Hiring a CPA isn’t just about taxes. It’s about having someone in your corner who understands your business, helps you make smart decisions, and keeps you out of trouble. But not all CPAs are built the same. Some will save you money and headaches. Others will leave you scrambling during tax season.
Here are the questions you should ask before you hire an accountant for your business.
1. Am I bigger or smaller than your typical client?
Ask directly:
- What size is your typical business client?
- How many clients over $10 million in revenue does your firm work with?
This matters because there’s a world of difference between a small business doing under $2M and one doing $10M or more. You want pricing, systems, and advice that fit your situation—not a level of complexity you don’t need and can’t afford.
On the other hand, if you’re one of their smallest clients, you may find yourself ignored. You might rarely hear from experienced professionals, and they may be distracted by bigger problems than the accuracy of your return. You want someone who knows businesses like yours and values clients your size.
2. Will you give me an annual tax projection?
This should be non-negotiable. A good CPA doesn’t just file your taxes—they help you plan for them. An annual tax projection shows you what you’ll owe before year-end, while there’s still time to do something about it.
Ask specific follow-ups: When can I expect to see the tax projection? How will you communicate with me about it? Are tax planning recommendations included in my base price? Can you give some examples of the kind of tax planning you do for your clients?
You want real answers, not vague promises. If a CPA doesn’t offer this, or looks confused when you ask, keep walking.
3. What does your pricing include (and what doesn’t it)?
Some firms bill by the hour although that is becoming less and less common. The obvious drawback there is that it’s hard to compare prices or know what it will ultimately cost. At least get them to give you and estimated total, but realize that is probably best case. Make sure they listed all the things they expect to do for you before you get that price estimate. Many firms will agree to a flat monthly or weekly fee so that you can budget for it. The best accounting firms will present a clear scope of services. Here are some things you will want to understand:
- Does this fee include all software? Most clients need at least payroll software and something like QuickBooks. Many firms can provide these at a discount. If you’re buying them separately, that’s a hidden cost.
- How do they bill for calls and emails? If you’re worried about being billed every time you ask a question, you’ll hesitate to reach out. That hesitation will cost you. A strong relationship with your accountant only works if communication isn’t a luxury.
- Are there any meetings included? Meetings drive pricing. If your business makes less than $2M, even quarterly meetings are a premium service. It would be reasonable to include an annual meeting to review your financials and tax planning. On the other hand, you can probably get by with a 30 minute phone call if you are trying to keep costs down. Clarify how the pricing works if you need an extra meeting about an important decision. For example, if you’re adding owners or opening another location, what can you expect?
- If they do your bookkeeping, what reports will they send and how often? Some firms include charts and graphs that make financial trends easy to understand. Ask to see a sample.
- If you do your own bookkeeping, what’s included in the year-end work? Many CPAs won’t touch your books—they just tack on depreciation and maybe adjust inventory. That’s risky unless your bookkeeper is rock solid. Ask:
- What kind of review do you do to make sure my books are accurate?
- Do you fix loan balances?
- Do you fix expense classification?
- Do you record new assets and loans?
- Do you clean up undeposited funds?
- Do you verify loans balances and asset balances are correct?
- If there’s a problem, do you fix it—or just tell me to?
- If I need help fixing something, will you show me how?
- What payroll services are included? Will they be setting up employees and running payroll, or is that on you? Who do you talk to if something goes wrong—a team member or a third party like ADP? If there’s an amendment, will they help? Do they help set up benefit withholdings? Are there any additional fees for direct deposit? You definitely need to watch out for any banking fees you pay directly, that would be a significant hidden cost.
- Do they include at least one annual tax projection? Are recommendations part of the deal, or do you have to ask? Making a detailed tax projection is one of the biggest ways a CPA can save you stress. Without accurate books and a projection, you’re flying blind. See the section above for what to ask.
- Do they handle the little stuff? Sending 1099s to vendors, filing local licenses, workers’ comp audits. These tasks are tedious—and pricey if you forget them. Make sure you know what’s covered and what’s extra.
The more clarity you get now, the fewer surprises you’ll deal with later.
4. What promises do you make about timely communication and reporting?
Not having your calls returned or scrambling for numbers at the last minute? That’s not acceptable.
Ask them:
- Do you have a standard response time for calls and emails?
- When can I expect to receive my monthly financial statements?
- When can I expect my income tax return to be completed?
A CPA will often say, “It depends on when we get all the info.” That’s fair. But you can clarify that by saying: “If I’m providing any info you request within 2–3 business days, when can I expect the return?” That gives you a realistic expectation based on your effort.
You want a CPA who sticks to timelines and communicates proactively—not one who keeps you guessing.
5. How will I be charged if I’m audited or get contacted by the IRS about a problem?
This is something most business owners don’t ask—until it’s too late.
Some firms offer audit protection packages that cover these situations. Others bill hourly. Ask what their process is and what their hourly rate would be for this type of work.
It’s not uncommon to get letters from the IRS or state agencies. A tax election might not process correctly. A payment could be applied to the wrong period. You want to know ahead of time what kind of support you’ll get—and what it’s going to cost.
6. Who will actually be my point of contact?
This is where a lot of business owners get blindsided.
You meet with a senior partner who sounds sharp and experienced. Then you get handed off to a junior associate who doesn’t know your name.
Ask directly:
- Who will I talk to most of the year?
- What’s their background?
- Who do I go to if I have an important question?
If you are talking to the owner or the person who would be handling your account, ask:
- How long have you been working in public accounting?
- Have you always been focused on small business accounting and tax?
Are you working with a small firm where the owner does everything personally? Is there someone who can help you if the owner is sick or on vacation? If your only point of contact is the owner or another high-level professional, they’re probably spending more of their day juggling calls and emails—and less of their day reviewing your books or doing tax planning. If the owner handles all the sales meetings, that’s a clue too. They are probably spread pretty thin.
Most successful firms take a team approach. One person collects routine info. Another gives advice, reviews tax returns, and answers questions that actually require a CPA’s judgment.
7. What’s your process for onboarding new clients?
This tells you a lot about how organized they are.
A solid CPA firm will have a step-by-step process to get your books in order, review prior returns, and set expectations going forward. If they just say, “Send over your stuff and we’ll take it from there,” that’s a red flag.
You want a process, not a pile of promises.
Ask for more details:
- How do I get my initial questions answered?
- Will there be any upfront meetings?
- Do you offer any tax planning or advice as part of onboarding?
- Do you have any resources that help me understand what is tax deductible?
- Do you explain accounting best practices that could help my business?
How they answer will give you insight into how well they serve clients—not just how they sign them.
Bottom line:
The right accountant is a business advisor, not just a tax preparer. They should give you clarity, not confusion. Confidence, not anxiety.
So take your time. Ask better questions. And don’t settle for someone who just “does your taxes.”
You deserve accounting professionals who help you run a stronger, more profitable business.