Our Tax Return Process
Hagen CPA, LLC
OUR TAX RETURN PROCESS
To ensure a streamlined and accurate return process, please provide all required documentation at once.
Missing documents and information will delay the timely completion of your return and filing.
Due to the complexity of US tax codes, some returns may take longer than others to prepare.
We will contact you via email, text or phone as to your status.
The quickness of your reply will have a direct impact on the time it takes to complete your return.
Not all steps will apply to all individuals – dependent on if client uses email and/or internet, if client has a live-tax appointment, etc.
If you are an existing client, not a new client, skip to STEP 3.
STEP 1
COMPLETE THE NEW CLIENT INTAKE FORM
Intake Forms enable us to obtain the information we need to set you up in our system, including all names, birthdates, social security numbers, dependent information, and pertinent contact info. If information is missing, your return will be delayed.
Please click on the applicable link below to download intake forms.
Once filled out, please either email to hagenadmin@hagen-cpa.com or drop-off at one of our office locations.
STEP 2
PAY NEW CLIENT RETAINER
Once we have set you up in our system, we will email you an invoice for a non-refundable $100 New Client Retainer.
This retainer will be applied towards your first bill with Hagen CPA.
If you do not complete the set-up process or fail to attend a scheduled appointment, without notice or without rescheduling, the retainer will be forfeited.
If you drop-off your New Client Intake Form at one of our office locations, we do recommend also including a check for $100 made payable to Hagen CPA so that one of our admins can go ahead and complete Step 3 with you while you are in the office.
STEP 3
APPOINTMENT SETUP
Existing Clients:
If you would like a tax-live appointment, please call the office to setup.
New Clients:
After we receive confirmation that the invoice for the retainer is paid (or you call/email us to let us know),
an administrative assistant will give you a call to schedule an appointment for you at one of our office locations.
A live tax appointment is not necessary - you can also choose to drop-off/upload your documents and then you would receive a call when the tax return preparation is complete.
STEP 4
SUBMIT FORMS & DOCUMENTS
If you have an appointment scheduled and plan on bringing your documents to your appointment, please go to STEP 8.
The following documents are REQUIRED:
A copy of your Driver’s License (or State ID)
A copy of last year's tax return (or most recently filed tax return)
All supporting documentation including, but not limited to:
W-2, 1099-INT, 1099-DIV, 1099-B, 1099-MISC, 1098 Mortgage Statement, 1098-T, Property Tax Statement, 1098-E, 1095, etc.
Click here for a list of supporting documentation.
Tax Checklist and/or Tax Organizer
Click here to download a Tax Checklist and/or Tax Organizer
We do have an online organizer option, see below.
To submit your documents, you may:
Drop-Off at (or mail to) one of the Office Locations (appointment not needed to just drop-off documents)
We recommend that you keep originals and mail copies.
Scan high-res images and e-mail to: hagenadmin@hagen-cpa.com
Fax them to us at: 608-754-2552
Upload via our online organizer portal – Click here.
This secure portal combines our Tax Organizer and Checklist and allows you to easily answer the questions online
and upload your documents into the same organizer.
For new clients:
If you mark on your intake form that you would prefer to E-Sign & have your return uploaded to the portal,
we will set you up on the online portal as part of the setup process.
For existing clients:
You should already be setup and will receive an email sometime in January each year,
letting you know that the online organizer will be sent out soon.
STEP 5
TAX RETURN PREPARATION
Congratulations!
You have done your part, now we'll do ours to get you the best possible outcome.
Once we have received your documents, we will inform you of what the approximate turnaround time (TAT) is.
Please note that in order to complete your tax return by the April 15th deadline, we need to have your documents submitted by March 1st.
If documents are received after March 1st, we may have to file an extension for you.
Please be available for follow-up inquiries and/or requests for additional documentation.
STEP 6
REVIEW & FOLLOW-UP APPOINTMENTS
Once your return is complete, the tax preparer will call you to review your tax return.
If you would like, the preparer can send you a draft for you to approve via the online organizer portal.
If you are happy with your return, please go to STEP 7.
If you have additional questions or concerns regarding your return, your preparer can schedule an appointment for a follow-up meeting.
This can be done via phone, Zoom, or in-person.
STEP 7
PAYMENT & TAX DELIVERY
Once you have approved the return with your preparer, you will be sent the invoice to pay via email.
Upon receipt of payment, we will upload a finalized copy of your completed return to the online organizer portal, along with any payment vouchers for payments that you owe and forms we will need you to sign to file your return.
For those who do not want to pay online or want an uploaded copy of their return, you can come into the office to pay, sign, and pick-up your return.
The following forms of payment are accepted:
Cash, Check & Credit Cards (Visa, MasterCard, AMEX, Discover)
STEP 8
E-SIGNATURE & E-FILE PROCESSING
Once you have signed the required forms, your return will be sent to the Documents tab on your online organizer portal for you to access at any time.
If you meet with your preparer in-person for either an appointment or for reviewing your return, you will sign the required forms in-person.
Once your signed forms are received, your return will be electronically transmitted (E-Filed) to the IRS and respective State Agencies.
Once accepted, you will receive email confirmations from the IRS and State Agencies typically within 24 to 72 hours.
If tax returns are rejected, we will contact you directly to resolve any errors.
**IMPORTANT**
Returns will not be electronically filed with the IRS and/or State Agencies until payment is received and all required E-File Authorization Forms are signed and returned.
