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Blog – Full Posts

Mastering Intuit Account Management: Essential Security for QuickBooks Professionals

Earmark Team · April 8, 2025 ·

Imagine waking up one day and discovering that you can’t access any of your QuickBooks clients’ data. That’s exactly what happened to one bookkeeper who found themselves locked out of their QuickBooks Online account, with no quick fix in sight. Suddenly, they were left in a lurch and unable to help their clients—a true nightmare scenario!

In a recent episode of The Unofficial QuickBooks Accountants Podcast, hosts Alicia Katz Pollock and Dan DeLong dove into the important but often overlooked topic of Intuit account management. This article breaks down the key takeaways from their discussion, equipping you with tips on how to:

  • secure your QuickBooks account, 
  • set up reliable backup access methods, and 
  • manage client relationships effectively using Intuit’s management portals.

Exploring accounts.intuit.com: Your Personal Command Center

Many accounting professionals use QuickBooks every day, but not everyone takes the time to explore the powerful management tools that are often overlooked. One of these gems is accounts.intuit.com, which acts like your personal command center within the Intuit ecosystem.

When you navigate to accounts.intuit.com (using the same credentials you use for QuickBooks Online), you’ll find a comprehensive dashboard that organizes your entire Intuit footprint. It’s a centralized hub where you can manage everything from security settings to document access.

The Sign-in and Security section represents your first line of defense against unauthorized access. Here, you can:

  • Update your user ID
  • Change your email address
  • Modify your password
  • Enable two-step verification (critical for security)
  • Set up authenticator apps
  • Use biometric security (fingerprints, facial recognition)
  • Monitor account activity across all devices

As Dan emphasized in the podcast, “Turn on your 2-Factor Authentication. Do it. Especially for accountants and ProAdvisors in the accounting community, your login is potentially connected to a lot of sensitive information—social security numbers, credit card information, EINs, a lot of personally identifiable information is there.”

The Activity Log displays every login attempt and includes details about the device, location, browser, and timestamp used, making it easy to spot any unauthorized access. 

The Business Profile section shows a complete history of every QuickBooks client you’ve ever worked with. 

For those concerned about privacy, the Data and Privacy section allows you to download your personal data, delete information if desired, and correct any errors in your profile.

The Products and Billing section displays all QuickBooks packages and services you subscribe to—including Online, Payments, Payroll, and more. What makes this view powerful is that it consolidates information from across multiple QuickBooks Online Accountant (QBOA) logins.

The Documents section provides access to attachments across all your client files. Rather than logging into individual client accounts to retrieve documents, you can access, download, and add new files directly through this centralized hub.

Leveraging camps.intuit.com for Product-Based Management

While accounts.intuit.com organizes your Intuit ecosystem from a user perspective, camps.intuit.com (Customer Account Management Portal System) provides a different view—one organized by product rather than by user profile. This portal serves as the external-facing view of Intuit’s customer relationship management system.

When you log into camps.intuit.com, you’ll see tabs organizing your Intuit ecosystem by product type: QuickBooks Desktop, QuickBooks Online for Accountants, QuickBooks Online, QuickBooks Payments, and Intuit Online Payroll. This organization makes CAMPS valuable when you need information about specific services rather than specific clients.

For QuickBooks Desktop users, CAMPS reveals all versions you’ve used over time, including those purchased for clients. “I see all of the different QuickBooks desktop accounts that I’ve had,” Alicia notes during her exploration of the portal.

Creating a Backup Access Method: Your Emergency Entry Point

Understanding these portals is important, but equally crucial is ensuring you always have access to your clients’ data. During the podcast, Alicia shared a concerning story about a bookkeeper who completely lost access to QuickBooks Online.

“I was on a call with Roundtable Labs, and Alexis Sadler was telling us a story about how one of her bookkeepers lost complete access to their QBO. They would go to log in to QBO, and it was just flat out not working. And they were completely locked out. My blood ran cold because it was like, well, shoot, if I get locked out, I literally can’t do my job.”

The solution? Create a backup access method that functions as your emergency entrance when the front door is locked. Alicia recommends: “Go add yourself as a different email address to your teams inside QBO. So when you’re in your QuickBooks Online for Accountants and you look on the left-hand side, it says team. Add yourself as a team member, give yourself full access to your books.”

This simple step ensures that even if your primary login becomes locked, you still have a way to access your clients’ data and continue providing services without interruption.

