Standard Operating Procedure (SOP)

Fixer Financial Services Tax OfficeRole: Tax Professional

1. Purpose

To establish clear expectations, processes, and compliance standards for all Tax Professionals representing Fixer Financial Services. This ensures professionalism, accuracy, confidentiality, and integrity in serving our clients.

2. Scope

This SOP applies to all tax professionals, contractors, and staff operating under Fixer Financial Services.

3. Professional Standards

• Arrive on time for your scheduled appointments with your clients.

• Dress professionally business casual minimum- in person with client or event from FFS. Video Conference call business casual

• Maintain respectful and professional communication with clients and colleagues.

• Use only approved Fixer Financial Services software and communication channels.

• No side preparation of returns outside the company without written approval.

4. Confidentiality & Compliance

• Protect all client information in accordance with IRS Publication 4557 (Safeguarding Taxpayer Data).

• Do not share client files, documents, or passwords.

• Store physical files in locked cabinets and digital files in encrypted systems.

• Obtain and retain signed Form 7216 (consent to use/disclose tax information) when applicable.

• Adhere strictly to IRS Due Diligence Requirements (Form 8867 for credits such as EITC, CTC, AOTC, and HOH).

• Never falsify or inflate income/expenses to increase refunds.

5. Workflow Process

Step 1 – Client Intake

• Greet clients via phone,sms or email  

• Always verify ID & Social Security cards. Collect all required tax documents (W-2s, 1099s, prior year return, etc.).

• Once the client complete intake forms. Mandatory upload into Taxslayer software CRM and Google Drive Folder “Clients” (IRS - REQUIRE ALL TAXPAYER FILL OUT FORM- WE CANNOT FILL OUT THEIR CLIENT INTAKE FORM).

Step 2 – Tax Preparation

• Input client data into approved software (TaxSlayer or Fixer Financial Services system).

• Review accuracy before moving forward.

• Apply due diligence checks.

• Always communicate with clients via email. No client is to submit private information via text. ( REMEMBER SAFEGUARD ALL CLIENT INFORMATION- ARE YOU WILL PAY A HEALTHY FINE WITH IRS.

Step 3 – Quality Review

• All returns must be reviewed by the assigned Quality Reviewer (if applicable) before being submitted to the IRS.

• Confirm that all income, deductions, and credits are supported by documentation.

• Your tax client process will slow down if you do not : fix errors, upload client information to the portal and google drive, client signature-signed in the portal, agree feed

Step 4 – Client Review & Signature

• Review tax return with client, explaining major line items, refund or balance due.

• Always send an email of communication explain tax refund and the amount- get a reply back “clearance to move forward” . Obtain client signatures on 8879 (IRS E-file Signature Authorization) and state equivalents.

• Provide the client with a copy of their signed 1040 return.

Step 5 – E-Filing & Payment

• Elizabeth Hooper will submit return electronically.

• Confirm transmission acceptance by IRS/state- check in the software.

Step 6 – Post-Filing Follow-Up

• Send client a confirmation email/text once return is accepted- acknowledgement .

• Offer additional services (bookkeeping, credit repair, tax planning).

• Keep client files updated and archived securely for 7 years.

6. Technology & Software

• CRM system must be updated for every client.

• Use secure company email addresses and portals for document exchange.

• Do not download client documents to personal devices ( sharing devices).

7. Ethics & Integrity

• Honesty is required at all times.

• Zero tolerance for fraud, misrepresentation, or unauthorized disclosure of client data.

• Any violation may result in termination and legal reporting.

8. Client Service Standards

• Return client calls/emails within 24 hours.

• Handle disputes respectfully and escalate to management if unresolved.

• Educate clients on tax responsibilities when needed.

9. Recordkeeping

• Maintain accurate client notes in google drive.

• Retain all signed documents and proof of compliance.

• Follow retention guidelines for 7 years unless otherwise directed.

10. Acknowledgment

All tax professionals must read, understand, and sign the attached acknowledgment sheet.

