Author: Daniel Lavinder, CPA

How to Choose the Best Accounting Firm in Richmond, VA for Your Small Business

Written by Daniel Lavinder, CPA on December 27, 2025. Posted in Accounting, Payroll, Small Business Advice, Taxes.

Whether you’re a local service provider like an electrician or plumber in Midlothian or Mechanicsville, or a professional such as an engineer or lawyer in Glen Allen or Short Pump, selecting the right accounting firm is crucial. Here is a comprehensive guide to help your business find the perfect accounting partner.

Seek Local Expertise in the Richmond Area

Richmond’s business environment is distinct, affecting both customer interaction and local tax obligations. A top-tier firm should have deep knowledge of the following local specifics:

BPOL Tax (Business Professional Occupational Tax): This challenging local tax is assessed on gross revenue rather than net income or profit. The specific locality (Richmond, Henrico, or Chesterfield) where your business is situated can significantly impact the amount owed.

Sales Tax: Virginia has a base combined state and local sales tax rate of 5.3% (4.3% state rate + 1% mandatory local add-on). However, specific regions and localities may have additional taxes, pushing the total combined rates to 6%, 6.3%, or even 7%.

Networking and Community Ties: A reputable accounting firm with strong relationships with local community banks, such as Atlantic Union or TowneBank, can be an invaluable asset when your business needs to secure lines of credit or loans.

Identify Your Service Needs

Not every small business requires a full suite of accounting services immediately. Your service needs typically evolve as your business grows:

Bookkeeping: The foundational requirement for any small business, involving the basic recording of income and expenses.
Payroll: Essential when hiring employees (versus independent contractors). This service ensures timely payments and the accurate forwarding of withholdings to the Virginia Department of Revenue and the Virginia Employment Commission.
Tax Planning: Once your business achieves consistent profitability, comprehensive tax planning becomes necessary. Successful businesses often pay a lot in taxes, but a good accountant will help maximize applicable deductions and credits offered by the IRS and the Virginia Department of Revenue.
Advisory/Fractional CFO: For business owners focused on significant growth, a forward-looking accountant can provide services like cash flow forecasting and budget creation to help achieve financial targets.

Verify Credentials and Industry Fit

The Richmond market offers everything from satellite offices of “Big Four” firms to solo practitioners. For small to mid-sized businesses, the “middle market” or smaller boutique firms often provide the best combination of expertise and personalized attention.

CPA vs. EA (Certified Public Accountant vs. Enrolled Agent): Both CPAs and EAs are credentialed professionals, certified by authorities like the IRS or the Virginia Board of Accountancy. While social media is rife with poor advice, both types of professionals are held to high standards of professional ethics.
Industry Niche: While some firms specialize, working with an accounting firm that services a diverse client base—from financial services and medical providers to marketing firms, craft breweries, and restaurants—can provide broader insights and valuable referral opportunities.

Five Questions to Ask a Prospective Firm

Who will be my primary point of contact? A well-organized firm should assign a lead accountant who is responsible for ensuring your financial statements, tax returns, and payroll services are accurate, complete, and on time.
What are your communication protocols? Responsiveness is a common frustration with accountants. A good firm will clearly outline the best methods and expected timelines for communication to ensure your questions are answered promptly.
What accounting software do you utilize? While often seamless to the client, using cloud-based software ensures that all your financial data is accessible to you 24/7, similar to online banking.
What specific tax strategies have you implemented for small business owners? At Guardian Solutions CPA, we focus on three main categories of tax strategy: converting taxable income into non-taxable income, maximizing personal and business deductions, and deferring taxable income to a lower future tax bracket.
What are your fees? Make sure you are clear whether the firms bills by the hour or provides a set monthly fee which is often easier for small business owners to manage.

Final Considerations

The “best” accounting firm is subjective and depends on your unique business needs and your personal connection with the assigned accountant. However, Guardian Solutions CPA is recognized as a rapidly rising Top Firm in Richmond, VA, backed by numerous five-star reviews from small business owners.

To learn more, visit: https://guardiancfosolutions.com/contact-us.