Understanding the Primary Admin Role: Who Should Control the Account?

Equally important is understanding the Primary Admin role—the person with ultimate control over a QuickBooks account. When creating a new QuickBooks file for a client, should you designate yourself or your client as the Primary Admin?

Alicia takes a clear position: “Your primary admin is the person who is responsible for the account… some bookkeeping firms will say, well, I’m the one who’s doing all the work, I’m the one paying for the subscription. Therefore I am the primary admin. But really, Intuit’s platform is that the primary admin should be the business owner, even if they’re not the main user.”

Alicia continues, “You’re the person who’s creating the data, but you don’t own the file. They own the file.”

Dan explains the technical reality: “The Intuit definition of who the primary admin is, is, in reality, the first person to touch that service.” This means whoever initially set up the QuickBooks account automatically becomes the Primary Admin unless changed.

There are limited exceptions to this best practice. Alicia notes: “I do have one exception to my rule about the business owner being the primary admin. And that’s if they’re working with QuickBooks Commerce, because QuickBooks Commerce integrations can only be set up by the primary admin.”

When client relationships end, the question of Primary Admin status becomes especially sensitive. Some accounting professionals resist transferring Primary Admin status, believing they “own” the file they’ve built. Alicia says, “Don’t be that person. That’s petty. You’re burning bridges. It’s the client’s data. They paid for it. They didn’t just pay for the service. They paid for the results. And the results are the data.”

Dan reinforces this point: “Intuit will side on the business owners side… provided they provide the legal documents that are necessary. So it is a losing battle when it comes to that.”

Only the Primary Admin can transfer this status to another user. If the original Primary Admin is unavailable, Intuit has a legal process requiring proof of business ownership—but this takes time (typically 7-10 business days) and requires documentation.

Master Your Intuit Ecosystem Today

Navigating Intuit’s account management options goes beyond the QuickBooks interface, offering essential tools for security and data management that many accounting professionals overlook. By visiting accounts.intuit.com and camps.intuit.com, you can manage your entire Intuit footprint and implement important security measures to safeguard your clients’ data.

Take some time to log into accounts.intuit.com and camps.intuit.com. Set up two-factor authentication, create backup access, and make sure each client’s Primary Admin status aligns with your relationship. These simple steps can help you avoid stress and business disruptions down the line.

For a deeper dive into these topics and more QuickBooks insights, listen to the full episode of The Unofficial QuickBooks Accountants Podcast.


Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

PCAOB Board Member Reveals Why 46% Audit Deficiency Rate Is Misleading

Blake Oliver · April 1, 2025 ·

When Senator Elizabeth Warren publicly accused PCAOB Board Member Christina Ho of “downplaying atrocious findings” about audit quality, it got me thinking: Do these alarming statistics about audit deficiencies really tell the full story?

The numbers definitely grab attention: Audit deficiency rates rose from 29% in 2020 to 46% in 2023. These figures from the Public Company Accounting Oversight Board (PCAOB) suggest that nearly half of all audits reviewed contained deficiencies so severe that “the audit firm had not obtained sufficient appropriate audit evidence to support its opinion.” At face value, these statistics paint a troubling picture of the accounting profession.

In a conversation on the Earmark Podcast, I asked Christina to help me understand these numbers. Christina explained the gap between headline statistics and meaningful measures of audit quality.

Understanding the PCAOB’s Role

Before getting into deficiency rates, it’s essential to understand what the PCAOB does. Christina explains, “The PCAOB is responsible for making sure auditors who check the publicly traded companies’ financial disclosures are doing their job well.”

The PCAOB fulfills this mission by registering audit firms, inspecting their work, and enforcing standards through sanctions when necessary. The inspection program represents the largest part of the PCAOB’s operations, with different firms facing different inspection frequencies:

  • The “Global Network Firms” (Big Four plus Grant Thornton and BDO) are inspected annually, with about 50 audits reviewed for each of the largest firms.
  • Firms with more than 100 public company clients are inspected annually, with about 10% of their audits reviewed.
  • Firms with fewer than 100 public company clients are inspected every three years.

The Misleading Mathematics of Deficiency Rates

When the PCAOB announced that 46% of audits reviewed in 2023 contained significant deficiencies, it received considerable attention. In our discussion, Christina pointed out several critical issues with how these numbers are presented and interpreted.

First, these audits aren’t randomly selected. The PCAOB uses a “risk-based approach” that deliberately targets audits they believe are likely to have problems. 

