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Breaking Free From the Tax Return Trap: Building an Advisory-First Accounting Practice

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Tax revenue can be addictive. Each $1,000 return during tax season feels like security, building a predictable revenue stream that’s hard to walk away from. But what if there was a way to transform those same clients into relationships worth $15,000 per month?

In a recent episode of the Who’s Really the BOSS? podcast, hosts Rachel and Marcus Dillon shared how their firm broke free from the trap of transactional relationships. While many accounting firms remain caught in the cycle of seasonal tax work and basic compliance services, their story shows there is a different path forward.

Through strategic patience and value-focused communication, Dillon Business Advisors evolved from processing tax returns to providing comprehensive advisory services. This transformation wasn’t just about offering new services – it required fundamentally changing how they engaged with clients and demonstrated value.

Setting the Stage for Transformation

“In the early years, we were just taking numbers and plugging them into a program to get people compliant,” Marcus admits. “That’s what a tax return does.” This transactional approach defines many accounting firms’ early stages, but technology and changing client needs have opened the door to something more valuable: true advisory relationships.

This evolution requires a shift in the mindset around client relationships. Rather than trying to retain every client and any revenue, successful firms learn to approach client conversations with clear outcomes in mind: either clients opt into expanded services, or they’re referred elsewhere. This takes both confidence and a strategic vision.

“Go into the conversation assuming they’re no longer going to be a client,” Marcus advises. “Just assume they’re going to tell you no, and you’re going to have to refer them out.” This means having referral options ready before crucial conversations. It might seem counterintuitive, but this mindset builds stronger client relationships.

Many firms fall into the trap of accepting less than ideal arrangements that stretch into years of suboptimal relationships. “You kind of give in and it’s like any revenue is good revenue,” Marcus reflects. ” Yeah, we’ll keep doing your return for one more year, but that turns into two more years and three more years.” Instead, the Dillons recommend focusing time and energy on clients who demonstrate they value advisory relationships while confidently referring others to firms that better match their needs.

This selective approach sets the stage for transforming transactional relationships into something more valuable.

From Annual Tax Client to Monthly Advisory: A Case Study

To demonstrate how value-focused communication can transform client relationships, the Dillons shared a client story. Initially, this client, a large family group, paid the firm roughly $60,000 per year to prepare multiple tax returns. Today, that client is a $15,000 monthly advisory engagement – but this didn’t happen through aggressive selling or rushing the relationship.

As part of a client acquisition years ago, this client demonstrated they valued the firm’s expertise long before expanding services. Throughout the year, they would seek opinions and book additional consultations, showing they viewed the firm as more than just tax preparers. When business changes created new needs – including the departure of key team members – DBA laid the groundwork for expansion through years of trust-building.

The transition succeeded through what Rachel Dillon calls “reverse selling.” Rather than pushing services, they explained their standard processes and let the client discover how these services could address their needs. “By communicating what we do for other people, he found the ways it could work in his business,” Rachel explains. “We didn’t have to convince him.”

Clear communication about service structure proved crucial. When discussing delivery timelines, they were upfront about monthly financials being ready by the 15th rather than the 5th – a change from the client’s internal team. This transparency about service parameters allowed the client to make informed decisions about the transition.

The client even readily accepted onboarding fees, noting he didn’t have a problem paying for onboarding because he knew any conversion would have a cost with it.” This willingness stemmed from understanding the value proposition and having experienced the firm’s advisory capabilities over time.

While this transformation showcases what’s possible, many firm owners wonder how to begin their own evolution. The key is taking practical steps toward change.

Practical Steps Toward Transformation

For firm owners feeling overwhelmed by the prospect of transformation, Marcus suggests starting with a simple question: “If I were to invest $10 million in your business today, what would we do differently?” This thought experiment helps identify priorities and possibilities without the immediate pressure of financial constraints.

Often, the changes needed don’t require millions – they require strategic thinking and incremental steps. For example, rather than transforming 5,000 tax clients into advisory relationships at once, consider transitioning just 150 clients to create initial capacity. This selective approach aligns with the strategic patience needed for successful transformation.

