. When I mentioned this to many clients, they begged me not to but to keep these envelopes. They said they fit perfectly in the file cabinet and stand out so they recognize them right away (those who actually file them). Most call me wanting a copy cause they can't find their copy. Most returns I do are ones that the customer copy of both federal and state and all supporting documents fit in the envelope and when I close the envelope with the clasp, nothing gonna fall out. If everything doesn't fit, I put return in one and docs in a second and hand write the year and their name on the outside of envelope. My customers all love it and it works for me.

[oceanlovin'ea]

I have used large envelopes that I purchase from Tenenz. They actually come in 2 sizes but most say the larger one doesn't fit in a file cabinet drawer. I have used it for the same reason that Bonnie mentioned. Everything is inside the envelope and doesn't fall out.

I staple their tax return and most of the w-2's and 1099's to the back of their return. If there is a large amount I might staple the return together and then the supporting documents together.

On the outside I can write the year, the amount of their refund and when to expect it or the amount due. I found some large stickers from vistaprint.com that fit nicely on the corner of the envelope so if in the future family needed to know who prepared the return my information is there.

This has worked great for years so I guess I will stick to what I use. I know some of the folders look more expensive and maybe more professional but I think I will stick to what I am using.

Linda, EA

[Earl]

Like Superman I use binders and combs for the returns. All W2's, 1099's etc are punched and fastened into the folder along with the return and any other information I want to pass along.