This selection bias fundamentally changes how the statistics should be interpreted. Christina pointed out, “We really can’t extrapolate the deficiency rate to the entire population of all audits because we did not take a statistical sample.”

Even more revealing is what these deficiencies actually mean. Despite the alarming definition, the PCAOB’s own reports include a critical disclaimer that Christina highlighted: “It does not necessarily mean that the issuer’s financial statements are materially misstated.”

In fact, less than 5% of these so-called deficient audits resulted in incorrect audit opinions—the outcome that would truly matter to investors. This stark contrast between the headline figure (46%) and the rate of consequential errors (under 5%) reveals how statistics without proper context can give the wrong impression.

Another significant issue is the PCAOB’s failure to differentiate between levels of deficiency severity. “Our deficiencies… we put everything in the same bucket,” Ho explained. “And in reality, not everything is the same in terms of impact and materiality.”

Unlike internal control evaluations, which distinguish between material weaknesses, significant deficiencies, and minor deficiencies, the PCAOB’s inspection reports do not make such distinctions. This makes it nearly impossible for investors to understand which deficiencies truly matter.

The Disproportionate Burden on Smaller Firms

Christina argued that the current inspection approach unfairly burdens mid-sized audit firms. While the largest firms have a smaller percentage of their audits inspected, firms just above the 100-client threshold face much more scrutiny.

“I personally think that our inspection program is disproportionately burdensome on these firms,” Christina said. This burden is so significant that some firms are intentionally reducing their client base: “They are trying to get rid of their audit clients to get under 100” to qualify for inspections every three years instead of annually.

This creates a troubling situation where firms avoid growth to escape regulatory burden. “I just don’t think it’s good for a very important part of an ecosystem to try to not grow,” Christina said. “We need to make sure we have resilience in the audit marketplace.”

The impact extends beyond individual firms to affect market competition and, ultimately, the capital markets themselves. When mid-sized firms deliberately avoid growth, it concentrates the market among the largest firms—limiting options, especially for smaller public companies.

The Political Fallout

Christina experienced firsthand how deficiency statistics can become political weapons when Senators Elizabeth Warren and Sheldon Whitehouse publicly accused her of “downplaying atrocious findings” after she questioned these metrics in a speech.

“I was very upset about being accused of lying,” Christina told me. “I thought it was very hypocritical of the senators, especially Senator Warren, to essentially bully me because I had a different view from her.”

Rather than reaching out for discussion, the senators sent a letter to the PCAOB Chair, which Christina said left her without “a proper avenue to respond.” This prompted Christina to respond via LinkedIn, where she received significant support from accounting professionals.

This incident highlights how statistics without context can be weaponized in ways far beyond academic disagreements about methodology.

The Search for Better Measures of Audit Quality

Given the problems with the PCAOB’s deficiency rate figures, how should audit quality be measured? Christina suggested several approaches that might be more meaningful:

  1. Look at trends rather than isolated annual statistics. Christina said, “The best way to look at the deficiency rate is not by each year. The best way to look at that data is to be looking at a trend.”
  2. Focus on restatements. Christina said, “Restatements is a much better metric…because that really measures the true impact to investors.” Restatement rates have declined over the past decade, suggesting improvement rather than deterioration in audit quality.
  3. Consider greater transparency. When asked if revealing the names of companies whose audits contained deficiencies would be beneficial, Christina was open to the idea, though she acknowledged the need for broader stakeholder input.
  4. Develop severity ratings. Creating a framework distinguishing between technical violations and substantive errors would provide context for interpreting deficiency findings.

Christina noted that measuring audit quality has been challenging because “audit quality is not quantitatively easily measurable.” And yet, the PCAOB’s approach to deficiencies is to treat all issues identically—regardless of severity or impact.

The PCAOB has been exploring “audit quality indicators” for approximately 15 years but has yet to develop more meaningful metrics. This lack of meaningful data makes it difficult to evaluate the effectiveness of the PCAOB’s oversight or the true state of audit quality.

Has Audit Quality Improved?

Christina believes the PCAOB has helped improve audit quality over the past two decades despite the challenges in measurement. When asked about evidence for improvement, she pointed to declining restatement rates and feedback from audit committee chairs and controllers who report improvements in audit and financial reporting quality.

“If you look at the data on the number of restatements and you look at the last ten, twenty years… restatement has been on the decline,” Christina said. “If you look at the AICPA/CAQ study that they released last year… if you talk to [audit committees], they feel that the audit quality has been improving.”