“Your business does not look the way it does because you had a crappy tax season,” Marcus explains. “It is all the days of every year. That’s why your business looks like it does. And so to change that, you just have to take action.” This perspective helps overcome what Marcus calls the “addiction” to tax revenue – the comfort of seeing those annual returns stack up.

The key is breaking down barriers into manageable steps. Major costs, like hiring key team members, can be spread over time rather than needed upfront. A $150,000 annual salary becomes manageable when viewed as a monthly investment in growth. This same principle applies to transforming client relationships – progress happens through consistent, strategic actions rather than overnight change.

Moving Forward with Confidence

The journey from transactional relationships to trusted advisors isn’t just about changing service offerings – it’s about transforming how you engage with clients and demonstrate value. As the Dillons’ experience shows, success requires strategy, clear communication, and the confidence to pursue ideal client relationships.

The potential financial impact of transforming annual tax clients into monthly advisory relationships is significant. But equally important is the shift from seasonal stress to sustainable, year-round client partnerships that deliver value for both sides.

Listen to the full episode of the Who’s Really the BOSS? podcast to learn more about pricing structures, service delivery models, and specific client communication approaches that lead to successful transitions. Your evolution from tax preparer to trusted advisor awaits.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

How G-Accon Transforms Franchise Accounting: A Deep Dive into Automated Financial Analysis

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When egg prices spiked in 2023, Natalya Hummer could show her franchise clients exactly how it affected their margins. Using G-Accon to analyze data from 63 Crumbl Cookie locations, she helped owners make immediate decisions about pricing and operations.

In a recent webinar hosted by Kelly Gonsalves, a New York-based accountant who also uses G-Accon in her practice, Hummer demonstrated how accounting technology can elevate basic compliance work into high-value advisory services. The webinar, “Automating Month-End Close and Reporting with G-Accon,” offered insights from both practitioners about transforming franchise financial management.

“Sometimes you just have to endure these changes,” Hummer explains, “but at least we know why—it’s not an unknown.” This granular data helps franchise owners protect profitability through informed decisions about pricing, suppliers, and operations.

Experience on Both Sides of the Business

Hummer brings 27 years of accounting experience—from staff accountant to CFO—plus hands-on knowledge as owner of three Crumbl Cookie franchises. This dual expertise drives her approach at Finatech Consulting, where she uses G-Accon to connect Google Sheets with QuickBooks Online for deeper analysis.

What is G-Accon?

G-Accon is a cloud-based solution designed for accountants, CFOs, and finance teams that automates integration between Google Sheets and accounting platforms like QuickBooks Online. Gonsalves explains that it goes beyond simple exports to enable complex financial modeling and granular data analysis. The tool simplifies data consolidation, provides multi-entity management, and offers real-time syncing capabilities.

Detailed Data Drives Better Decisions

Most accountants process vendor bills by category—lumping an entire Sysco invoice under “food costs.” G-Accon enables line-item analysis instead. “Without G-Accon, I would never be able to do that,” Hummer notes. “Sysco invoices might be three pages long, and I’m not going to book bills with so many lines manually.”

The system processes 10,000 line items as quickly as 100, revealing:

  • Cost spikes for specific ingredients
  • Sales patterns by season
  • Labor efficiency metrics
  • Product profitability

Automated Alerts Prevent Problems

Franchise operations face strict compliance requirements. Hummer’s system catches issues early through automated alerts. “Some franchises, like Crumbl, will reject any financial statements missing a pest control entry,” she explains. The system flags these issues before submission.

These alerts also catch unusual patterns and missing expenses. When the system flags three months of missing service charges, it creates an opportunity: “We may look like heroes to our clients. We’ve been accruing an expense for three months; are you using this service or forgot to pay for it?”

Implementation Requirements and ROI

Successfully implementing G-Accon requires:

  • Direct login access to vendor systems for automated data pulls
  • Structured mapping of items and accounts
  • Clear processes for multi-entity operations
  • Regular monitoring of automation rules

The initial setup investment pays off quickly. The efficiency gains let firms offer sophisticated analysis at competitive rates—positioning services between basic bookkeeping ($500/month) and premium consulting ($5000/month).

