Tax season leaves no room for technology surprises. A slow network, a failed backup, or an overlooked software update in January can turn into a full-blown crisis in March, right when clients need answers fastest and staff have the least time to troubleshoot. The firms that sail through filing season calmly are almost always the ones that did their technology homework months in advance.
This checklist walks through the technical, operational, and security items CPA firms in Bothell and Renton should confirm before the rush begins. Some of these steps take an afternoon. Others take a few weeks to properly test. Either way, working through this list now is far cheaper than discovering a gap in the middle of April.
Why Pre-Season IT Preparation Matters So Much for Accounting Firms
Accounting firms operate on a compressed, high-stakes calendar unlike almost any other small business. A retailer that experiences a brief outage during a slow Tuesday afternoon loses relatively little. A CPA firm that experiences the same outage three days before a filing deadline could face missed submissions, frustrated clients, and potential penalties passed on to those clients.
A few reasons this preparation deserves dedicated time on the calendar:
- Staff volume and system usage spike dramatically during filing season
- Client document exchange increases significantly, creating more opportunities for phishing and file transfer issues
- Software vendors often push critical updates in the weeks leading up to major deadlines
- Any downtime during peak season carries a much higher cost than the same downtime during a quieter month
- Staff have far less bandwidth to troubleshoot problems themselves once the season is underway
Step One: Audit Your Current Network Performance
Before anything else, firms should confirm their network can actually handle the increased load that tax season brings. A network that felt adequate in October may struggle once every workstation is running tax software, client portals, e-filing systems, and video calls simultaneously.
Items to check:
- Internet bandwidth capacity relative to the number of staff working simultaneously
- Wi-Fi coverage throughout the office, particularly in areas added since the last review
- Backup internet connectivity in case the primary connection fails
- Firewall performance under higher-than-normal traffic loads
Firms working with a partner offering network upkeep services can request a load test simulating peak season conditions before committing to the current setup for another year.
Step Two: Confirm Backup Systems Are Actually Working
Every firm believes their backups are working until the moment they need to restore something and discover otherwise. Confirming backup integrity before season starts is one of the highest-value items on this entire checklist.
Checklist items:
- Verify that backups are running on schedule without silent failures
- Test a full restore, not just a partial file recovery, to confirm the process works end to end
- Confirm backup retention periods meet both firm policy and any applicable regulatory requirements
- Verify that backups are stored securely off-site or in the cloud, separate from the primary network
- Document exactly how long a full restore would take, so expectations are realistic if it’s ever needed
Understanding the practical difference between backup versus recovery helps clarify why simply having backup files isn’t the same as having a tested, reliable path back to full operations after an incident.
Step Three: Update and Patch Every System
Outdated software is one of the most common entry points for attackers, and vulnerabilities discovered late in the year often don’t get addressed until it’s convenient, which sometimes means right in the middle of the busiest weeks of the year.
Checklist items:
- Confirm all operating systems are running current, supported versions
- Apply all pending security patches across servers, workstations, and network devices
- Update tax preparation software to the latest version well before the season’s first major deadline
- Review firmware on routers, firewalls, and other network hardware
- Retire or isolate any systems still running unsupported software
Step Four: Review Multi-Factor Authentication Coverage
Multi-factor authentication should already be standard across a CPA firm’s systems, but pre-season is the right time to confirm coverage hasn’t quietly slipped as new accounts, tools, or staff were added throughout the year.
Checklist items:
- Confirm MFA is enabled on all email accounts, without exception
- Verify MFA coverage on client portals, tax software logins, and cloud storage platforms
- Check that any new employees or contractors added since last season have MFA properly configured
- Review whether any accounts have MFA exceptions and confirm those exceptions are still justified
Step Five: Verify Secure Client File Transfer Systems
Client document exchange volume increases dramatically during filing season, and firms still relying on email attachments for sensitive files face significantly higher exposure during exactly the period when the volume of that risky activity is highest.
Checklist items:
- Confirm the client portal is functioning correctly and accessible to all clients who will need it
- Test the upload and download process from a client’s perspective, not just internally
- Review encryption standards used for both file storage and transfer
- Communicate clearly to clients how documents should be submitted this season, ideally before the rush begins
Step Six: Conduct Refresher Security Awareness Training
Even well-trained staff benefit from a refresher immediately before the period when they’ll face the highest volume of phishing attempts and suspicious requests all year.