If the IRS Accepts Your Return, Are You Good?

Written by Daniel Lavinder, CPA on December 25, 2025. Posted in Taxes.

So you check your tax return status, and your return says “Accepted.”

That little word feels like a huge weight off your shoulders. It’s almost like the IRS gave you a thumbs-up… but did they really?

A lot of people think acceptance means everything is officially final, the refund is locked in, and the IRS is basically done with them for the year. It would be amazing if it worked like that.

Unfortunately, acceptance isn’t the final stage.

In this post, we’ll explain what happens when the IRS accepts your return, how far along you actually are in the process, and what comes next.

What “IRS Accepted” Actually Means

When your return gets accepted, it means the IRS has received it, scanned it through their automatic systems, and confirmed that everything basic checks out.

Think of it like checking in at the airport.

TSA looks at your ID, scans your boarding pass, and waves you forward. They didn’t check your bags yet. They didn’t confirm your seat. They just confirmed you’re allowed to enter the line.

With an accepted return, the IRS verified things like:

Your Social Security number matches their records
Your filing status makes sense
There are no obvious formatting issues
Nothing in the first scan threw up red flags

Once you make it past that initial gate, your return moves further into their system for more detailed processing.

Also Read: What Happens If I Forgot To File A W-2?

It’s usually smooth after that, but the “accepted” label doesn’t mean the IRS fully reviewed every deduction or credit yet. It just means your return didn’t get rejected on arrival.

If The IRS Accepts Your Return, Are You Good?

No. Acceptance is a really good sign, but it’s not the final verdict. The IRS hasn’t fully reviewed the actual content of your return at that point.

They haven’t checked if your income lines up with what your employer reported or if all your credits and deductions make perfect sense. That part comes next, during processing.

Most people never deal with an IRS adjustment or review.

Once your return is accepted, it usually moves straight into the approval stage without any drama. But acceptance doesn’t equal approval. It definitely doesn’t mean the refund is guaranteed.

It simply means you passed the “basic data looks legit” stage.

It’s totally normal for acceptance to feel like the finish line, though. The IRS doesn’t exactly make their language user-friendly.

But acceptance is more like the green light at the start of the process, not the final seal.

Accepted Vs. Approved Vs. Processed

This is where things get confusing, because the IRS uses several different terms that feel almost identical. They’re not. Each one is like a different stop along the road.

Also Check Out Our: Richmond Tax Preparation Services

Here’s the simple breakdown:

Accepted – The IRS received your return and it passed the initial automated checks.
Approved – The IRS has finished reviewing your numbers and confirmed your refund amount. This is the stage people think “accepted” is.
Processed – Everything is fully complete and your refund is being sent or has already been sent. This is the true finish line.

Acceptance usually happens fast. Approval takes longer because the IRS actually digs into your return and checks things against employer reports, third-party data, and internal systems.

Processing is the final wrap-up.

So if you see “accepted,” that’s great. But “approved” is the moment you can actually relax and expect your money.

Situations Where the IRS Might Still Review Your Return

Even after your return has been accepted, the IRS might still take a closer look at certain parts of it.

This doesn’t automatically mean trouble. Sometimes the IRS just needs clarification or wants to double-check something before approving your refund.

How Do You Know Your Refund Is Actually Good to Go

Here are a few common reasons this happens:

Income from different sources doesn’t match what employers or banks reported
Credits like the Child Tax Credit or Earned Income Tax Credit need extra verification
Numbers on the return don’t add up
A form or schedule is missing
Something your tax software filled in looks unusual for your situation

This kind of review is usually quick and painless.

At worst, the IRS sends you a letter explaining an adjustment or asking for a document.

It’s annoying, sure, but it’s not something to panic about. Some reviews resolve on their own without you doing anything.

And even if nothing is wrong, your return can still be pulled for a random manual check. It’s not common, and it doesn’t mean you did anything wrong. It’s literally just part of their system.

How Do You Know Your Refund Is Actually Good to Go?

The real sign your refund is on its way is the “Approved” status.

That’s when the IRS has finished running all your numbers, confirmed you qualify for your refund amount, and scheduled the payout.

