Tax season is the most demanding time of year for any tax preparation firm. Between managing client intake, collecting documents, sending organizers, scheduling appointments, and handling billing, the administrative load can be crushing — especially for small and mid-sized firms without dedicated administrative staff.
A virtual assistant (VA) can take on the client-facing and operational tasks that create bottlenecks during tax season, while also supporting your business development and marketing efforts in the off-season. This article outlines 50 specific tasks to delegate, organized by category.
For a broader overview of what to delegate, see our guide on 50 tasks to delegate to a virtual assistant.
Client Intake and Scheduling Tasks
| # | Task | Description |
|---|---|---|
| 1 | Respond to new client inquiries | Answer questions about services, pricing, and the preparation process |
| 2 | Schedule tax preparation appointments | Book consultations and return review meetings |
| 3 | Send intake questionnaires | Deliver and track completion of annual client tax organizers |
| 4 | Collect and organize client documents | Request W-2s, 1099s, and prior-year returns; sort into digital folders |
| 5 | Send document upload instructions | Guide clients on how to securely submit their tax documents |
| 6 | Send appointment reminders | Reduce no-shows with timely reminder messages |
| 7 | Follow up on incomplete document submissions | Remind clients of outstanding documents required to prepare their return |
| 8 | Manage the appointment calendar | Book, reschedule, and cancel appointments across multiple preparers |
| 9 | Prepare client meeting summaries | Compile discussion notes and action items after each appointment |
| 10 | Maintain a new client waitlist | Track prospective clients and notify them when capacity opens |
Document Management and Administrative Tasks
| # | Task | Description |
|---|---|---|
| 11 | Organize client digital files | Maintain folders for each client with current and prior-year documents |
| 12 | Rename and categorize uploaded documents | Standardize file names for consistent organization |
| 13 | Send signature request links | Deliver e-signature requests for engagement letters and return authorizations |
| 14 | Track e-signature completion | Monitor outstanding signatures and follow up with clients |
| 15 | Manage extension requests | Communicate extension filing options and deadlines to clients |
| 16 | Send completed return delivery packages | Email or portal-deliver signed returns and filing confirmations |
| 17 | Track filing status for each client | Maintain a master tracking spreadsheet of preparation and filing stages |
| 18 | Send IRS correspondence acknowledgments | Communicate receipt and next steps when IRS notices arrive |
| 19 | Organize IRS and state notice files | Store all regulatory correspondence by client and year |
| 20 | Maintain the client database | Keep contact details, tax situation notes, and service history current |
Billing and Financial Tasks
| # | Task | Description |
|---|---|---|
| 21 | Send invoices after return completion | Issue billing for each completed return |
| 22 | Collect payment before return delivery | Process payment and confirm before releasing returns |
| 23 | Follow up on outstanding invoices | Send reminders for unpaid accounts |
| 24 | Process refund requests | Handle billing disputes and apply credits |
| 25 | Track revenue by service type | Report on income from individual, business, and specialty returns |
| 26 | Prepare weekly financial summaries | Summarize billings, payments received, and outstanding balances |
| 27 | Manage vendor and software subscriptions | Track renewal dates and monthly costs |
| 28 | Compile payroll data for staff | Submit staff hours to your payroll provider |
| 29 | Prepare expense summaries for the firm | Categorize operating costs by type |
| 30 | Prepare reports for firm ownership | Compile monthly or quarterly financial dashboards |
Our bookkeeping virtual assistant guide explains how to delegate financial management tasks safely and effectively.
Client Communication and Retention Tasks
| # | Task | Description |
|---|---|---|
| 31 | Send quarterly tax planning reminders | Remind business clients of estimated payment deadlines |
| 32 | Send year-end tax planning newsletters | Deliver year-end strategy content to all clients |
| 33 | Respond to client questions between appointments | Handle routine inquiries about tax estimates, deductions, and deadlines |
| 34 | Send birthday and client appreciation messages | Maintain relationship touchpoints year-round |
| 35 | Manage online reviews | Monitor and respond to Google reviews |
| 36 | Send client satisfaction surveys | Collect feedback after tax season to improve service |
| 37 | Communicate deadline reminders | Send timely notices for 1040, extension, and business return deadlines |
| 38 | Notify clients of regulatory changes | Send newsletters about new tax laws that affect their situation |
| 39 | Follow up with inactive clients | Re-engage prior-year clients who have not returned |
| 40 | Build and maintain the client CRM | Keep all contact, service, and communication records organized |
See our guide on virtual assistant for customer service for best practices in managing professional client relationships through a VA.
Marketing and Business Development Tasks
| # | Task | Description |
|---|---|---|
| 41 | Manage Google Business Profile | Keep your firm's listing updated with photos and responses |
| 42 | Post on LinkedIn and Facebook | Share tax tips, news, and firm updates |
| 43 | Write SEO blog content | Publish articles on tax deductions, planning strategies, and deadlines |
| 44 | Send email newsletters | Distribute tax tips and firm news to your client list |
| 45 | Manage referral program communications | Email current clients with referral incentives |
| 46 | Build targeted prospecting lists | Research and compile lists of small businesses or specific industries |
| 47 | Research speaking or event opportunities | Identify local business events where partners could present |
| 48 | Create promotional materials | Design flyers or email graphics for tax season promotions |
| 49 | Track marketing performance metrics | Report on inquiries, new client conversions, and referral sources |
| 50 | Research and implement practice management software | Evaluate tools like TaxDome, Karbon, or Canopy |
For social media management tips, visit our social media virtual assistant guide.
Getting Started with Your Tax Firm VA
The highest-leverage starting points for tax firm VAs are document collection follow-up, appointment scheduling, and invoice management. Together these tasks eliminate the most common bottlenecks during tax season.
Learn how to find and hire the right VA in our guide on how to hire a virtual assistant. See our cost guide for budget expectations by service level.
Survive Tax Season with Stealth Agents
Stealth Agents places experienced virtual assistants with accounting and tax preparation firms who need reliable support during their busiest months. Their VAs are trained in client communication, document management, and billing workflows — everything your firm needs to serve more clients with less stress.
Book a free consultation with Stealth Agents and get matched with a VA who can help your tax firm perform at its best this season.