Checklist items:
- Run a phishing simulation specifically modeled on tax season scam patterns
- Review verification procedures for any request involving banking details or wire instructions
- Remind staff of the exact escalation process if something looks suspicious
- Cover any new scam tactics that have emerged since the previous training session
Step Seven: Review and Test the Incident Response Plan
A plan that exists only on paper and has never been tested often falls apart under real pressure. Pre-season is the ideal time to walk through the plan with key staff to confirm everyone understands their role.
Checklist items:
- Confirm the designated security contact and backup contact are both current employees
- Walk through the exact steps for containing a suspected breach
- Confirm legal counsel and any required regulatory contacts are up to date
- Review client notification templates and timelines required under current regulations
Firms with an outdated or informal plan should treat building a proper one as an urgent priority, since a ransomware response plan developed calmly in advance is far more effective than one improvised during an actual crisis.
Step Eight: Confirm Adequate Help Desk Support Capacity
Technical issues during tax season need to be resolved quickly, not queued behind lower-priority requests from other times of year. Firms should confirm their support arrangement can actually deliver the response speed the season demands.
Checklist items:
- Confirm expected response times for urgent issues during peak season
- Verify after-hours or weekend support availability if staff work extended hours during filing deadlines
- Review historical ticket volume from previous seasons to anticipate likely demand
- Confirm the support team has already been briefed on the firm’s specific software and systems
A dedicated helpdesk crew familiar with the firm’s environment resolves issues far faster than a generic support queue starting from scratch on every ticket.
Step Nine: Review Remote Access and Work-From-Home Capabilities
Many firms now support at least some remote or hybrid work, and tax season often means staff working extended or unusual hours from home. Confirming remote access works reliably before the season starts avoids frustrating delays later.
Checklist items:
- Test VPN or remote desktop access from outside the office network
- Confirm remote access requires MFA just like on-site systems
- Verify that home network security expectations have been communicated to remote staff
- Check that any personal devices used for work meet the firm’s security requirements
Step Ten: Confirm Adequate Hardware Capacity
Aging or underpowered workstations slow staff down at exactly the time speed matters most. A pre-season hardware review helps avoid mid-season slowdowns or failures.
Checklist items:
- Identify any workstations approaching end of life or showing performance issues
- Confirm printers and scanners used for client documents are functioning reliably
- Verify sufficient monitors and peripherals for any seasonal or temporary staff
- Check server capacity if tax software or client databases are hosted internally
Step Eleven: Review Software Licensing and Renewals
Nothing derails a busy week like discovering a critical software license expired without anyone noticing. A licensing review well before season start avoids this entirely preventable disruption.
Checklist items:
- Confirm tax software licenses are current and cover the expected number of users
- Review renewal dates for any other critical business applications
- Verify sufficient licenses for any seasonal or temporary staff being added
- Check whether any software needs to be upgraded to a version compatible with current tax year requirements
Step Twelve: Confirm Phone and Communication Systems Are Reliable
Client communication volume rises significantly during filing season, and firms should confirm their phone systems, whether traditional or VoIP, can handle the increased call volume without dropped calls or long hold times.
Checklist items:
- Test call quality and capacity under simulated high-volume conditions
- Confirm voicemail and call routing are set up correctly for the season
- Verify backup communication options in case the primary phone system experiences issues
- Review any automated messages or hold music to ensure information is current
Step Thirteen: Review Data Retention and Disposal Practices
Firms accumulate client documents rapidly during tax season, and having a clear policy for how long data is retained and how it’s securely disposed of afterward reduces long-term risk and storage costs.
Checklist items:
- Confirm retention periods align with applicable regulatory requirements
- Review how physical documents are securely destroyed once no longer needed
- Verify digital files are properly archived or deleted according to firm policy
- Check that any decommissioned hardware has data properly wiped before disposal
Step Fourteen: Confirm Cyber Insurance Coverage Is Current
Cyber insurance requirements have become more specific in recent years, and firms should confirm their coverage still matches their actual security posture before relying on it during peak season.
Checklist items:
- Review policy requirements against the firm’s current security controls
- Confirm coverage limits are still adequate given the firm’s client volume and data exposure
- Verify the claims process and required documentation in case an incident occurs
- Check whether any recent security improvements should be reported to the insurer for potential premium adjustments
Step Fifteen: Review Compliance Documentation
Regulatory expectations around data security continue to expand, and firms should confirm their documentation is current before facing any potential audit or review during or after the season.
Checklist items:
- Confirm the written information security plan is up to date and reflects current practices
- Review risk assessment documentation for any changes since the last update
- Verify employee training records are current and properly documented
- Check that any required notifications or disclosures to clients are accurate and current
Working with a partner familiar with compliance readiness support helps ensure this documentation actually reflects current practices rather than sitting untouched since the last review cycle.