Once you hit the approval stage, things move pretty quickly.

The refund usually shows up in your bank account within a few days of being sent. The IRS website will also give you a projected deposit date once approval happens, which is your official thumbs-up.

The “processed” status is the final step.

At that point, the IRS is done with your return entirely. There’s nothing left for them to check, and your refund is either completed or already on the way.

Also Read: Why Your Small Business Needs a Year-Round CPA

What To Do If The IRS Adjusts Or Flags Your Return?

If the IRS looks at your return and decides something needs clarification, the first thing they’ll do is send you a letter.

Don’t freak out when that envelope arrives. A lot of times the IRS is just making a small correction to math or verifying a piece of data.

The best thing to do is just follow their instructions calmly.

If they ask for a document, send it. If they made their own correction, read the letter to see what they changed and how it affects your refund.

Sometimes a review even results in a bigger refund, so it’s not always bad news.

Here’s a simple plan:

Read the IRS letter slowly
Don’t call unless the letter says you need to
If they request documents, send exactly what they ask for
Keep a copy of everything you send
Ask a tax professional for help if you’re unsure about the adjustment

Most issues get resolved super easily. The IRS isn’t trying to scare you, they’re just double-checking something before they close out your file.

Bottom Line

Acceptance is awesome, but it’s not the grand finale. It just means your return made it through the initial checks and is officially in the system.

The real “you’re good” moment is when your refund gets approved and processed.

That’s the true green light.

For most people, acceptance is the only step they ever worry about, and everything rolls along smoothly after that. But knowing what each stage means keeps you from stressing out over confusing IRS lingo.

What Happens If I Forgot To File A W-2? (Explained)

Written by Daniel Lavinder, CPA on December 5, 2025. Posted in Uncategorized.

Forgetting to include a W-2 when filing your taxes can make your stomach drop.

It happens, though, more often than you’d think. Maybe you switched jobs midyear. Maybe one got lost in the mail. Or maybe you just hit “submit” a little too soon.

Either way, it’s not the end of the world.

The IRS has seen this plenty of times, and there’s a clear way to fix it.

In this post, we’ll go over what happens if you forgot to file a W-2, what the IRS does with that info, and how you can correct it without stressing too much.

Does A Missing W-2 Matter?

Yes, it does.

Your W-2 is what shows the IRS how much money you made and how much tax was already taken out. Without it, your tax return isn’t complete.

That means the numbers you sent in might not match what the IRS already has on file.

See, your employer also sends a copy of your W-2 straight to the IRS. So even if you forget to attach yours, the IRS still knows that income exists. It’s just not listed correctly on your return.

Check Out Our: Tax Preparation Services In Richmond

If you’re lucky, your mistake might not change much. Maybe that W-2 was from a short-term job that barely changed your refund or balance. But if the amount was big or you owed taxes on it, the IRS will catch the difference and reach out.

What Happens If You Forget To File A W-2?

If the IRS spots that your filed return doesn’t match their records, they’ll send you a letter.

Usually, it’s a CP2000 notice. That letter will show what income they think you missed and how your taxes should’ve been calculated.

It’s not a scary audit letter.

At that point, a few things can happen:

You might owe more taxes because that extra income pushed you into a higher bracket or added more to your total.
You might owe some interest or a small penalty if the amount was significant.
You might actually be owed a bigger refund if that job had extra tax withheld.

The IRS does give you a chance to correct it. You can agree with their adjustment, pay what’s due, or file an amended return that shows the correct numbers.

You Can Fix It By Filing An Amended Return

If you realize you forgot a W-2 before the IRS even sends anything, good news – you can fix it first. The fix is called an amended tax return, and it’s done using Form 1040-X.

Here’s the simple version of how to do it:

Wait until your original tax return has fully processed.
Download or open Form 1040-X from the IRS website.
Fill it out with your corrected info, including the missing W-2 details.
Attach a copy of the W-2 to your amended return.
Submit it online or mail it in.

That’s it. Once it’s submitted, you just wait. Amended returns can take a while, sometimes up to 16 weeks or more. The IRS has to review it manually, so patience really helps here.