Strategic Planning with Daily Data

G-Accon’s power is shown in its strategic planning and forecasting. Daily sales data answers critical questions like “How did we perform on July 4th?” and “What should we expect this year?” This enables data-driven decisions about staffing, pricing, and inventory.

One franchise owner was so confident in the system that she ran her own analysis alongside Finatech’s Profit and Loss projections. “She arrived almost at the same result, but in a different way,” Hummer shares, “because she knows her business best.” This validation demonstrates how detailed data builds trust and encourages owners to participate in financial planning actively.

Rapid Feature Development

In more than six months with G-Accon, Finatech Consulting has implemented:

  • Automated data imports and exports
  • Compliance monitoring alerts
  • Custom forecasting models
  • Consolidated multi-entity reporting
  • Comparative location analytics

Both presenters emphasized G-Accon’s responsive development team. The team actively develops new features based on user feedback, with pro forma balance sheets and enhanced performance monitoring in development.

Competitive Advantage Through Specialization

Focusing on quick-service restaurants and bakeries enables powerful benchmarking. With data from 63 similar locations, Hummer’s team delivers:

  • Industry-specific KPIs and benchmarks
  • Peer comparisons
  • Standardized best practices
  • Deep franchise requirement knowledge

This specialization, combined with granular data analysis, creates lasting client relationships built on measurable value.

Transform Your Practice

The tools for transforming compliance work into advisory services are available now. Automated data collection, granular analysis, and industry specialization create relationships that transcend traditional accounting services. For firms ready to invest in the right tools and processes, the opportunity to enhance both client success and firm profitability is clear.

Learn More

Watch the complete webinar on “Automating Month-End Close and Reporting with G-Accon,” with Kelly Gonsalves and Natalya Hummer to learn more about implementing data-driven advisory services in your accounting practice.

Facing Growth Challenges Alone? Discover How Structured Peer Support Can Change Everything

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For many accounting firm owners, success is a lonely path. Even as revenue grows, teams expand, and client bases strengthen, the weight of daily decisions—capacity planning, strategic pivots, team management—rests squarely on their shoulders. Casual networking and brief connections rarely offer the deep support needed to navigate these unique challenges.

In a recent episode of Who’s Really the BOSS?, hosts Rachel and Marcus Dillon interviewed Ben Gabriel, a former technology consultant and current mastermind group facilitator with over 20 years in the accounting industry. Ben shared a compelling alternative: structured peer support. Unlike traditional networking, these groups foster ongoing, committed relationships where firm owners share their struggles, celebrate successes, and access the wisdom of peers who truly understand their journey. These groups transform professional growth from a solitary pursuit into a collaborative journey, providing a framework for achieving sustainable success without sacrificing values or vision.

Moving Beyond Networking to Structured Support

Professional growth requires more than occasional networking. As Marcus reflects, “These groups were the highlight of my week, my months, sometimes just a season of life—to be surrounded by peers who, while not going through the exact same thing, are facing similar challenges.”

Collective by DBA offers structured peer support at three distinct levels of engagement. The first level, Collective Community, involves self-guided improvement, where firm owners work through challenges independently using resources within the online community. The second level introduces peer groups, Collective Forums, fostering monthly interaction and shared experiences. The third and highest level, Collective Advisory,  involves one-on-one advisory relationships that provide focused guidance and accountability.

Unlike casual meetups or networking events, structured peer groups prioritize consistent, in-depth engagement. Each session opens with members sharing a recent success and a pressing challenge, creating a supportive environment where members can reflect on progress and receive constructive input. As Ben explains, the power of these groups comes from the continuous nature of the relationship, which extends beyond monthly meetings to include group chats, direct messaging, and online forums for real-time feedback and support.

Creating Safe Spaces for Honest Conversations

Structured peer groups excel at fostering psychological safety, allowing members to share personal and professional challenges openly. Rachel highlights the importance of this, admitting, “I get nervous to share things that are personal or that carry a lot of value for me.” This sentiment likely resonates with many firm owners, who may hesitate to share financial or operational details.

