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Tax & AccountingJuly 18, 2024|UpdatedJuly 18, 2024

How to become a tax preparer - the complete guide

By: Wolters Kluwer Tax and Accounting

In this article, we'll cover much more than just how to get your PTIN, your EFIN, and whether or not you need a license to prepare tax returns.

We’ve even asked our experts for their opinion on how to get your tax preparation business started successfully.

If you’re looking for additional information on how to start or run a tax prep office, our professional tax prep experts have advice for you in this article on how to start and run a successful tax prep business. 

In short, this article covers:

But before we dive into how to become a paid, professional tax preparer, let’s start with the basics.

What does a tax preparer do?

A professional tax preparer gets paid a fee to help individuals and businesses prepare, calculate, and file federal and state income tax returns. Tax preparers can work for themselves, for an independent tax practice, or one of the "big box" preparation companies.  

As described below, there are four types of professional tax preparers, each with unique rules and requirements to gain and maintain certification/designation.  

The most qualified tax preparers have unlimited representation rights before the IRS to act for clients on matters such as audits, payment and collection issues, and appeals. Tax preparers with limited representation rights can only act for clients whose returns they personally prepared and signed, may only represent clients to IRS employees such as revenue agents and customer service representatives, and cannot handle appeals or collection matters. 

Depending on the type of preparer, their experience and certification, how they've structured their business, and their growth goals, they may generalize or specialize. Generalists can file any type of return that comes into their office, while specialists may offer services for specific types of clients, such as retirees or business owners. 

Who is eligible to be a professional tax preparer?

There are no minimum requirements to be a tax preparer. When it comes to who is eligible to be a paid tax preparer, anyone with an IRS Preparer Tax Identification Number (PTIN) can be a paid tax preparer. However, to be able to obtain a PTIN, you need to have (among other things):

  • Social Security Number
  • Previous year’s individual tax returns, including explanations for problems with your U.S. individual or business tax obligations (if any)
  • Explanations for felony convictions

The IRS does warn that felony convictions and discrepancies with your federal tax obligations may affect your ability to obtain a PTIN. Learn more about what you need to obtain a PTIN.

What types of tax preparers are there?

There are four generally acknowledged types of professional tax preparers:

Varying levels of complexity distinguish these categories of tax preparers in gaining the original certification/designation and maintaining the certification through certification and retesting. Here’s an overview of the requirements for each type of tax preparer: 

Enrolled Agent (EA).

An enrolled Agent is the highest credential that the IRS awards. EAs are federally licensed tax professionals.

To become an EA, you must take and pass all three parts of the IRS Special Enrollment Examination (SEE) within three years and pass a suitability check, which may include a credit check, a tax compliance check, and a criminal background check. In addition, EAs meet specific continuing education requirements to maintain their status. The IRS goes into greater detail on how to become an Enrolled Agent on their website.

Electronic Return Originator (ERO).

An ERO is the authorized IRS e-file Provider that originates the electronic submission of a return to the IRS. EROs assist the taxpayer in filing their tax return to the IRS online.

There is no need for a certification to become an ERO – merely an Electronic Filing Identification Number. To learn more about the ERO, including how to participate in Modernized e-File (MeF) for Employment Taxes as a prospective ERO participant, visit the IRS website.

Annual Filing Season Program (AFSP) participant.

According to the IRS, the Annual Filing Season Program "recognizes the efforts of non-credentialed return preparers who aspire to a higher level of professionalism." To become an AFSP participant, you must take 18 hours of continuing education each year, including a six-hour federal tax law refresher course with a test. Once all requirements are complete, the IRS will issue a record of completion from the IRS.

Those who pass are also included in a public database of preparers on the IRS website. The IRS website goes into more detail about how to participate in the AFSP.

Certified Public Accountant (CPA).

To become a CPA, you must meet certain requirements (which vary by state) and pass a CPA exam. While the role of a CPA can vary widely, they are generally certified at the state level to file tax returns.

The AICPA has great resources you can leverage if you're interested in how to become a CPA.

What do you need to become a tax preparer?

While there are many things that are nice to have before becoming a professional tax preparer, only a few things are needed. They are:

1. Communication skills.

Part of being a tax preparer is interacting with clients; having people skills will be key to keeping clients coming back. Many think that tax professionals and accountants must be good at math. While professional tax preparers should certainly have a strong grasp of algebra, they also need the ability to clearly and concisely communicate in various settings.  

A large part of tax preparation is speaking with clients who don't understand the Internal Revenue Code and may very well be frustrated because they owe taxes.  

Sometimes frustration stems from a complex issue. Sometimes, insufficient taxes were withheld throughout the year. Regardless, the tax preparer's job is to explain complex tax concepts in plain English and make sure that the client understands the numbers – and the story that the numbers tell. 