This more nuanced perspective indicates that, despite the worrying headlines about deficiency rates, the overall reliability of financial reporting might be improving.

Looking Ahead: The Future of Audit Oversight

As artificial intelligence and other technologies transform audits, Christina argues for “a more agile approach” to quality measurement—one that can adapt to technological change and focus on outcomes rather than inputs.

After talking with Christina, it’s clear to me that to move forward, we need to find a balance between regulatory oversight, an understanding of how audits work, and what affects the reliability of financial statements. If we don’t, the profession will get bogged down by misleading metrics that only check compliance boxes rather than enhancing what counts: protecting investors through trustworthy financial reporting.

Want to hear the entire conversation with Christina Ho about PCAOB deficiency rates, audit quality measurements, and her experience with political criticism? Listen to the complete episode of the Earmark Podcast.

Hidden QuickBooks Updates in March 2025 That Will Change Your Accounting Workflow

Earmark Team · March 27, 2025 ·

Keeping up with the changes in QuickBooks can feel like a full-time job. Thankfully, Alicia Katz Pollock and Margie Remmers-Davis are here to help you out!

In this episode of The Unofficial QuickBooks Accountants Podcast, they dive into what they’ve discovered in March 2025. They cover everything from minor tweaks to major updates that will change the way accounting professionals use QuickBooks.

“What Margie and I do is we have a Google Doc that every time we notice something is different, we go ahead and take a screenshot and drop it in the doc,” explains Alicia. This method helps them keep an eye on both official updates and those cool experimental features that might disappear before you know it.

Let’s dive into the most notable QuickBooks changes they uncovered this month.

Menu Improvements 

Several interface enhancements make QuickBooks more user-friendly and efficient for daily tasks. One of the most notable improvements is the addition of a submenu for Reports in the left navigation bar.

“Every item that you hover over has a submenu that takes you to the tabs for that thing. For years, reports never had that dropdown,” Margie explained with obvious relief. “Thank heavens… hallelujah that they did this!”

The bookmarks feature has also been enhanced. Users can now edit bookmark names, which Alicia appreciates for fixing formatting issues: “When I bookmark the Reminders list, it always comes in in all caps, which triggers my OCD. I like being able to edit the bookmark and get it into regular case.” However, Margie expressed concern that custom bookmark names might create confusion during support situations.

For accountants working with clients considering Intuit Enterprise Suite, there’s now a quick link under the Accountant Tools briefcase labeled “Intuit Enterprise Suite referral.” This makes it easier to schedule meetings with Intuit sales representatives to evaluate if the suite is right for your clients.

Financial Tracking Enhancements

A much-missed feature has returned to fixed asset management. When creating a fixed asset, users can now check a box labeled “create a category to keep track of depreciation,” which automatically creates two subaccounts – one for the original value and one for depreciation.

“This lets you see the net book value for that one fixed asset on the chart of accounts,” Alicia explained. “For my small business owners who might just have a couple fixed assets, it’s really great.”

The split transactions interface has also received a significant upgrade. “It used to be a tiny little window. Now it fills up your screen,” noted Alicia. The redesigned interface allows users to split transactions between different chart of accounts categories and map to different product and service lines simultaneously.

For businesses using payroll, there’s a new section for employer tax expenses in the payroll settings. “Now you have the ability to create micro expense accounts for literally any one of your employer taxes,” Alicia shared. This feature is particularly valuable for larger companies that want detailed expense tracking without relying on external spreadsheets.

Perhaps most helpful is a new warning system in the banking feed that prevents duplicate revenue entries. When users attempt to categorize a deposit for a customer with open invoices, QuickBooks now displays a warning message: “This client has open invoices. If this deposit is for that invoice, record the payment and receive payment first.”

Payment Processing Innovations

GoPayment, QuickBooks’ mobile payment solution, now offers Tap to Pay for iPhone users. This eliminates the need for the $50 Bluetooth card reader previously required for accepting payments in the field.

“You can hold your phone in your hand, log into GoPayment, dial up an order, and then they can just tap their credit card or tap their phone to your phone,” Alicia explained. This feature is particularly valuable for businesses that take payments on the go.

For businesses concerned about merchant fees, there’s a clever workaround. “If you turn off your merchant services, your customer still can pay using merchant services, but they pay the fees,” Alicia explained. This option is found under the “Manage” and then “Payments” button on the right side of an invoice.