You’ll get a confirmation when they receive it, and eventually, you’ll either get an updated refund or a notice about any extra balance due.

A small tip: keep copies of both your original and amended returns together. It helps for next year in case anything gets mixed up again.

What To Do If You Never Got Your W-2?

Sometimes you never get your W-2 in the first place. If that’s what happened, you’ve got a couple of easy moves to make.

Also Check Out Our: Payroll Services In Richmond

First, reach out to your employer or their HR department. They can resend it, either digitally or by mail. They’re required by law to get it to you, so they’ll usually handle it quickly.

If that doesn’t work, you can call the IRS directly at 1-800-829-1040. When you call, have your employer’s name, address, and your work dates ready. The IRS can contact them and request the form for you.

If tax season is ticking down and you still don’t have your W-2, don’t panic. You can use your last pay stub from that job to estimate your income and taxes withheld.

You’ll file using Form 4852, which acts as a substitute W-2.

What Happens If You Forget To File A W-2

It’s not perfect, but it gets your taxes filed on time. Once your actual W-2 shows up, you can file an amended return if the numbers differ.

If The IRS Contacts You First

If the IRS sends you that CP2000 notice before you’ve had a chance to fix things, don’t ignore it.

That letter is just a heads-up. Here’s what to do next:

Read the notice carefully. It shows what the IRS found and how it affects your taxes.

Compare their info to your own records. Check that the employer, income amount, and withholding look right.

If you agree with their calculation, you can pay the amount due or let them adjust your return automatically. If you don’t agree, you can respond with your own corrected numbers and documentation, like your W-2 or 1040-X.

Remember, you need to respond before the deadline on the letter. Ignoring it just leads to automatic adjustments, extra interest, and more hassle later.

How To Avoid It Next Time

Tax season can be chaotic, especially if you’ve had multiple jobs or side gigs. Keeping everything straight takes a little prep, but it’s not hard once you build the habit.

Also Read: Why Your Small Business Needs a Year-Round CPA

These few simple tips go a long way:

Make a list of all your employers from the year before you start your taxes. That way, you know how many W-2s to expect.
Double-check your mailbox and email for electronic W-2s before you hit “file.”
Wait until late February to file if possible. Most employers send W-2s by January 31, but delays happen.
Use IRS tools like “Get Transcript” to view your income info online if you’re unsure.
Keep a digital folder with copies of your pay stubs and W-2s each year. That single folder can save hours of stress later.

Most missing W-2 mistakes happen when people rush to file early or forget about a small side job. Slowing down for ten extra minutes at the start can save weeks of fixing things later.

Bottom Line

If you forgot to file a W-2, you might owe more taxes or some interest or a small penalty. Or you might be owed a bigger refund if that job had extra tax withheld.

The IRS doesn’t come after people for honest mistakes like this, as long as you fix them.

Once you file the amended return or respond to their notice, the issue usually clears up without much drama.

So, take a breath. Gather your paperwork, correct the numbers, and move on. The next time tax season rolls around, you’ll know exactly what to look for before you hit that submit button.

Unlocking Growth: Your CPA as the Key to Bank Financing for Your Small Business

Written by Daniel Lavinder, CPA on October 27, 2025. Posted in Uncategorized.

For many small business owners, securing financing from a local bank can feel like navigating a complex maze. Whether you need working capital to smooth out seasonal fluctuations, want to refinance existing debt for better terms, or are eyeing a strategic acquisition, the application process demands meticulous financial documentation and a clear demonstration of your business’s health. This is where a reactive, tax-season-only relationship with a CPA falls short.

The disruptive truth? Your CPA isn’t just for taxes; they are your most powerful ally in preparing your business to confidently approach lenders and secure the capital you need for growth. A year-round partnership with a professional CPA transforms your financial narrative from a historical record into a compelling case for investment.

