What Should I Expect from My Small Business Accountant?

Do you ever feel like your accountant disappears the moment tax season ends, and you don't hear from them again until the next year?

Or worse, you’re missing out on thousands of dollars in potential savings and strategic guidance that could transform your business?

If this describes your accounting relationship, you're not getting what you're paying for.

Unfortunately, many business owners have completely wrong expectations about what their accountant should be doing for them. They think an accountant's job is just to file taxes and keep the IRS happy. But that's actually the least valuable thing a good small business accountant provides.

In this article, we’ll show you exactly what to expect from a high-value accountant relationship, the red flags to watch for, and how the right partner can help you make smarter financial decisions all year long.

Why Most Accounting Relationships Leave You Frustrated

Before we dive into what good looks like, let's talk about why so many business owners end up disappointed with their accountants.

How the Expectation Mismatch Causes Problem

Here's what typically happens: You need someone to do your business tax return, so you hire an accountant. In your mind, you just hired "your guy." You know, the person you'll go to for any questions about money, taxes, or business decisions.

But in the accountant's mind, they just signed up to prepare and file one tax return per year. When you call with questions about whether you should buy new equipment or how to structure a business loan, they don't see that as part of their job.

This expectation mismatch isn't your fault. It's the accountant's responsibility to clearly define what services they offer and how the relationship works.

Why Transactional Accounting Keeps You in the Dark

Many accounting firms operate purely transactionally. You bring them stuff, they process it, you pay them, and you don't hear from them until next year. It's like having a yard service that only cuts your grass. When your sprinkler system breaks, you're on your own even though it's all part of maintaining your property.

This transactional approach misses the bigger picture. Running a business involves dozens of financial decisions throughout the year, and most of them have tax implications or require financial analysis. If your accountant isn't available for guidance on these decisions, you're making them blind.

Why the "Tax-Only" Mindset Limits Your Vision

The biggest problem with tax-only relationships is that they're entirely backwards-looking. By the time your accountant sees your financial information, it's too late to optimize anything. You've already made all your business decisions for the year.

Strategic accounting relationships are forward-looking. They help you make better decisions throughout the year, not just clean up the mess after it's already happened.

The Three Essential Pillars of an Effective Accountant Relationship

After 20+ years in the accounting profession, we've identified three essential components that every business owner needs from their accounting relationship. Think of it as a three-legged stool. If any leg is missing, the whole thing becomes unstable.

1.  Reliable Accounting and Financial Reporting

This is the foundation. We’re talking accurate, timely financial information you can actually use to make decisions. Sure, you need your accountant to record transactions, but you really need them to organize your financial data in a way that tells the story of your business.

What this looks like:

• Monthly financial statements delivered on schedule
• Clean, organized books that you can trust
• Financial reports that make sense and highlight trends
• Systems that simplify your day-to-day financial management

Why it matters: If you can't trust your financial information, you can't make good business decisions. Period.

2. Strategic Insights and Proactive Advice

This is where most accounting relationships fall short, but it's often the most valuable piece. Your accountant should be helping you understand what your numbers mean and what actions you should take based on what they're telling you.

What this looks like:

• Regular conversations about your business goals and financial performance
• Proactive suggestions for improving profitability or cash flow
• Guidance on major business decisions before you make them
• Help identifying problems early, before they become crises

Why it matters: Your accountant sees patterns and opportunities that you might miss because you're focused on running your business day-to-day.

3. Compliance and Tax Optimization

Yes, someone still needs to file your taxes and keep you compliant with government requirements. But this should be the natural byproduct of good financial management throughout the year, not a scramble every April.

What this looks like:

• Tax planning and projections so you're never surprised by what you owe
• Strategic advice on tax-saving opportunities
• All compliance work handled efficiently and on time
• Proactive communication about tax law changes that affect your business

Why it matters: Good tax strategy can save you thousands of dollars, but only if it's planned throughout the year.

How Often Should You Meet with Your Accountant?

One of the most common questions we get is: "How often should I be meeting with my accountant?"

The answer depends on what you're trying to accomplish, but here's our general framework:

Why Two Strategic Sessions Per Year is the Sweet Spot

For most established businesses, two strategic meetings per year is the sweet spot. This gives you enough touchpoints to stay aligned on goals and make course corrections without being overwhelming.