Thankfully, communication skills can be learned, through free classes from Harvard University (including this rather interesting-looking webinar titled “The Science of Corresponding with Busy People”), through local programs such as Toastmasters, and online learning platforms such as LinkedIn Learning®.

2. Technology, including software tax preparers use to file returns.

While it’s possible to prepare taxes by hand, without using any type of technology, most preparers wouldn’t be able to live off of the income generated. Today professional tax preparers increase efficiency, productivity, and profitability by relying on technology to manage their offices and clients. Professional tax preparer software solutions provide tools to complete tax forms and offer assistance in understanding how to prepare returns.

3. Clients.

Attracting and retaining clients is part of staying profitable and keeping your tax practice open. Many preparers start small, working on individual returns and undercutting their competition to build a client base. But taking a little time to define your ideal client and market can give you a leg up on the competition without requiring you to cut prices

4. Preparer Tax Identification Number (PTIN)

A PTIN is required for anyone paid to prepare or assist in preparing federal tax returns, making it one of the first things a professional tax preparer needs. You must renew your PTIN annually. The IRS has an easy-to-use website and checklist that can help you figure out how to file for and get a PTIN, as well as how to renew your PTIN.

Once a PTIN is issued, it must be placed on every single return that a tax preparer prepares.

5. Electronic Filing Identification Number (EFIN).

The IRS assigns an electronic filing identification number (EFIN) to preparers who are approved for the federal and state e-file program. With the growing popularity of online tax filing, an EFIN is another critical number today's professional tax preparer needs to get started. 

Unlike a PTIN, an EFIN doesn't expire or require renewal. However, if the name of your tax office or Employer Identification Number (EIN) changes, you'll either need to replace your EFIN or update it through the online portal. 

Getting an Electronic Filing Identification Number (EFIN) is a three-step process, consisting of:

  1. Creating an IRS e-Services account on the IRS website.
  2. Completing and submitting the application to become an authorized IRS e-file provider. Plan ahead – it can take the IRS up to 45 days to approve an e-file application. The application includes identification information for the tax office, information for each Principal or Responsible Official, and your e-file provider option. Depending on the status of the Principal or Responsible Official, either their current professional status information or a fingerprint card will have to be provided.
  3. Passing a suitability check. This suitability check will be done on the tax office and each person listed on your application as either a Principal or Responsible Official. This may include a credit check, a tax compliance check, a criminal background check, and a check for prior non-compliance with IRS e-file requirements.

Once approved, you will receive an acceptance letter from the IRS with your EFIN.

The IRS has a comprehensive FAQ about EFINs on its website.

Do you need a license to prepare tax returns?

The short answer, like so many things in the tax and accounting industry, is… it depends. You don't generally need a license to prepare federal tax returns unless you plan to represent clients to the IRS. 

While a PTIN is the starting point for any tax preparer, it's not a "license," per se. There's no specific license requirement to prepare federal tax returns. However, to represent clients before the IRS, you need to be an enrolled agent, CPA, or Attorney.

When it comes to state taxes, however, there are currently seven states that require a license to prepare tax returns for compensation in those states. Those states are:

For those professional tax preparers who are CPAs, or have other professional credentials, many states name them as exempt from the licensing requirement.

What are the IRS e-file requirements for professional tax preparers?

How to become an authorized e-file provider has already been covered in more detail earlier in this guide. Once a professional tax preparer is an authorized e-file provider, they must follow certain rules set down by the IRS. 

Paid tax preparers who reasonably expect to file 11 or more covered returns in a calendar year must electronically file federal income tax returns that they prepare and file for individuals, trusts, or estates.

Section 6011(e)(3) of the Internal Revenue Code requires any “specified” tax return preparer must electronically file certain federal income tax returns that they prepare and file for individuals, trusts, or estates after December 31, 2010.

There are a couple of caveats to this requirement. Tax preparers are not considered "specified" and do not have to e-file returns if any of the below apply: 

  • Provide tax assistance under the Volunteer Income Tax Assistance (VITA) program
  • Prepare the return of their regular and continuous employer – or an officer/employee of the employer
  • Prepare a return as a fiduciary for any person

The IRS has provided additional references and related guidance regarding who is considered a specified person, penalties for noncompliance, hardship waiver requests, and related topics:

  • T.D. 9518 – Internal Revenue Bulletin
  • Rev. Proc. 2011-25 – revenue procedure on hardship waiver requests and taxpayer choice statements
  • Notice 2011-26 – notice on administrative exemptions to the electronic filing requirement

How long does it take to become a professional tax preparer?

There are two ways to answer this question. The short answer is… as long as it takes for the PTIN and EFIN applications to be processed and approved.

