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Eide Bailly

Introduction

HTB CPA, which boasts a rich, colorful history as it celebrates its 100 years in the business, has undergone phenomenal growth over the years. The practice is still on the way to growing with each passing success, despite doing amazingly well. Managing the filing of 1099 forms, however, was a growing problem for the firm because of an increasing volume of filings with a growing client base. For all those years, HTB CPA made use of an old filing method reliance on 1099 forms by way of red paper with conventional methods, which was untimely and laborious. The paper-based system happened to be flawed, inefficient, prone to mistakes, and resulted in huge stress during peak filing seasons. At the Scaling New Heights conference, HTB CPA discovered Tax1099 in 2015, and since then, the firm entirely changed the way it files 1099s by moving from a strongly paper-based process to a fully automated e-filing process that has improved accuracy, streamlined workflows, and higher client satisfaction.

Client Background

HTB CPA is a reputable accounting firm, with a century-long legacy, providing the gamut of accounting services, ranging from tax preparation to audits and consulting, to a great multitude of clients coming from diverse industries.

Currently operating through five offices with approximately 150 employees, HTB CPA serves an enormous number of clients that cut across numerous industries and handles thousands of tax filings annually. Notably, two of these offices were opened during the period when the company partnered with Tax1099, reflecting its growth and enhanced operational efficiency.

As the company began to grow, so did the intricacy and volume of 1099 filings. It placed a tremendous burden on the accounting department, especially around tax season. Manual dependency by the red paper forms led to inefficiencies in keeping track of the status of the filing, meeting deadlines, and ensuring compliance.

Challenges

Tremendous Manual Burden

The application process for the manual 1099 filing was a cumbersome and highly time-consuming process for HTB CPA. It had issues tracking forms, with unclear identities of who filed or who didn't, and what should be filed or filed and verified. It caused bottlenecks most importantly during peak seasons, causing frustration and burn out.

Tracking and Visibility Issues

With the decentralized, manual system in place at HTB CPA, there was not a great way to determine the status of any 1099 forms. Partners and managers frequently asked staff to report on the status of their filings, but it was challenging to respond without real-time visibility.

Inefficiencies in Client Communication

The firm would take longer to respond back to clients on their status of forms, therefore delaying and frustrating clients and generally lowering the client satisfaction level. Such manual processes were also cumbersome in ascertaining whether their forms were sent out at the right time.

Risk of Errors and Missed Deadlines

The reason for the manual approach is that it is loaded with clerical errors and missed deadlines, which can expose the service provider to penalties and client dissatisfaction. You cannot have timely tracking of the status of documents filed, thus raising this risk.

Inability to Scale

The firm expanded, but it could not handle the extra volume of filings that were brought about. The team could hardly bear the extra work without piling pressure onto it since the company relied so much on manual processes.

Discovery of Tax1099

HTB CPA discovered Tax1099 in 2015 at the Scaling New Heights conference and knew, within that room, they had found what they were looking for. The firm was fueled by the desire to move away from red paper forms, to take advantage of e-filing, and to have an easier, more efficient filing process that automatically met their expectations for real-time tracking, ease of use, and scalable filing solutions as promised.

Tax1099 Clients
Amy, Senior Tax Manager,HTB CPA

"We’ve completely transformed our filing process with Tax1099. It’s a game changer for our team and our clients.”

Solution Provided by Tax1099

Unified Dashboard for Real-time Tracking

Backed with the best user experience, Tax1099 provided HTB CPA a unified dashboard that offered full real-time visibility over the status of all 1099 forms. This indicated that the firm could track and trace each form's progress from preparation, through submission to the IRS.

Bulk Import and Export Features

Tax1099 bulk import and export functionality of uploading numerous client data was quite helpful for uploading any large volumes of client data quickly and accurately. This function saved considerable time and reduced the risk of data entry errors, especially when it was tax season.

Effortless Integration with Workflow Tools

HTB CPA integrated Tax1099 with their existing workflow software, Karbon for a transparent filing process. With the ease of the dashboard in Tax1099, the firm could streamline the process from client submission all the way to final filing, ensuring that every 1099 form is tracked at each stage by the team.

Efficient Client Communication

Tax1099’s integrated mailing and e-delivery system made it easier for HTB CPA to send completed 1099 forms to clients quickly, improving communication and ensuring that clients were informed of the status of their forms without delay.

Scalable Filing System

Tax1099’s platform allowed HTB CPA to scale its filing process easily, enabling the firm to take on more clients and handle more forms without adding extra overhead. The firm also expanded into new areas of reporting, such as 1095-C reporting, which they could never have managed without the automation provided by Tax1099.

Impact Area Pre-Tax1099 Situation Desired Outcome Post-Tax1099 Result
Time Spent on Filing The manual filing process was time-consuming, especially during peak seasons. Reduce time spent on filing by 70-80%. HTB CPA saved 20-25 hours per employee per month, allowing staff to focus on higher-value tasks.
Error Rate and Missed Deadlines Manual processes led to errors and a risk of missed deadlines. Achieve 100% accuracy and on-time filing. HTB CPA achieved 100% accuracy and filed all forms on time, reducing penalties and compliance risks.
Scalability Struggled to manage increased filing volumes with a manual system. Scale operations without increasing staff. Tax1099’s automation allowed HTB CPA to take on more clients and expand into new reporting areas, such as 1095-C reporting.
Client Satisfaction Limited communication tools led to slow responses and lack of transparency. Improve transparency and communication with clients. Clients appreciated the real-time updates and faster communication, leading to increased satisfaction.

Key Outcomes

Time Savings

HTB CPA saved significant time—approximately 20-25 hours per employee each month—thanks to Tax1099’s automation and bulk filing features.

Accuracy

The firm eliminated errors and achieved 100% accuracy with built-in data checks and real-time status updates.

Scalability

With Tax1099, HTB CPA was able to scale its operations, taking on more clients without adding additional resources.

Increased Revenue

The increased efficiency allowed HTB CPA to complete more filings in less time, increasing revenue from tax filing services.

Client Feedback

Clients praised the firm for its improved communication and quick turnaround times, leading to greater client retention and satisfaction.

Conclusion

HTB CPA’s transition to Tax1099 marked a pivotal moment in the firm’s history. What started as a shift from manual red paper forms to an automated e-filing system quickly turned into a comprehensive overhaul of their tax filing process. Tax1099’s intuitive platform, seamless integration, and scalable features have empowered HTB CPA to handle more filings, improve client communication, and achieve unparalleled accuracy. This transformation has allowed the firm to better serve its clients while growing its business with efficiency and ease.

Michael Ladd

“Tax1099 has completely transformed the way we handle tax filings. We can now upload forms in bulk, track their progress in real-time, and ensure everything is filed accurately and on time.”

Amy, Senior Tax Manager,HTB CPA

Start Using Tax1099 Today

Transform your firm’s 1099 filing process with the same powerful tool used by HTB CPA. Book a demo today to see how Tax1099 can streamline your operations and help you grow.

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