At Patrick Accounting, we typically schedule:

• A mid-year strategic meeting to review progress and make adjustments
• An end-of-year planning session to prepare for the following year
• Additional meetings as needed for major decisions or changes

When You Need More Frequent Contact

You might need more frequent meetings if:

• You're a new client learning our systems and processes
• Your business is going through rapid growth or major changes
• You're dealing with complex financial situations
• You're implementing new systems or making strategic shifts

The Difference Between Meetings and Check-ins

Not every interaction needs to be a formal meeting. Quick phone calls, emails, or video messages can handle routine questions or updates. Reserve formal meetings for strategic conversations that require deeper discussion and planning.

What Should Strategy Meetings Accomplish?

Many accounting relationships go wrong with meetings that feel like a waste of time because they're just reports on what already happened instead of planning for what comes next.

Come Prepared and Be Vulnerable

The most successful client relationships start with vulnerability. Don't feel like you need to have everything figured out. That's why you hired an accountant in the first place.

Be honest about:

• What you don't understand about your financial reports
• What challenges you're facing in the business
• What goals you're trying to achieve
• What decisions you're struggling with

What happened when a restaurant client was vulnerable?
We had a restaurant client tell us he was always afraid his staff wouldn't show up, so he consistently overstaffed to be safe. This vulnerability helped us identify why his labor costs were high and develop strategies to give him more confidence in his staffing.

Ask the Right Questions

Don't just accept what your accountant tells you. Engage with it. If something doesn't make sense, ask for clarification. If you want to understand the "why" behind a recommendation, speak up.

Good questions to ask your accountant:

• "What number surprised you most in our reports this quarter?"
• "Based on our financial performance, what should we focus on next?"
• "What would you do if this were your business?"
• "Are there opportunities we're not taking advantage of?"

Walk Away With Action Items

Every meaningful meeting should end with specific action items and deadlines. These might be:

• Things for you to do
• Things for your accounting team to handle
• Decisions you need to make

The goal is to take the information you receive and use it to make your business better.

Red Flags That Signal You Need a Better Accountant

Not sure if your current accounting relationship is meeting your needs? Here are the warning signs that it might be time for a change:

• They never call you back. This is the most common complaint we hear from new clients. If your accountant is consistently unresponsive to calls and emails, they don't see you as a priority.
• They only talk to you at tax time. If the only time you hear from your accountant is when they need information for your tax return, you're missing out on year-round strategic guidance.
• They can't explain things in plain English. Your accountant should be able to translate complex financial concepts into language you can understand. If they can't explain what your reports mean or why something is important, they're not adding much value.
• They don't ask about your business goals. How can your accountant help you make strategic decisions if they don't know what you're trying to achieve? If they've never asked about your goals or growth plans, they're operating blind.
• They don't understand your industry. An accountant who works with restaurants should understand food costs and labor percentages. One who works with service businesses should know about utilization rates and project profitability. Generic advice isn't very helpful.

How to Upgrade Your Accounting Relationship

If you recognize some of these red flags in your current accountant relationship, you have two options: Try to improve what you have or find someone better.

Setting Better Expectations with Your Current Accountant

Start by having an honest conversation about what you need from the relationship. Be specific about:

• How often you'd like to communicate
• What kind of guidance you're looking for
• What your business goals are
• What questions you have about your financial reports

Some accountants will rise to the occasion when they understand what you're really looking for. Others will make it clear that they're not set up to provide that level of service.

When It's Time to Change Accountants

Sometimes the gap between what you need and what your current accountant offers is just too big to bridge. Here are some signs it might be time to move on:

• They're consistently unresponsive despite conversations about communication
• They don't offer the breadth of services you need
• They're not willing to take a more strategic approach
• You've outgrown their capacity or expertise

What to Look for in a Strategic Accounting Partner

When evaluating potential accounting partners, look for:

• Industry experience with businesses like yours
• Proactive communication and regular check-ins
• Strategic advisory services beyond just compliance work
• Clear service offerings and expectations
• Systems and processes that support ongoing relationships

The Transformation That's Possible with the Right Accounting Partner

For too long, small business owners have settled for accountants who only show up during tax season. These types of relationships are reactive, unresponsive, and disconnected from the day-to-day decisions that drive growth in your business.

A strategic accounting relationship should deliver reliable financial reporting, proactive advice, and year-round tax planning that actually helps you move your business forward.

This transformation is absolutely possible, but it requires working with the right accounting partner.

And now, you have a choice: Continue managing your finances with minimal guidance, or partner with an accountant who acts as a true advisor and helps you make smarter decisions, increase profitability, and plan with confidence.

If you're ready to raise your expectations and stop settling for less from your accountant, we're ready to deliver.