Tax preparers usually send a fee quote when a new client asks what it will cost, often after seeing last year's return or a list of income documents. Clients compare per-return pricing, what is included, and whether bookkeeping or planning is extra. A clear quote helps prevent surprises when forms are added later.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
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Clients often assume prior years or a second entity is included. Naming the years and entities avoids disputes.
The quote should state the base form plus each schedule or state return priced, so any new forms added later are clearly billable.
Listing W-2s, 1099s, K-1s, mortgage statements, and organized expense totals sets a standard and supports a surcharge if records are incomplete.
For self-employed clients, specify whether you are using their books as provided or categorizing transactions, since that is where hours expand.
Clarify whether corrections caused by late-arriving documents or changed information are included or billed separately.
Clients often assume these come with preparation. Say whether they are included or priced separately.
Set a date by which documents must arrive to meet the filing deadline, and state any rush fee after that date.
| Service | Priced | Typical range |
|---|---|---|
| Individual return (Form 1040, standard deduction, W-2 income) | flat fee | $150-350 |
| Individual return with itemized deductions | flat fee | $250-500 |
| Schedule C (sole proprietor) add-on | per schedule | $150-450 |
| Rental property (Schedule E) add-on | per property | $75-200 |
| S-corp or partnership return (1120-S, 1065) | flat fee | $800-2,500 |
| Additional state return | per state | $50-150 |
| Amended return (Form 1040-X) | flat fee | $150-400 |
| IRS or state notice response, tax planning, consulting | per hour | $100-250 |
Typical US ranges. Rates vary by region, experience, and job size.
If a prospect provides last year's return, count schedules, states, and entities, and base your quote on that. Note that the final price may change if their situation does.
Show the base price and each schedule separately. Clients accept add-ons more easily when they see what each covers, and it protects you if new forms appear.
For first-time clients with cryptocurrency, rental properties, or messy business books, give a range and a cap, then confirm the final price once you have seen the documents.
Self-employed clients may prefer a yearly price that covers return preparation, quarterly estimate calculations, and a planning call. It gives you predictable revenue and gives them a fixed cost.
You can give a starting price or range based on the forms they expect to file, but state that the final fee depends on the actual documents. A firm quote for complex returns is risky without reviewing them.
Most preparers honor a quote through the filing season or for 30 days, as long as the client's situation stays the same. Tax-year-specific quotes should state the year.
No. A quote gives the price and scope. An engagement letter is the signed agreement that covers responsibilities, record requirements, and terms. Many preparers combine them in one document the client signs.
Contact the client before doing the extra work, explain what changed, and send an updated quote or written change. Billing for unapproved additions is the most common source of fee disputes.
Use the Tax Preparer invoice template to bill the client, or convert this estimate once it's approved.
Tax Preparer invoice template