Marcus agrees, “For accountants, sharing financials is intimate. To others, it may seem mundane, but for us, it’s deeply personal.” 

However, over time, members build a foundation of trust. Unlike traditional gatherings where vulnerability may feel risky, the recurring nature of structured peer groups allows members to form meaningful bonds, knowing their peers understand the nuanced challenges of running an accounting firm. This creates a space where members receive not just quick fixes but thoughtful, experience-based insights.

Leveraging Collective Wisdom for Complex Problems

One significant benefit of structured peer support is the collective problem-solving that arises, especially when dealing with complex issues like capacity planning or burnout.

Marcus describes burnout as “a misalignment between work and passion. If your work involves tax returns but you dislike tax, you’ll feel burnout no matter your workload.” Structured groups encourage firm owners to explore deeper causes of burnout, like misaligned values or unfulfilling tasks, rather than just focusing on time management.

Rachel echoes this, suggesting a practical approach: “Start by identifying what you don’t like and remove those elements. Whether that’s exiting non-ideal clients or delegating tasks, it creates space for alignment with your goals.” These discussions lead to actionable strategies that members can adapt based on real-world experiences, transforming burnout from an isolated issue into a shared learning opportunity.

Structured groups also allow members to benefit from the experience of peers. Members may exchange insights on hiring virtual assistants, implementing new technologies, or refining service offerings. By learning from others who’ve already navigated similar transitions, firm owners can make more confident, informed decisions, reducing the trial-and-error burden.

Transforming the Professional Journey with Peer Support

Running an accounting firm doesn’t have to be a solo endeavor. Structured peer groups provide more than solutions—they foster community, creating a network of peers who celebrate each other’s successes and offer support through challenges. Whether addressing burnout, capacity planning, or strategic shifts, these groups provide a blend of practical insight and emotional encouragement, empowering members to pursue sustainable growth.

Ben shared the advice his grandmother gave him: “Keep on moving and don’t shuffle your feet.” To Ben, that advice means there’s no better way to keep moving forward than with the support of peers who truly understand your journey.

To explore how structured peer support enhances your professional growth, listen to the full Who’s Really the BOSS? podcast episode featuring Ben Gabriel. Discover how other firm owners leverage peer groups’ power to build sustainable practices while staying true to their values and vision.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.

The Blueprint for Turning Your Accounting Practice into a Private Equity Magnet

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Private equity investment is changing the accounting industry in a big way. In the past three years, five of the top 26 accounting firms in the U.S. have received financial support from private equity firms. This marks a notable change in how these businesses operate. As more money comes into the industry, smaller to mid-sized accounting firms are feeling the pressure to either grow larger or focus on specific areas of expertise to stay competitive.

How can we ensure our practices thrive in the face of ongoing challenges? Dave Bunce, Director of Partnerships at interVal, has extensive experience in accounting and mergers and suggests that companies willing to change and adapt their operations can achieve remarkable growth and value. This applies whether they are looking for investment from private equity firms or choosing to operate independently.

On a recent webinar, Dave shared three critical transformations that can help position your firm for success:

1. Moving beyond compliance work
2. Building sustainable recurring revenue
3. Creating scalable operations

Beyond Compliance: Redefining Value

When looking to buy a business, buyers pay close attention to two main things: the people you serve (your clients) and the skills of your staff (your talent). It’s important to remember that it’s not just about how many clients or employees you have; what really matters is the quality of your relationships, and the unique value you bring that goes beyond just meeting basic requirements.

“What they’re going to assess on that client list is how long they’ve been with you, how well you’ve grown or retained them, how well you’ve sold your other services to them, and how you’ve moved beyond the commodity of compliance,” Dave explains.

Offering high-profit advisory services can significantly increase the overall value of a firm. While accounting firms usually sell for a price that is about half to two times their revenue, where you fall on that scale largely depends on how well you provide valuable additional services. Top firms often group their clients into three categories—A, B, and C—based on how much growth potential they have and how open they are to receiving advisory services. This approach allows these firms to concentrate their efforts on the clients who are most likely to benefit from these expanded services.

