Client Education & Resources

Helpful information for clients of Madsen and Company on how our process works, what to expect, and how to prepare.

SECTION 1 — How Our Tax Process Works

How We Prepare Your Tax Return

We use a secure, virtual-first process designed to reduce stress and improve accuracy.

You receive an engagement letter to review and sign electronically, along with a retainer invoice.
You complete a secure online questionnaire and upload your tax documents.
We review your information and request clarification if needed.
A draft return is prepared and reviewed internally.
You receive a final invoice, a copy of your tax return, and Form 8879 to sign as authorization to file.
After payment and signatures are received, your return is electronically filed.

This process allows us to prepare your return efficiently while maintaining security and accuracy.

SECTION 2 — What to Upload (Client Checklist)

Common Documents to Upload

Depending on your situation, we may request:

Income
• W-2s
• 1099-NEC / 1099-MISC
• K-1s
• Rental income statements
• Brokerage statements

Deductions
• Mortgage interest
• Property tax
• Charitable contributions
• Medical expenses (if applicable)
• Business expense summaries

Other
• Prior-year tax return
• Identity verification documents
• Notices from tax agencies

Uploading complete and accurate documents helps avoid delays and reduces the risk of amended returns.

SECTION 3 — Secure Communication Rules

Why We Use Secure Messaging

To protect your personal and financial data:

• We do not accept tax documents by regular email
• All sensitive files must be uploaded through our secure client portal
• Messages regarding your tax return should be sent through secure messaging

This protects you from identity theft and ensures compliance with privacy standards.

SECTION 4 — Understanding Deadlines

Important Tax Deadlines

• January 31 – W-2 and 1099 filing deadlines
• March 15 – S-Corporation and Partnership returns
• April 15 – Individual and C-Corporation returns
• Quarterly – Estimated tax payments (April, June, September, January)

If additional time is needed, extensions may be filed, but taxes owed are still due by the original deadline.

An extension:

✔ Gives more time to file
✔ Helps avoid late filing penalties
✘ Does NOT give more time to pay
✘ Does not prevent interest from accruing

Filing a tax extension only provides more time to file your tax return. It does not provide more time to pay your taxes.

Any tax due after April 15 is considered late and may be subject to penalties and interest, even if an extension has been filed.

To avoid penalties and interest, estimated tax payments must be submitted by the original filing deadline.

Extension Filing Policy

To protect both you and our firm, we only file tax extensions for clients who have formally engaged us.

Before we can file an extension on your behalf, we must receive:

• A signed engagement letter
• A paid retainer
• Written authorization requesting the extension

This ensures that we are authorized to act on your behalf and that your extension is filed accurately and on time..

SECTION 6 — Refunds vs Planning (Brand Alignment Section)

Why a Large Refund Is Not the Goal

Many people believe a large refund means success.
In reality, it often means you overpaid throughout the year.

Our focus is:
• Predictability
• Compliance
• Tax efficiency
• Planning before deadlines

This is why we emphasize proactive tax planning, not just preparation.

SECTION 7 — New Client Expectations

What We Expect From Clients

To serve you effectively, we ask that you:

• Submit documents promptly
• Respond to questions in a timely manner
• Use secure communication methods
• Notify us of major life or business changes
• Schedule planning sessions in advance

This allows us to provide better results and fewer surprises.

SECTION 8 — Government & Tax Authority Links

Helpful External Resources

• Internal Revenue Service (IRS): https://www.irs.gov
• Utah State Tax Commission: https://tax.utah.gov
• Social Security Administration: https://www.ssa.gov

These are official sources for forms, notices, and publications.

SECTION 9 — When to Contact Us

Contact Our Office If You:

• Receive a notice from a tax authority
• Start or close a business
• Buy or sell property
• Change filing status
• Have questions about estimated taxes
• Want to schedule tax planning

Early communication helps prevent costly mistakes.