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

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

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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?

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?

What IRS Accepted Actually Means

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.