The Business Network is also enabling easier payment information sharing between QuickBooks users. “Find your business network settings and put in your ACH information. Then that will just make it easier on everybody and you’ll get paid faster,” suggested Alicia.

Important Account Limitations to Watch

Recent changes to the QuickBooks Checking deposit account agreement introduce several transaction limits that could impact business operations:

  • ATM withdrawals limited to 10 per day
  • Daily purchase and withdrawal limit of $10,000
  • Funding transaction limit of $5,000 per day
  • Limits on instant transfers: “Up to five instant transfer transactions per day and per week, and up to ten instant transfer transactions per month”
  • A new 3% foreign transaction fee

“I’m definitely checking in with them myself because I don’t know what this means for me,” Alicia noted, particularly concerned about the instant transfer limits. “Are they going to start charging me or are they going to just slow down everything after the first five for the week?”

For those concerned about these limitations, Alicia mentioned alternatives like Anchor (flat $5 per transaction) and Forwardly (free transfers), which Margie confirmed her company recently switched to with positive results.

QuickBooks Payroll is also changing how it handles tax payments. “They’re going to start withdrawing your taxes when you run your payroll. So you have to have your payroll and your taxes funding available in the checking account when you run payroll,” Alicia explained.

Glimpses of Future Developments

The hosts spotted several experimental features that briefly appeared before disappearing again, offering clues about future QuickBooks developments:

  1. A column labeled “approval status” temporarily appeared in transaction lists, even in QuickBooks Online Plus accounts (typically an Advanced feature).
  1. A dedicated column showing which rule applied to banking transactions briefly appeared in the banking feed.
  1. For a moment, some users could create profit and loss reports with columns for custom fields, possibly related to the upcoming migration away from legacy tags.

Alicia also revealed she’s beta testing a completely redesigned banking feed experience expected to launch later this year. “I’ve been beta testing it and I like it,” she shared, noting that the upgraded split transactions interface seems to be a precursor to this larger overhaul.

Staying Current with QuickBooks Changes

These ongoing improvements and experiments show how crucial it is to stay updated with the latest QuickBooks changes. This way, you can better serve your clients and avoid surprises when logging into their QuickBooks accounts.

If you want to hear more about these updates and what’s on the horizon for QuickBooks, check out the full episode of The Unofficial QuickBooks Accountants Podcast.


Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

Intuit’s Stockholders Meeting: What Accountants Need to Know

Earmark Team · March 24, 2025 ·

Intuit recently held its annual stockholders meeting. Even if you spend your day working hands-on in QuickBooks, it’s important to understand the bigger picture behind this publicly traded company. 

In a recent episode of “The Unofficial QuickBooks Accountants Podcast,” hosts Alicia Katz Pollock and Matthew “Spot” Fulton analyzed the meeting and shared insights that can help accounting professionals plan for changes coming to the QuickBooks ecosystem.

Why This Meeting Matters

Intuit’s fiscal year ends on July 31, which means their annual meeting doesn’t line up with the usual calendar year or fiscal year. At each meeting, Intuit’s CEO, Sasan Goodarzi, and other leaders present the company’s strategy and financial results. Matthew explains he listens to these meetings because it reveals how Intuit’s plans match what accountants are seeing on the ground.

An AI-Focused Vision

Intuit decided in 2018 to become an “AI-driven expert platform.” Goodarzi calls AI the greatest technology shift since electricity and the internet. Whether you agree or not, Intuit is already seeing major results:

  • 8x faster development velocity (roughly 30% quicker feature delivery)
  • 11% fewer direct customer support calls thanks to AI-powered self-service

Intuit also applies AI inside its own operations. Matthew describes it as an “eat your own dog food” strategy: They’re not just releasing AI tools for customers; they’re using the same tools internally to reduce workload and speed up development. For accountants, this means QuickBooks may change more quickly, making it vital to stay informed about new features.

Five Big Bets for Growth

During the meeting, Intuit repeated its “five big bets” for driving innovation:

  1. Revolutionize speed to benefit
  2. Connect people to experts
  3. Unlock smart money decisions
  4. Be the center of small business growth
  5. Disrupt the mid-market

The “connect people to experts” bet includes both Intuit’s own experts and independent accounting professionals. While some accountants worry about QuickBooks Live as competition, Alicia points out that the QuickBooks Live Expert Assist model can allow ProAdvisors to focus on higher-level services while routine questions go elsewhere. In many cases, accountants can also sign clients up for QuickBooks Live and share revenue.

