Tax Prep Coordinator

Filing season stops being a scramble, because what January needs happened in March.

Almost everything painful about January is caused by something that should have happened in March. A contractor got paid and nobody collected their tax form. An equipment purchase has no invoice attached. A personal charge has been sitting in the business account since spring. Your Tax Prep Coordinator does those things when they are cheap, so that filing season becomes an assembly job.

It chases tax forms while people still answer the phone. Every time you set up or pay a new contractor, it works out whether they need to be reported, and if they do it asks for the form right then — with the reason and the consequence spelled out, which is why people actually send it back. It tells whoever pays the bills before the next payment goes out, because that payment is your last piece of leverage.

It builds your year-end contractor filings off what you actually paid. Not off your vendor list — off the payment records, with the current year's threshold, and with the payments your card processor already reports stripped out so nobody gets reported twice. It reconciles the list before your accountant ever sees it, because a list that does not tie will cost you more when they find the break.

It hands your accountant a packet they can start working from. Financials with last year beside them, which accounts are still unreconciled, asset purchases with their invoices, loans, inventory, payroll tie-out. Then the four things every owner forgets: business expenses you paid personally, personal charges in the business account, owner draws coded as something else, and equipment that got expensed instead of capitalized. It flags each one as a question for you — never a decision.

It works their request list to done. When your accountant sends back twenty questions, each becomes a tracked item: pulled, chased with an owner and a date, or routed to you. It re-chases until the list is empty and it never invents an answer to make the list look shorter.

It watches sixty days out. What is due, where, how ready you are, and what has to start this week. If nothing is due and nothing is needed, it says so in one line.

It never files anything and never gives tax advice. That is your accountant's work, and this seat exists to make it fast.

Works alongside the rest of your accounting team.