Great opportunities for offering advice can often be found in the information we have about our current clients. For instance, analyzing $15 billion worth of client businesses, Dave’s team discovered that there was $4 billion sitting in working capital that businesses weren’t using efficiently. This finding opened up immediate chances to have important discussions with clients about smart ways to handle their money, plan for the future of their business, and improve how they manage their financial resources.

Finding new opportunities is only the beginning. Companies need clear methods to effectively offer these services on a larger scale and truly make the most of them. This is why creating strong Client Advisory Services (CAS) is so important.

Building Recurring Revenue with Strategic CAS Development

Many firms looking to increase their recurring revenue often begin by considering CAS. However, they must make an important choice: What kind of CAS do they want to provide?

“Are you looking at being a fractional CFO and bookkeeper? Or are you aiming for a high-margin, value-add CAS practice where you guide business owners through strategic planning exercises?” Dave asks. These are completely different ways of running a business, and each one needs unique strategies for hiring people, using technology, and providing services.

To build a successful CAS practice, Dave recommends a four-step approach:

  1. Define Your Scope: Determine whether you’re pursuing a high-volume bookkeeping model (starting around $500 monthly per client) or a high-margin advisory practice focused on strategic guidance.
  2. Validate the Market: Test your proposed offering with existing clients, understand what competitors charge, and ensure your pricing aligns with market expectations and cost structure.
  3. Build the Processes: Develop standardized workflows and procedures to ensure consistent delivery and scalability.
  4. Assemble the Team: Hire and train professionals suited to your chosen model—process-driven staff for bookkeeping or experienced advisors for strategic guidance.

Creating Scalable Operations

The foundation of a valuable, scalable firm lies in well-documented processes. Yet many firms make the costly mistake of implementing technology solutions before mapping out their core business processes.

“Map those things out—current state. Identify the gaps. Build the process the way you want it. Then identify where technology can fit,” Dave advises.

Start by documenting your key business cycles:

  • New Business to Cash Collection: From acquiring a client to receiving payment.
  • Resource Allocation and Delivery: Managing how work is assigned and completed.
  • Talent Lifecycle Management: Recruiting, training, and retaining staff.

This documentation is important for several reasons: it helps maintain stability when employees leave, ensures that services are provided in a consistent way, and shows potential buyers that the company operates at a high level of professionalism and readiness.

Think about the issue of employee turnover. Firms often invest a lot of time helping new employees learn their roles without having clear instructions or guidelines to follow. By creating standardized processes and having everything documented, the onboarding experience for new team members becomes smoother and quicker. This not only helps maintain a high level of service but also boosts the firm’s overall efficiency and profitability. Additionally, a well-organized business is more appealing to potential buyers.

Only after mapping these processes should you evaluate technology solutions. By mapping out how things work and noticing where there are gaps or inefficiencies, you can make better choices about which digital tools and automation will truly help your business succeed.

Positioning Your Firm for Success

Changing a traditional compliance-focused accounting practice into a more scalable business takes careful planning and a step-by-step approach. By moving beyond compliance tasks, firms can develop regular income sources and create clear, documented processes, which can lead to both immediate profits and lasting success.

Whether you choose to seek investment from private equity firms or decide to stay independent, making these changes can help your firm thrive in a competitive marketplace. Successful firms will focus on building efficient operations and offering valuable services.

Anyone looking to build an accounting firm that’s ready for the future should consider watching the full webinar recording. You’ll get practical strategies, pricing ideas, and tips based on Dave Bunce’s wide-ranging experience in both public accounting and private equity.

Why This Modern Firm Still Tracks Time—and How It’s Boosting Their Success

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What if the secret to modern accounting success isn’t abandoning time tracking but reimagining it? Dillon Business Advisors (DBA) discovered that time tracking—separated from billing—is a powerful strategic tool for managing their subscription-based practice.

