How to Have Strategic Meetings with Your Accountant

Turn report card meetings into strategic planning sessions.

Ever sat in a meeting with your accountant and felt like you were just there to get graded… wishing you were literally anywhere else in the world? You get handed a stack of financial statements, your accountant walks through last quarter’s numbers, and you nod along politely while your mind wanders to the fires you need to be putting out back at the office.

The problem is that many business owners dread their accounting meetings because they feel like a complete waste of time. They end up feeling like a school report card conference where you get a grade on how you’ve done, but no real coaching on how to improve before the next grading period.

At Patrick Accounting, we've been having these conversations with business owners for over 20 years. We've learned that the most successful businesses are the ones who spend time meeting with their accountant for strategic business reviews.

Our approach is to make these meetings forward-looking strategy sessions that help you make better business decisions, not backward-looking recaps that leave you frustrated.

Why Most Accounting Meetings Miss the Mark

Let's talk about what usually happens in these meetings. Your accountant hands you a stack of financial statements, walks through some numbers from last quarter, and maybe mentions your tax bill. You nod along, ask a few basic questions, and walk away feeling like you just wasted an hour of your life.

The fundamental problem is that most accounting meetings are backwards-looking instead of forward-focused.

Here are the three biggest reasons these meetings fail:

1. They Lack Clear Structure and Purpose

Too many accounting meetings start with, "So, how are things going?" and then just meander from topic to topic. Without a clear agenda and defined outcomes, you're just having an expensive conversation about numbers.

2. Your Accountant Sees Their Job as Transactional

Many accountants think their job ends when they hand you financial statements and file your taxes. They're not looking at their role as helping you build a better business. Instead, they're just processing transactions and helping you stay compliant.

3. Nobody Comes Prepared

You show up hoping your accountant will tell you something useful. They show up with reports but no real insights about what those reports mean for your business. It's like two people showing up to play tennis, but neither brought a racket.

The Two Strategy Meetings That Actually Matter

After working with hundreds of business owners, we've found that there are two types of meetings that are essential:

1. Mid-Year Planning Sessions for Course Correction and Alignment

This meeting happens around the middle of the year and serves as your business GPS recalculation. The focus is simple: Are we still on track to hit our goals, and if not, what needs to change?

We’re not just reviewing what happened in Q1 and Q2. We’re looking at the remaining half of the year and making sure you're aligned with where you want to be by December 31st.

2. End-of-Year Strategic Planning for Goal Setting and Tax Strategy

This meeting happens in the fourth quarter and focuses on two things:

• Setting yourself up for success next year
• Optimizing your tax situation for this year

The key insight here is that both meetings are forward-looking. You're not dwelling on what already happened. You're using that information to make better decisions about what happens next.

How to Prepare for a Productive Strategy Meeting

Unfortunately, many business owners show up to meetings unprepared and expect their accountant to magically provide insights. That's like going to the doctor and saying, "Just tell me what's wrong with me" without mentioning any symptoms.

Define the Meeting Purpose Upfront

Before you schedule the meeting, be clear about what you want to accomplish. Are you trying to:

• Make sure you're on track to hit your annual goals?
• Understand why certain numbers look different than expected?
• Plan for a major business decision or investment?
• Optimize your tax strategy for the rest of the year?

You and your accountant need to be on the same page about the purpose of the meeting when you schedule it. This allows both of you to prepare properly and bring the right information (and mindset).

Come With Specific Questions and Concerns

Don't wait for your accountant to guess what's on your mind. Come prepared with specific questions like:

• "I noticed our labor costs went up 15% this quarter. What's driving that?"
• "We're thinking about opening a second location. What should we consider from a financial perspective?"
• "Our sales are up, but I don't feel like I have more money. Where is it going?"

Bring Your Goals and Challenges to the Table

Your accountant can't help you if they don't know what you're trying to accomplish. Before the meeting, think about:

• What are your revenue and profit goals for this year?
• What challenges are you facing in the business right now?
• What major decisions or investments are you considering?
• Where do you want the business to be in 2-3 years?