Beyond the Balance Sheet: Building a Bankable Business Profile

Banks aren’t just looking at your past; they’re assessing your future. They want to see consistent financial health, robust internal controls, and a clear understanding of your business’s trajectory. A CPA who works with you continually helps build this comprehensive, bank-ready profile by:

Maintaining Impeccable Financial Records: Lenders require up-to-date and accurate financial statements – profit and loss, balance sheets, and cash flow statements. Your CPA ensures these are not only compliant but also consistently maintained throughout the year, making them instantly available and credible when you need them.
Demonstrating Financial Literacy: Your CPA acts as a financial translator, helping you understand your own numbers and articulate them clearly to potential lenders. This confidence and clarity are invaluable in showing the bank that you are a responsible and informed business owner.
Identifying and Addressing Weaknesses Proactively: By regularly reviewing your financials, your CPA can spot potential red flags that a bank might question – inconsistent revenue, high debt-to-equity ratios, or unusual expenses. They can then work with you to implement strategies to strengthen these areas before you apply for a loan.

Working Capital, Debt Refinancing, and Acquisitions: A CPA-Guided Path

Each type of financing has specific requirements and implications. Your year-round CPA can strategically position your business for success in all these areas:

1. Securing Working Capital

Banks want assurance that you can repay short-term loans. Your CPA helps by:

Optimizing Cash Flow Statements: They’ll ensure your cash flow statements clearly demonstrate your ability to generate sufficient cash to cover operational expenses and debt service.
Forecasting Needs Accurately: By providing detailed projections of your working capital requirements, your CPA helps you request the right amount of funding, showing lenders you have a well-thought-out plan.
Presenting Clean A/R and A/P: Well-managed accounts receivable and payable, monitored by your CPA, indicate strong financial discipline, which is highly valued by banks.

2. Streamlining Debt Refinancing

Refinancing can significantly improve your financial health, but it requires proving your creditworthiness and demonstrating benefit. Your CPA assists by:

Analyzing Debt Structure: They can help you understand your current debt obligations and identify opportunities for better interest rates or more favorable terms.
Highlighting Improved Performance: If your business has grown or become more profitable since incurring the original debt, your CPA can expertly package this information to show the bank you’re a lower-risk borrower now.
Preparing Pro Forma Statements: For scenarios like debt consolidation, your CPA can create pro forma financial statements illustrating the positive impact of the refinancing on your cash flow and profitability.

3. Facilitating New Acquisitions

Acquisitions are complex and often require substantial capital. Your CPA becomes a critical partner in this process:

Valuation Assistance: While they may not be a formal valuation expert, your CPA can provide invaluable insights into your business’s financial health, helping you understand what kind of acquisition you can realistically pursue.
Financial Due Diligence Support: For the acquisition target, your CPA can help you understand and scrutinize the seller’s financial records, identifying potential risks and ensuring you’re making an informed investment.
Projecting Post-Acquisition Financials: Lenders will want to see how the acquisition will integrate financially and how the combined entity will perform. Your CPA can develop comprehensive financial models and projections, demonstrating the viability and potential of the acquisition to the bank.

Beyond Tax Season: Your CPA as Your Small Business’s Financial Navigator

Written by Daniel Lavinder, CPA on October 27, 2025. Posted in Uncategorized.

For many small business owners, the relationship with their CPA begins and ends with tax season. It’s a familiar routine: gather your documents, hand them over, and hope for the best. But what if this limited interaction is actually hindering your business’s growth and stability? What if a year-round partnership with a professional CPA could transform not just your tax outlook, but your entire financial landscape?

The truth is, a CPA who actively works with your small business throughout the year isn’t just a tax preparer; they’re an indispensable financial navigator, guiding you through the complex waters of cash flow, operational expenses, and strategic investments.

The Cash Flow Conundrum: From Guesswork to Control

Cash flow is the lifeblood of any small business. Without a clear understanding of what’s coming in and going out, you’re essentially flying blind. This often leads to reactive decision-making, missed opportunities, and unnecessary stress.