In a recent episode of the “Who’s Really the BOSS?” podcast, firm leaders Marcus and Rachel Dillon discussed how this traditional practice transformed their modern firm. While many industry thought leaders suggest firms discard time tracking and hourly billing, DBA found that maintaining it—with a crucial twist—provided valuable insights into team management and business growth.

Time Tracking as a Strategic Tool in a Virtual Firm

Traditional firms primarily use time tracking for billing. However, in DBA’s virtual environment, it’s a crucial window into team performance and client profitability.

Marcus explains, “In a virtual environment, it’s hard to wrap my mind around what’s going on. Not that I care how much time is being spent, but it weaves into our project management. It highlights an abnormal month, and then we can discuss what happened.”

Rather than using time data for invoicing, DBA leverages it to gain operational insights—which are especially vital when managing a remote team across multiple client engagements.

When team members feel stressed about particular clients or workloads, time data provides objective evidence to evaluate the situation. Rachel notes, “Often, when there are outside stressors and client requests pulling on you, you may perceive one as your biggest problem over the other, without data to support that.”

Tracking time is also valuable for managing their subscription-based services. The firm regularly compares historical time data against current trends. For instance, “If two months ago it took our team eight hours to complete the engaged work, and now it’s taking 14 hours, is it still the same work, or are there out-of-scope tasks? Has the business increased in volume or complexity?” Data from time logs allows DBA to proactively address scope creep, adjust pricing when necessary, and ensure their team isn’t overwhelmed by expanding client demands.

Combining Manual Oversight with Data Analysis

While many firms aim to fully automate their time data oversight, DBA prefers a manual approach, especially in a virtual environment.

Their monthly review process, which takes Marcus and Rachel around three to four hours, combines tools like Excel pivot tables with human analysis. DBA finds that manual review provides strategic insights that automation might miss.

Rachel explains, “I see it not as invoicing but as clearing out time for write-ups and write-downs. It gives us extra accountability to address issues sooner rather than later. If you’re busy, you might not address out-of-scope issues or potential team burnout as promptly.”

 Marcus agrees, “I need to be looking at this data monthly.”

This intentional review helps the firm quickly identify patterns, recognize potential team burnout, and spot clients needing pricing adjustments—crucial insights they might miss with a fully automated process.

Leveraging Time Data for Strategic Decisions

Time tracking’s strategic value extends beyond daily operations, influencing growth, staffing, and firm valuation decisions.

DBA finds that understanding team capacity through time data helps them manage part-time staff and plan for growth.

For part-time remote team members, time tracking ensures workload balance without compromising quality. Marcus explains, “If a part-time person doesn’t have billable work, they’ll log off, and it’s hard to know—are you willing to give DBA more time, or were you really done?” This led to committing to consistent hours for part-time staff while optimizing their workload using time data.

Time data is also valuable for firm valuation and succession planning. Marcus notes, “Allan Koltin says the most valuable firm is the one with team members and no clients.” He describes a recent M&A event in which “because they had excess capacity, they were more valuable to the buyer—nobody wants to buy overworked and burned-out employees.”

This shifts excess capacity from a cost to a valuable asset, enabling strategic marketing, growth, and succession planning decisions. Whether determining when to “turn on a little bit more marketing” or evaluating pricing for new engagements, time data provides insights for informed decisions on firm growth and future value.

Transforming Traditional Metrics into Strategic Assets

As firms evolve toward value-based pricing, DBA’s experience shows firms can reimagine traditional tools like time tracking for modern practice management.

Viewing time data as a strategic tool rather than a billing metric allows firms to gain essential insights and maintain oversight of team members in a virtual or hybrid environment.

To learn more about transforming traditional metrics into strategic assets, listen to the full episode of the “Who’s Really the BOSS?” podcast. Marcus and Rachel share additional insights about managing virtual teams, optimizing processes, and building a modern accounting practice that thrives beyond the billable hour.

Rachel and Marcus Dillon, CPA, own a Texas-based, remote client accounting and advisory services firm, Dillon Business Advisors, with a team of 15 professionals. Their latest organization, Collective by DBA, supports and guides accounting firm owners and leaders with firm resources, education, and operational strategy through community, groups, and one-on-one advisory.