--- title: Our Process - TimoTax description: Optimize financial success with our tailored accountancy. Choose a trusted partner for efficient, personalized, client-centric accounting. --- [Skip to content](https://www.timotax.com/process#main-content) Tax Season is here! Discover how our [Personal](https://timotax.com/personal-tax-preparation) and [Business](https://timotax.com/business-tax-preparation) Tax Preparation services can assist you in completing your tax filings. Close ** Click to close How We Operate # Our Process Navigating Financial Excellence: Our Proven Process and Collaborative Approach. ![Standup meeting-amico](https://www.timotax.com/hubfs/StorySet%20Illustrations/Standup%20meeting-amico.svg "Standup meeting-amico") #### Communication Methods We'll guide you in strategizing your tax planning throughout the year. [ Communication Methods Click to view ](https://www.timotax.com/process#communication-methods) #### Our Standard Workflow Get help with your state and federal tax preparation needs. [ Our Standard Workflow Click to view ](https://www.timotax.com/process#workflow) #### Tax Compliance Timeline Resolve any outstanding disputes or issues with your previous tax filings. [ Tax Compliance Timeline Click to view ](https://www.timotax.com/process#tax-compliance-timeline) #### Planning & Advisory Timeline We offer a wide range of services either stand-alone or as an add-on. [ Planning & Advisory Timeline Click to view ](https://www.timotax.com/process#planning-advisory-timeline) ## Our Office Hours Off Season (May - December) Monday - Friday: 10am - 5pm Weekends: Closed Busy Season (January - April) Monday - Friday: 10am - 6pm Saturdays: 10am - 3pm Sundays: Closed ## Communication Methods Telephone Calls For existing customers with contracts only. Emails (Preferred) During Non-Busy Season (May - December): 1 - 2 Business Day Response Time During Busy Season (January - April): We strive to maintain the highest standards of service; however, please be aware that response times to communications may be longer than usual due to the increased volume of inquiries. Text Messages / SMS Responses within 2 - 3 Business Days Virtual Meetings Pre-scheduled appointments only. In-Person Meetings Pre-scheduled appointments only ## Workflow 1. Client signs Letter of Engagement 2. Document Handoff 3. Client Completes Organizer and Uploads Documents 4. Preparation Begins 5. Resolve Queries 6. Internal Review 7. Wrap Up and Delivery of Tax Return 8. Client Pays Invoice 9. Client Electronically Signs E-File Forms 10. Tax Return Submission to Authorities   ## Tax Compliance Timeline Our standard timeline for tax compliance is as follows: - ###### January Q4 estimated income tax payment due; Engagement Letter, Organizer Sent; W-2 and 1099s due - ###### February Pass-Through Entity Information Submission Deadline - ###### March Personal income tax information and documents due; Pass-Through Entity Tax Return deadline - ###### April Personal income tax return and Q1 estimated income tax payment deadline. - ###### June Q2 personal income tax payment deadline. - ###### August Extended Entity Submission deadline. - ###### September Extended Individual Submission deadline; Q3 estimated tax payment due; Extended Pass- Through Entity Tax Returns due. - ###### October Deadline for extended personal income tax returns. Adhering to deadlines is crucial for a smooth and efficient tax preparation process. Late submissions may necessitate filing for an extension. ## Planning & Advisory Timeline The planning and advisory process is tailored to each client. Deadlines are assigned based on the assessment of your requirements, typically 2-3 weeks ahead of payment deadlines. • **Engaging in proactive quarterly planning is highly beneficial. **It helps avoid surprises, provides greater flexibility in strategy, and aligns your tax obligations with your cash flow. “It’s better to perform a physical than an autopsy.” • There may be other advisory matters that come up. I strongly encourage you to reach out with questions during the year. It may be a quick answer or lead to a bigger project. We will discuss the issue and explore options to address them at a level you are comfortable with. - #### April Q1 Estimate Due - #### May Q1 Estimate Due - #### June Q2 Estimate Due - #### August Q3 Planning Starts - #### September Q3 Estimate Due - #### November Q4 Planning Starts - #### December Q4 Estimate Starts ## Customer Data Retention 3 Year Document Retention Policy We will retain copies of tax returns and related workpapers for a period of three  (3) years from the date of filing.  After this period, our firm reserves the right to permanently delete or destroy all records without further notice.  It is the client's responsibility to maintain a complete copy of all tax returns, supporting documentation, and financial records. Information Maintained We will retain copies of the following documents as standard for our clients: 1. Copies of filed tax returns 2. Documents provided by the clients include bank checking/savings accounts, credit cards, loans, mortgages, lines of credit, expense reports, POS reports, and tax source documents like 1099-K, 1099-B, etc. 3. Correspondence with tax authorities.  ### Have Additional Questions? Our team would be more than happy to help answer any questions or concerns you may have about our way of working. 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