FAQs
At Fair & Company CPAs we want you to feel confident and informed at every step of the process. Below, we’ve outlined answers to the most common questions. If you don’t see your question here, please don’t hesitate to reach out!
What is the best way to contact your office?
Email is our preferred method of communication, as it allows us to respond quickly and efficiently.
Can I schedule a call or meeting?
Yes! We’re happy to arrange phone calls or in-person/virtual meetings. Simply reach out to one of our office administrators or your client manager to schedule.
Are meetings billed separately?
Scheduled phone calls and meetings may be billed separately from your tax return services depending on the nature of the call.
What’s changing for 2026 proposals?
Each individual client will receive an updated 2026 proposal with tiered service options. You can now choose between traditional tax preparation or upgraded packages that include tax planning or advisory services.
What’s included in tax planning services?
Tax planning goes beyond return preparation — we proactively review your income, deductions, and overall financial situation to identify strategies that reduce your tax liability and help you plan ahead. Depending on your service level, we’ll also schedule periodic meetings throughout the year to stay aligned with your goals.
Why are these services being redefined?
Historically, planning and advisory weren’t offered as separate options. By outlining them clearly, we can better align expectations and ensure clients receive the right level of support.
When will I receive my proposal?
Proposals will be emailed on December 15, 2025. To reserve your place for the 2026 tax season, please sign and submit your proposal — including your deposit — by January 31, 2026.
Do I need to sign an engagement letter every year?
Yes. Each year you’ll receive an engagement letter and fee proposal, which must be reviewed and electronically signed before we can begin services.
When will I receive my engagement letter?
Engagement letters are typically sent in December for the upcoming tax year.
Is payment information required when signing the engagement letter?
Yes. Payment information is required at the time of signing. 25% deposits are now required on tax return fees. Deposits will be drafted from the payment method on file Jan 1st or at the time of signing (if after). The remainder of the tax fee will be charged upon completion (see billing & payment FAQs for more detail).
What is Tax Defense & Monitoring?
Tax Defense & Monitoring is an annual service that provides proactive protection and ongoing oversight of your IRS account. It includes year-round monitoring, notice handling, and audit representation for returns prepared by our firm.
How does Tax Defense & Monitoring work?
We regularly monitor your IRS account for updates or issues, ensuring you’re aware of changes as soon as they occur. If any IRS notices or correspondence arise related to your return, our team will handle the communication and guide you through next steps. Should an audit occur, we’ll represent you through that process.
Is this service included with all engagements?
Tax Defense & Monitoring is automatically included in our Tax Planning and Advisory packages. For business, trust, non-profit, or individual clients selecting Tax Preparation Only, it can be added as an optional annual service.
When will I be billed for this service?
If included in your selected package, the fee will be part of your overall proposal. If added separately, it will be charged automatically on January 1 (or at signing if after that date).
What is included in my tax return service?
Preparation of federal and/or state tax returns, follow-up on missing items, answering questions about the current year's tax return preparation, explanation of the tax return as needed and penalty proof estimates as needed.
What is the tax return process?
Visit our tax services page to see our tax process.
Do tax organizers get sent out automatically each year?
No, we send out organizers by request only.
Am I required to fill out a tax organizer?
No, we do not require a completed tax organizer to prepare your return but encourage it.
How do I request a tax organizer?
You can request a tax organizer by contacting one of our administrators by email or phone call at any of our office locations.
What’s new with the client portal?
We’ve upgraded to a new platform, designed to make your experience smoother, more secure, and more streamlined.
How will I receive access?
You’ll receive a personalized login link from documents@fairandcompany.com. Or you can also access the platform directly at app.fairandcompany.com
Why can't I log in?
We might have a different email on file for you. Call our office or email info@fairandcompany.com for additional support to get this updated and your log in active.
What can I do in the new portal?
You’ll be able to:
- Provide information and documents required for your tax filing
- Upload and organize files securely in one place
- Have a missing item list available at any time
- Access to your current year completed returns and payment vouchers
- Prior years can be added to your portal upon request
- View and download any documents we’ve shared with you
- Even text our team directly through the portal (if you opt in!)
Where can I find help using the portal & new online organizers?
We’ve included short videos to help you get started:
What happened to the old portal?
If you were registered through our Onvio portal, you'll have access until 12/31/2025. Don't worry, we'll still have access to all documents previously uploaded and all tax return copies if you need anything.
How do I get a tax organizer?
Our tax organizers are going to look a little different this year. You'll receive an online organizer from us based on when you typically provide your tax documents. The organizer will be completed entirely online, and the document request at the end of the questionnaire will be customized to you using information from your prior-year return.
If you'd prefer to receive your organizer earlier, just let us know and we'll be happy to send you access upon request.
How do I send in my tax documents?
You may submit documents once you have everything gathered. We accept documents through:
- Client Portal – secure upload with new online tax organizer (recommended)
- Email – send to documents@fairandcompany.com
- In-person or mail – deliver to any of our three office locations
When should I send in my information to prepare my tax return?
As soon as you’ve gathered all your tax documents, please send them in right away. We prepare returns on a first-in, first-out basis once we have everything we need to complete your return.
When is payment due for my tax return?
Payment is due upon completion of your return. Your payment method will be charged 5 days after you receive your invoice.
What if my payment information needs to be updated?
Please update your payment method before the 5 days are up to ensure smooth processing. You can contact any of our administrative staff to help with this.
Why is a deposit required this year?
Beginning in 2026, all tax preparation engagements include a 25% deposit due on January 1 or at signing. This deposit secures your spot and helps us plan staffing and workloads effectively.
What does the deposit cover?
Significant work occurs before your return is completed; organizing data, preparing organizers, scheduling work, and planning. The deposit covers those initial costs and ensures we can deliver efficient, high-quality service.
When is the rest of my balance due?
The remaining balance is billed upon completion of your return.
How are recurring services billed?
Invoices for recurring services are sent on the 1st of each month for the prior month’s services. Your payment method will be charged 5 days after the invoice date.
What happens if my payment declines?
If your payment declines, we will automatically retry 3 days later. If it declines a second time, we will reach out for updated payment information.
Do you charge credit card fees?
Yes, we charge a 3% processing fee on all credit cards. You may pay with a debit card or bank account for no additional fee.
What payment methods can I use?
Just like last year, clients must keep a valid payment method on file, either a debit/credit card or bank account.
Your saved payment method will be used to:
- Draft your 25% deposit upon signing
- Charge the remaining balance once your return is complete
- Charge any other scheduled or add-on services
When are payments processed?
Payments are processed five days after the invoice is emailed. If a payment fails, we’ll automatically retry after three days.
Is my payment information secure?
Yes. All payment data is securely encrypted and stored through Stripe, our PCI-compliant payment processor.
When should I provide my documents to meet the April 15th deadline?
We generally accept individual returns until early March for the April 15th deadline. If we reach capacity earlier, we will notify clients right away.
Do you file extensions automatically?
Yes. We automatically file extensions for clients who are engaged with us but have not filed by April 15th.
Does an extension give me more time to pay?
No. Extensions only provide extra time to file, not extra time to pay. If you expect to owe taxes, please contact us before April 15th so we can assist with calculating an extension payment.