A year-round CPA provides the clarity you need by:

Real-time Financial Insights: They help you establish and maintain robust bookkeeping practices, giving you up-to-the-minute data on your income and expenses. This means no more guessing games about your financial standing.
Proactive Cash Flow Forecasting: Your CPA can analyze historical data and current trends to create accurate cash flow projections. This foresight allows you to anticipate lean periods, plan for busy seasons, and make informed decisions about expenditures.
Identifying Bottlenecks: By regularly reviewing your financial statements, your CPA can pinpoint areas where cash might be getting tied up or inefficiently spent, helping you optimize your operations.

Imagine the confidence of knowing exactly where your business stands financially at any given moment, and having a clear roadmap for the months ahead.

Optimizing Operations: Sharper Bill Payment, Smarter Hiring

Effective cash flow management has a ripple effect across your entire business. When you have a clear financial picture, you can make smarter operational decisions, directly impacting your ability to pay bills, hire effectively, and plan for the future.

Improved Bill Payment: With accurate cash flow forecasts, you can schedule vendor payments strategically, taking advantage of early payment discounts while avoiding late fees and maintaining excellent vendor relationships. No more last-minute scrambling or wondering if you’ll have enough to cover expenses.
Strategic Hiring Decisions: A CPA can help you understand the true cost of an employee (beyond just salary) and project the impact of new hires on your bottom line. This allows you to make data-driven hiring decisions that support growth without overextending your resources. They can also advise on optimal times to hire based on your financial projections.

Don’t Let Tax Season Be a Punchline: Why Your Small Business Needs a Year-Round CPA

Written by Daniel Lavinder, CPA on October 27, 2025. Posted in Uncategorized.

For many small business owners, the words “tax season” conjure images of late-night scrambles, mountains of receipts, and the dreaded surprise tax bill. It’s a cycle of stress that can leave you feeling frustrated, financially drained, and wondering if there’s a better way.

The good news? There absolutely is.

The conventional wisdom often dictates that you only need an accountant when it’s time to file. But what if that approach is actually costing you more than you think? What if, by waiting until the eleventh hour, you’re missing out on significant savings and leaving yourself vulnerable to unnecessary penalties and interest?

The “Surprise Bill” is a Relic of the Past

Imagine a world where you know what your tax liability will be well in advance. No more heart-stopping letters from the IRS. No more scrambling to find funds you didn’t budget for. This isn’t a fantasy; it’s the reality for small businesses that partner with a professional CPA year-round.

A proactive CPA isn’t just a tax preparer; they’re a strategic financial partner. They’re looking at your books quarterly, sometimes even monthly, ensuring your records are accurate and up-to-date. This ongoing oversight means potential issues are identified and addressed long before they become costly problems. It allows for:

Accurate Projections: Your CPA can provide regular, realistic tax liability estimates, giving you the power to budget effectively and avoid those unwelcome surprises.
Smooth Sailing Audits: Should an audit ever arise, consistent, well-maintained records will make the process infinitely less stressful and more likely to result in a favorable outcome.
Peace of Mind: Knowing your finances are in expert hands throughout the year frees you up to focus on what you do best – running and growing your business.

Stop Bleeding Money: Eliminating Interest and Penalties

The IRS isn’t shy about assessing penalties and interest for underpayment or late filing. These charges can quickly erode your profits and add insult to injury. A year-round CPA helps you avoid these pitfalls by:

Optimizing Estimated Payments: They’ll ensure your estimated tax payments are accurate and timely, preventing underpayment penalties.
Catching Errors Early: Minor bookkeeping errors or overlooked deductions can lead to significant issues down the line. A vigilant CPA catches these early, preventing costly rectifications and potential penalties.
Navigating Complex Tax Laws: Tax codes are constantly changing. Your CPA stays abreast of these changes, ensuring your business remains compliant and avoids non-compliance penalties.

The Real Game Changer: Proactive Tax Reduction Strategies

Here’s where a year-round CPA truly shines – they don’t just help you pay taxes, they help you pay less in taxes. While tax preparation is reactive, tax planning is proactive.

Your CPA will work with you to implement strategies designed to legally and ethically reduce your owner’s tax liabilities. This might include:

Identifying Deductions and Credits: Beyond the obvious, a skilled CPA will unearth often-overlooked deductions and credits specific to your industry and business structure.