CPA PARTNERSHIP & OUTSOURCING AGREEMENT

CPA Partnership Agreement

This CPA Partnership Agreement (“Agreement”) is entered on [Date signed below] by and between: Fixer Financial Services referred to as “Service Provider,”and CPA Firm "A.O.E.", referred to as “CPA Firm.”

Collectively referred to as the “Parties.”

1. Purpose

The purpose of this Agreement is to define the terms under which the Service Provider will perform outsourced tax preparation services for clients of the CPA Firm. This Agreement is designed to protect client ownership, confidentiality, professional boundaries, and compliance.

2. Scope of Services

a. The Service Provider shall input, prepare, and assemble tax return data strictly based on documentation provided by the CPA Firm.

b. The Service Provider’s role is limited to technical preparation and administrative processing only.

c. The Service Provider shall not provide tax advice, tax planning, legal interpretation, or professional opinions.

d. All prepared returns shall be submitted to the CPA Firm for final review, approval, signature, and filing.

3. CPA Firm Responsibilities

a. The CPA Firm retains full responsibility for compliance, due diligence, accuracy review, and filing of all returns.

b. The CPA Firm is the only authorized signer and filer of tax returns.

c. All tax advisement, strategy, and client decision-making remains solely with the CPA Firm.

4. Client Ownership & Non-Solicitation

a. All clients serviced under this Agreement are and shall remain exclusive clients of the CPA Firm.

b. The Service Provider has no ownership interest, marketing rights, referral rights, or future claim to any CPA Firm client.

c. The Service Provider, including all staff, contractors, and affiliates, agrees that they shall not directly or indirectly:

• Solicit or market services to CPA Firm clients

• Offer additional services or products

• Build independent relationships with CPA Firm clients

• Collect client contact information for future use

• Refer clients to another firm or personal business

d. Client poaching, side communication, or “under-the-table” arrangements are strictly prohibited and constitute a material breach of this Agreement.

5. Prohibition on Independent or Competing Engagements

The Service Provider and its tax team expressly agree that they shall not:

a. Seek employment, contracts, or independent work directly with the CPA Firm outside this Agreement

b. Create or operate a competing business relationship with the CPA Firm

c. Attempt to replace, undercut, or bypass the CPA Firm

d. Use insider access to position themselves as a future service alternative

This restriction applies during the term of this Agreement and for 24 months following termination.

6. Communication Restrictions

The Service Provider shall not:

• Provide tax advice

• Negotiate or discuss fees

• Represent themselves as the CPA or affiliated CPA entity

• Communicate with clients without written authorization

Any approved communication shall be limited to document collection or administrative clarification only and must be pre-approved in writing by the CPA Firm.

7. Confidentiality, Data Protection & IRS Compliance

a. All client data, tax records, financial documents, and personal information are confidential and remain the sole property of the CPA Firm.b. The Service Provider agrees to comply with all IRS regulations, including but not limited to IRC §7216, Safeguards Rule, WISP requirements, and data privacy laws.c. Client information shall not be copied, downloaded, stored on personal devices, transferred, shared, sold, or discussed.d. Confidentiality obligations survive termination of this Agreement indefinitely.

8. Compensation

a. The Service Provider shall receive forty percent (40%) of the total client bill for each tax return prepared under this Agreement.

b. The “client bill” is defined as the actual amount invoiced to and collected from the client by the CPA Firm for tax preparation services, exclusive of penalties, interest, refunds, or government-issued payments.

c. Compensation is earned only after the CPA Firm has received full payment from the client.

d. Payments to the Service Provider shall be made via Direct Deposit within seven (7) business days of the CPA Firm’s receipt of cleared funds.

e. Returns that are rejected, reversed, unpaid, charged back, refunded, or otherwise not collected by the CPA Firm do not qualify for compensation.

f. The CPA Firm retains sole discretion over pricing, billing structure, discounts, write-offs, and client fee adjustments, and such decisions shall not constitute a breach of this Agreement.