Expanding the Ecosystem: Mailchimp and Credit Karma

Intuit’s acquisitions of Mailchimp and Credit Karma once puzzled some users. Now, the strategy is clear: create a complete platform. A business might start small in QuickBooks, then grow and need Mailchimp for marketing, or use Credit Karma to secure funding. Intuit reported:

  • 22% more customers using both Mailchimp and QuickBooks Online
  • 5x increase in Credit Karma users who finish taxes in TurboTax

This cross-platform synergy is part of Intuit’s plan to keep business owners on their products for every financial need. Meanwhile, the company continues to see massive usage overall:

  • $2 trillion in invoices managed across the platform
  • $124 billion in total payment volume
  • $10.4 trillion in consumer debt visibility via Credit Karma

QuickBooks Online Growth and Payroll

QuickBooks Online’s U.S. customer base grew by 11%, and QuickBooks Online Advanced saw a 28% rise in subscriptions with an 84% retention rate. QuickBooks Online Payroll revenue climbed by 23%, with 18 million workers paid through Intuit’s payroll systems each year.

These numbers highlight Intuit’s growing influence. Matthew believes the trifecta of QuickBooks Online Advanced, QuickBooks Time, and QuickBooks Payroll offers more advanced project tracking, streamlined payroll, and faster reporting. Alicia adds that the new features—like revenue recognition and updated reporting—make QuickBooks Online Advanced more compelling than ever.

New Mid-Market Focus: Intuit Enterprise Suite

To “disrupt the mid-market,” Intuit introduced Intuit Enterprise Suite. They estimate the average revenue per customer (ARPC) at about $20,000 a year—or roughly $1,600 a month. While still in early phases, it could give companies that have outgrown QuickBooks Online Advanced or Enterprise more reasons to stay with Intuit. Additional API features and custom fields may arrive soon, which could benefit app developers and clients with more complex needs.

What About Mint?

A shareholder asked if Mint, Intuit’s personal finance tool, might see a refresh. Goodarzi gave a brief response suggesting no big revival is planned. This indicates Intuit remains focused on other core products, including QuickBooks, TurboTax, Mailchimp, and Credit Karma.

CEO Compensation and Long-Term Vision

About 7% of Goodarzi’s pay is salary, while 93% is in stock options. This structure links his earnings to the company’s success. Alicia sees this as a sign that Intuit’s leaders believe in their long-term strategy enough to connect most of their personal income to stock performance.

What It All Means for Accountants

Despite the rapid pace of AI and big-company acquisitions, Alicia and Matthew see opportunities for accounting professionals who adapt. QuickBooks Live might handle everyday questions, but accountants can build advisory relationships, train clients on best practices, and provide higher-level analysis. As Alicia notes, even though Intuit automates routine tasks, the human element remains vital for nuanced financial guidance.

Stay Informed and Keep Learning

To hear all the details—and pick up more practical tips—check out Episode 78 of the Unofficial QuickBooks Accountants Podcast. You’ll learn:

  • How Intuit’s “five big bets” connect to real-world QuickBooks features
  • Deeper insights into QuickBooks Online Advanced
  • Opportunities in QuickBooks Live Expert Assist
  • Ways to keep pace with AI and other tech shifts

By understanding Intuit’s direction, you can better guide your clients and spot new ways to grow your business. AI and automation are here to stay, but accountants who use these tools strategically can deliver even greater value.


Alicia Katz Pollock’s Royalwise OWLS (On-Demand Web-based Learning Solutions) is the industry’s premier portal for top-notch QuickBooks Online training with CPE for accounting firms, bookkeepers, and small business owners. Visit Royalwise OWLS, where learning QBO is a HOOT!

Streamlining Sales Tax Compliance: Exploring Avalara’s Managed Returns for Accountants

Blake Oliver · March 21, 2025 ·

Managing sales tax is one of the most challenging services to offer clients as an accounting firm.

Collecting sales information and filing tax returns traditionally involves a lot of work. It means logging in to multiple state portals, keying in sales data, and filing returns one at a time. With multiple clients filing in multiple jurisdictions each month, this quickly becomes unmanageable.

There’s also a big risk of making mistakes—if you slip up in one small way, it can lead to extensive notice correspondence and mounting penalties.