However, if you're looking to gain experience and get a handle on the basics of preparing taxes, the more accurate question is how long does it take to become a seasoned and experienced tax preparer. This is important because your career trajectory and how much you can make depends on your experience and expertise. 

Our experts said that while there are some variables, in most cases, it takes about two tax seasons for a tax preparer to gain a firm grasp of tax preparation basics.  

  • In the first year, most tax preparers focus on getting comfortable with tax preparation technology, data entry, and working with clients from their own business or CPA/accounting firm. 
  • By the second year, most tax preparers have moved past the technology learning curve and feel comfortable taking on slightly more challenging returns that may require some independent thinking. Returns and client problems start to feel familiar, building tax preparer confidence levels. 
  • By the third tax season, you'll be a professional tax preparer with the expertise, understanding, and skills to prepare returns autonomously. This is often when tax preparers who had previously worked in larger firms consider working for themselves. 

What does a tax preparer need to prepare tax returns?

At a minimum, you need tax preparation software that lets you sign returns as a paid preparer and e-file as an Electronic Return Originator (ERO). To improve your efficiency, you may wish to invest in technology with additional capabilities, such as tax preparation software that lets you manage documents in the cloud, accept electronic signatures, and manage refund transfers. 

The IRS provides broad guidelines for what paid tax preparers need. They must:  

  1. Use professional tax software that allows them to sign the return as a paid preparer and  
  2. Electronically file the return as an ERO. 

Because these guidelines are rather broad, there are dramatic differences in the software packages available for purchase.

Especially when first starting out, don't try to overcomplicate things. Look for tech that can help you:

Stay organized and keep your business on track. There are jokes about tax professionals and accountants and their attachment to organization for a reason. Tax preparation requires organization – even if you’ve decided that a virtual tax office is the right option for you. Whether it’s anywhere, at any time, any device accessibility, or document management solutions to an e-file system, tax software should improve your efficiency, increase your productivity, and most importantly, make sure you can do your job with confidence – every time. 

Protect sensitive client and tax office data. Clients trust their tax preparers with a significant amount of sensitive and personal information. This is the type of information that identity thieves would love to get a hold of.

Professional tax preparer software like Taxwise® have built-in advanced security options to protect data, help you protect your practice, and comply with IRS security requirements. 

Answer client questions without getting off-track. Every client has “just one quick question” – and each one tends to be a little unique, which means your answer will need to be tailored to their situation. You may not always know the answer. There will always be more to learn and gaps in knowledge.  

Tax software solutions can help you get the answers you need without getting off track, often with an integrated research tool that provides links to the applicable IRC codes, knowledge bases, and appropriate tax forms. Look for an integrated research solution that lets you find the answer to your question without having to leave your tax preparation software.   

What tax software do tax preparers use?

Wolters Kluwer's TaxWise® provides tax preparers with the industry’s leading professional tax preparation software. It helps you streamline and automate your tax prep business to maximize productivity, revenue, and efficiency so you can focus on clients and grow your tax business. 

Whether you prepare individual 1040 or business tax returns, whether you’re a new tax preparer just starting out, an experienced tax preparer opening your own tax office, or a successful tax practice owner considering becoming a Service Bureau, Wolters Kluwer's tax preparer software solutions helps you prepare and file more U.S. tax returns in less time — anywhere, anytime.

What are the most common tax forms and returns tax preparers handle? 

Common tax forms include federal and state forms. The most common federal tax forms include: 

  • Form 1040 
  • Form 1040-SR 
  • Form 1040EZ 
  • Form 1040A 
  • Schedule A 
  • Schedule B 
  • Schedule C 
  • Schedule D 
  • Schedule SE 
  • Form W-2 
  • Form W-4 
  • Form 1098 
  • Form 1099 series 

If you specialize in areas such as business taxes, you may handle other forms. 

In addition to federal tax forms, you should be familiar with common tax forms in states where you offer services. 

What does the average tax preparer charge? 

In 2023, the average cost to have a tax preparer file an individual tax return was $248, according to the National Association of Tax Professionals. Pricing varies by state and by type of tax preparation service. 

How can you keep up with new tax law changes? 

You can use many resources to keep up with tax law updates, including: 

Meeting any continuing education requirements that apply to you also will help you keep up with tax law changes. 

Learn more about TaxWise® Online

 

Prepare more tax returns with greater accuracy and efficiency with the Virtual Tax Office.
Wolters Kluwer Tax and Accounting

Wolters Kluwer Tax and Accounting is a leading provider of software solutions and expertise that helps tax, accounting and audit professionals research and navigate complex regulations, comply with legislation, manage their businesses and advise clients with speed and accuracy.

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