What Your Accountant Should Be Asking You

A good accountant doesn't just present numbers. They ask probing questions that help you understand what those numbers mean for your business. Here's what you should expect:

Questions About Trends They're Seeing

Your accountant should be looking for patterns and asking about them:

• "I see your food costs have gone up consistently over the past six months. What's causing that?"
• "Your accounts receivable is growing faster than your sales. Are customers taking longer to pay?"
• "Your labor percentage is higher than typical for restaurants your size. Tell me about your staffing strategy."

Alignment Checks to Make Sure You’re on Track

They should be holding you accountable to your stated goals:

• "You said you wanted to save $100,000 for taxes this year. It's July, and I don't see money set aside. What's the plan?"
• "Your goal was to hit $1 million in revenue this year. We're halfway through, and you're at $400,000. Are we still realistic about that target?"

Forward-Looking Questions

The best conversations happen when your accountant asks about what's coming next:

• "What's your biggest concern about the business right now?"
• "Are you planning any major purchases or investments in the next six months?"
• "What would have to happen for you to consider this year a success?"

Consdier this example: We had a restaurant client whose labor costs were unusually high. Instead of just noting it in the report, our team asked, "What's going on with staffing that's driving these costs up?"

We discovered that the owner was so worried about being short-staffed that he was consistently overstaffing for worst-case scenarios. Once we identified this pattern, he could make informed decisions about whether to accept higher labor costs for peace of mind or implement better scheduling and on-call systems.

Red Flags That Your Accountant Isn't the Right Fit

Not every accountant is equipped to have strategic conversations. Here are the warning signs that you might need to find a new accounting partner:

They Only Want to Review Past Performance

If your meetings consist entirely of walking through last quarter's profit and loss statement without any discussion about what it means for your future decisions, you're working with the wrong person.

They Can't Speak Your Industry Language

An accountant who works with restaurants should understand food costs, labor percentages, and seasonal trends. If they're treating your restaurant like a generic service business, they're missing crucial insights.

They're Not Asking the Right Questions

If your accountant never asks about your business challenges, goals, or upcoming decisions, they're not thinking strategically about your success.

They Don't Have Systems for Regular Check-ins

Strategic accounting relationships require regular communication, not just annual tax filing. If your accountant doesn't have processes for ongoing planning and review, they're not set up to be a true partner.

Our Framework for Productive Business Review Meetings

We’ve built our process around our Client Journey to make sure each meeting moves you closer to your definition of success.

First 15 minutes: Alignment Check

• Review your Journey Score and progress toward annual goals
• Identify areas of opportunity and any major changes in the business since the last meeting
• Define what “thriving” looks like for you
• Confirm what we're trying to accomplish in today's meeting

Next 20 minutes: Numbers Analysis

• Walk through key metrics and trends
• Ask questions about anything that looks unusual
• Connect financial data to business operations

Next 15 minutes: Forward Planning

• Discuss upcoming challenges and opportunities
• Review any major decisions or investments being considered
• Identify tax planning opportunities

Last 10 minutes: Action Items

• Summarize key insights from the meeting
• Assign specific action items with deadlines
• Schedule follow-up if needed

How to Turn Insights into Action Items

The meeting isn't successful unless it leads to specific actions. Every insight should lead to a decision:

• Your food costs are up 15%. → Decision needed: Raise prices or find cost savings.
• You're ahead of revenue goals. → Decision needed: Invest in growth or save for taxes.
• Labor costs are high due to overstaffing. → Decision needed: Accept higher costs or implement new scheduling system.

Creating Accountability Between Meetings

The best accounting relationships include accountability between formal meetings. This might look like:

• Monthly check-ins on key metrics
• Regular progress reports on annual goals
• Proactive communication about major business decisions

At Patrick Accounting, we don't just meet with clients once a year. We maintain regular communication to make sure you stay on track between meetings.

From Report Card to Game Plan for Your Business

When business reviews are done right, they stop being a grade of what’s already happened and start being a game plan for where you’re going next.

At Patrick Accounting, we design these meetings so you walk out with clarity, decisions made, and a plan to move forward. That way, your accounting meetings become one of the most valuable hours you’ll spend all year.

If you’re ready to work with an accountant who treats your business reviews like strategy sessions, not report cards, we’d love to talk. At Patrick Accounting, every meeting is built around your goals, your Client Journey, and a clear plan to help you thrive.

Learn more about “The Client Journey: What to Expect When Working with Patrick Accounting.”