During an Earmark Expo webinar, hosts Blake Oliver and David Leary explored how modern compliance platforms such as Avalara’s Managed Returns for Accountants (MRA) allow you to expand your services without substantially increasing staff, risk, or costs.

Introducing a New Approach with Avalara

Avalara’s solutions aim to eliminate much of the repetitive manual work by consolidating data and automating return filings. John Sallese, Director of Strategic Accountant Solutions & Partnerships from Avalara showcased how Managed Returns for Accountants offloads the filing burden onto Avalara after the firm has reconciled the data. 

Here’s how it works:

  1. Data Collection and Review: Firms import or sync sales data from QuickBooks, Shopify, Amazon, or other systems into Avalara. The platform can also recalculate sales tax liability if needed.
  2. Approval by the Firm: After confirming the monthly numbers are correct, the firm marks each return “Approved to File.”
  3. Automated Filing and Payment: Once approved, Avalara files and remits payment on time, assuming responsibility for meeting deadlines, sending confirmations, and handling notices.

John noted that if the firm misses the approval deadline—usually around the 10th of each month—Avalara auto-approves to avoid late filings. 

As an added safeguard, if any Avalara-caused delay results in penalties or interest, Avalara covers those costs under the terms of service.

Two Distinct Service Models: MRA vs. Returns for Accountants

Avalara offers two different models for accounting professionals:

  1. Managed Returns for Accountants (MRA)
  • Firm’s Role: Gather and reconcile monthly data, approve liabilities.
  • Avalara’s Role: File returns, handle payments, and manage notices.
  • Key Benefit: Reduced risk for late filings and penalties, as Avalara takes over once data is approved.
  • Typical Cost: Ranges around $25–$30 per filed return (volume discounts may apply).
  1. Avalara Returns for Accountants (sometimes referred to as “ARA”)
  • Firm’s Role: Owns the full process—import data, finalize calculations, file, pay, and manage notices.
  • Avalara’s Role: Provides the software platform, automation tools, and supports advanced e-filing flows.
  • Key Benefit: Complete control and flexibility over the entire return process.
  • Typical Cost: Generally lower per return because the firm does more of the work.

Many firms adopt both solutions. 

Straightforward filings can go on the MRA model, where the firm approves data and lets Avalara handle the rest. 

Complex cases, such as back-filing multiple years, voluntary disclosures, or clients with inconsistent monthly data, might be better served with the RA model, which grants the firm end-to-end control.

Notice Management and Advisory Opportunities

In addition to filing returns, MRA includes comprehensive notice management. This means Avalara addresses notices from tax authorities and resolves them directly, relieving firms of much of the back-and-forth associated with sales tax inquiries. 

Firms also gain better visibility into potential advisory projects. “You’re not just filing returns,” John emphasized. “If you see clients calculating tax in states where they’re not registered, you can help them register or do a voluntary disclosure.”

Using these platforms can elevate the firm’s role from simple compliance processing to a strategic advisor, offering value-added services around taxability research, nexus studies, registrations, and more.

Implementation Considerations

John shared what to consider when you’re implementing Avalara MRA:

  • Data Integration: Ensure you can connect client systems (eCommerce, accounting, POS) to flow data automatically. This reduces manual entry and ensures more accurate filings.
  • Monthly Workflow: Clearly define who imports data, who reviews it, and when approval is due. MRA’s auto-approval protects against accidental late filing.
  • Client Onboarding: When setting up each client’s “filing calendar,” you’ll specify which returns need filing, the frequency, and any special state requirements. Avalara’s team verifies each setup to confirm accuracy.
  • Pricing Your Services: Whether you pass the per-return fees directly to clients or bundle them into a flat monthly charge, clarify the difference between MRA’s delegated model and RA’s self-service approach.

Elevate Your Sales Tax Practice

Sales tax compliance no longer has to be a necessary evil fraught with manual effort and risk. By choosing the right workflow model—either delegating filings to Avalara (MRA) or keeping them in-house (RA)—firms can scale sales tax services while maintaining appropriate oversight. The key is matching each client’s needs to the best approach.

Want to See a Live Demo?
Catch the full Earmark Expo session featuring Avalara, hosted by Blake Oliver and David Leary. You’ll see a real-time walkthrough of the platform and learn how to seamlessly integrate advanced compliance solutions into your firm’s existing workflow. 

Earn Free CPE

Visit earmark.app to watch the webinar and earn free NASBA-approved continuing professional education credit.

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