Step Sixteen: Confirm Vendor and Third-Party Access Is Appropriate
Firms often work with external vendors, payroll processors, or software providers who have some level of access to firm systems or client data. Pre-season is a good time to confirm that access remains appropriate and necessary.
Checklist items:
- Review the list of all third parties with system or data access
- Confirm access levels match current, actual business needs
- Remove access for any vendor relationships that have ended
- Verify vendor security practices for any new partnerships established during the year
Step Seventeen: Plan for Seasonal Staff Onboarding
Many firms bring on temporary or seasonal staff specifically for tax season, and rushing their technology onboarding creates both security risk and productivity delays.
Checklist items:
- Prepare accounts and access credentials in advance rather than on their first day
- Confirm seasonal staff receive the same security training as permanent employees
- Set appropriate access levels based on their specific role rather than granting broad access by default
- Plan for prompt account deactivation once the season ends and their role concludes
Step Eighteen: Test Everything Together, Not Just Individually
Individual systems can each test successfully on their own while still revealing problems when used together under real conditions. A combined test, ideally simulating a realistic busy day, catches issues that isolated testing often misses.
Checklist items:
- Run a simulated high-volume day with multiple staff using all major systems simultaneously
- Confirm the network, software, and phone systems all perform adequately under combined load
- Identify any bottlenecks before they become a live problem during an actual deadline crunch
- Document any issues discovered and confirm they’re resolved before season begins in earnest
Building This Checklist Into an Ongoing Process
Firms that treat this checklist as a genuine annual habit, rather than a one-time emergency response to a bad previous season, consistently report smoother filing periods with fewer technology-related disruptions. Building a calendar reminder well before the season starts, ideally with enough lead time to address anything discovered, turns this from a stressful scramble into a routine, manageable process.
A tech evaluation session conducted with an experienced IT partner well ahead of the season provides an objective outside perspective that’s often harder to achieve when reviewing internally, especially for firms without dedicated technical staff.
Common Mistakes Firms Make When Preparing for Tax Season
A few recurring mistakes show up across firms of every size, and avoiding them proactively saves significant stress later.
- Waiting until the first week of the season to test backup restores
- Assuming last year’s setup will automatically handle this year’s higher volume
- Skipping refresher security training because staff “already know” the basics
- Onboarding seasonal staff with rushed, incomplete access setup
- Overlooking phone and communication system capacity until call volume actually spikes
Why This Checklist Matters Beyond Just Avoiding Problems
A firm that walks into tax season with confidence in its technology isn’t just avoiding disaster. It’s creating a smoother, faster experience for clients and staff alike, which translates directly into better service, fewer frustrated phone calls, and a calmer, more professional environment during what’s already a demanding period. Clients notice when their accountant’s systems work reliably, and that reliability becomes part of the reason they stay with a firm year after year.
How CMIT Solutions of Bothell and Renton Helps Firms Prepare
CMIT Solutions of Bothell and Renton works with accounting firms to run through exactly this kind of pre-season preparation, identifying gaps early and addressing them well before the pressure of filing deadlines sets in. From complete IT lineup support covering daily operational needs to flat rate IT plans that make budgeting predictable across the year, the goal is helping firms walk into tax season with confidence rather than crossed fingers.
Firms curious about the team’s background can review our firm story, or reach out directly to schedule a pre-season technology review.
Practices considering their broader technology relationship may also want to explore shielded network setup options, a network defense package suited to sensitive client data, or watchful security operations support that continues monitoring throughout the season and beyond. Firms in specific areas may prefer Issaquah defense services, an Issaquah safeguard team, Renton IT provider support, or a Renton client desk for local, responsive help.
Firms weighing whether to bring support in-house or work with an outside partner can review contracted IT resource options, a hometown IT provider relationship, or reliable firm partner support built specifically around accounting practice needs. Those managing school-related client work may also find campus IT assistance or school tech oversight relevant, while growing practices can explore firm tech backing and qualified managed providers who scale alongside the business.
Firms wanting consistent IT assistance, swift support response, a unified IT network, Bothell IT resources, regional IT offerings across Washington, a knowledgeable IT crew, or managed cloud oversight for platforms hosted off-site are welcome to explore these options further before the season begins.
If your firm hasn’t run through a full technology check recently, now is the time, well before the first filing deadline puts pressure on every system at once. Contact our team to schedule a pre-season IT review.
Frequently Asked Questions