9. Term & Termination

This Agreement begins on the effective date and remains in force until terminated.

The CPA Firm may terminate this Agreement immediately if:

• Client confidentiality is breached

• Unauthorized client contact occurs

• Client solicitation is attempted

• Data is mishandled or misused

• Fraud, misrepresentation, or ethical violations occur

10. Breach & Remedies

If the Service Provider or any member of its team breaches this Agreement:

a. Immediate termination may occur

b. All pending commissions may be forfeited

c. Legal action may be pursued

d. The Service Provider may be liable for financial damages, regulatory penalties, and reputational harm

11. Independent Contractor Relationship

This Agreement does not create an employer-employee relationship. The Service Provider operates as an independent contractor and is responsible for its own taxes, insurance, and business compliance.

12. Governing Law

This Agreement shall be governed by the laws of the State of Texas .

13. Entire Agreement

This Agreement represents the entire understanding between the Parties and supersedes all prior written or verbal agreements.

Compensation & Direct Deposit

IRS refunds are released in batch drops, not daily. Most drops occur on Tuesdays, Wednesdays, and Fridays, with the largest waves happening late February through mid-March. These are patterns, not guaranteed dates.

Our compensation is based on funded taxpayers only. Once a client is funded, you are paid. We do not split revenue. You receive all proceeds. Slow days are normal. Big funding days come in waves.

Compensation is issued based on funded taxpayers, it is important that your banking information is accurate and up to date to avoid any delays in payment.

Please update with the following information exactly as it appears on your bank account:

• Bank Name

• Routing Number

• Account Number

• Account Type (Checking or Savings)

If your information has not changed, please select with:

Tax Team Pricing & Performance Acknowledgment

1. Tax Preparation Pricing (Flat Fees)

I understand that the following are the standard flat fees charged to clients. Fees are based on complexity and are not negotiable unless approved by management.

• Student (W2 only, under 21): $250

• Single (basic, W2 only): $400

• Single with retirement, mortgage, or 401k: $550

• Single Parent / Head of Household (HOH): $750

• HOH High Complexity (rent + 401k + other ownership): $950

• HOH with Business: $1,500

• Married Filing Jointly (MFJ): $1,000

• Married Filing Separately (MFS): $800

• Starter Small Business: $1,250

• Small Business / 501(c)(3): $1,500

• S Corp $150K+ / 501(c)(3) Complex: $2,500Deposit required: $500–$1,000

2. Compensation & Funded Returns

I understand and acknowledge the following:

• Compensation is based on fully funded taxpayers only

• A return is considered funded once the client’s refund is released or payment is completed

• No split revenue is required

• I receive 100% of my proceeds

• No funding means no compensation yet

  
  

3. Performance Expectation: Knowing Your Numbers

It is recommended that each preparer aim for a minimum of 25 fully funded returns during the season.

I understand the importance of:

• Tracking how many returns I prepare

• Knowing how many are funded

• Understanding my average fee per return

• Knowing what I need to earn my income goals

Example understanding:

4. Marketing & Client Growth Responsibility

I understand that:

• Fixer Financial Services provides structure, systems, and support

• Building a client base requires intentional marketing

• Some preparers are new, some are returning, but everyone is responsible for visibility

Tax preparation is not only about preparing returns. It is also about:

• Communicating value

• Educating clients

• Following up

• Being consistent in outreach

5. Understanding the Role of a Tax Preparer

I acknowledge that:

Being a tax preparer is primarily about education and technical expertise in tax law, compliance, and accuracy.However, sales and marketing skills are crucial to building and growing a client base.

Preparing taxes without marketing limits income potential . Education plus marketing creates sustainability.

6. Acknowledgment

By continuing to prepare returns with Fixer Financial Services, I confirm that I:

• Understand the pricing structure

• Understand how and when compensation is earned

• Understand the recommended goal of 25 funded returns

• Understand the importance of tracking my numbers

• Accept responsibility for marketing and growth

Name: __________________________

Signature: ______________________

Date: ___________________________