To keep things simple, Staff one’s billable rate is $200/hr and Senior 1 is $250/hr. If you budget projects for 10 hours and the staff takes 15 hours ($3,000) and the senior takes 8 hours ($2,000). Is that the actual amount that gets billed?

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No the excess gets written off aka a write down. Loss of efficiency.

But that’s if it’s a fixed fee engagement. If it’s per diem then the full amount could be billed or a slight discount provided to the client.

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Whatever the fee is collected. So if your fee was 2k and you charged 4K worth of time 2k is written off.

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Speaking from a mid tier tax perspective, generally budgeted prep hours don’t encompass everyone who touches the return.

If the preparer is given a 10 hour budget, review should take 30-50% of the prep budget, and the signer should take about .5-1% of the prep budget. So a 10 hour prep budget means a total expectation of about 14-17 hours from the team. Assuming rates of 200, 250, and 350 that puts the billable rate for the return between 221 to 229 an hour. The partner who brought the client in likely used some type of formula like this determine the fee range for the client.

If the team blows the budget like in your scenario, we first look for out of scope costs that caused the extra time that we can bill extra for. That’s why it’s crucial to leave notes in your time entry for what you do. Not all blown budgets are bad, a good biller is pretty creative at getting paid for our time if we have the information we need.

If that’s there aren’t any out of scope costs, then the time gets written off and in theory you analyze what went wrong and how to improve for next year. I say in theory because most of the time (at least in mid tier) it’s a better use of time to just move on so most people don’t bother with that. As long as realization is 80% there isn’t much handwringing. If it’s sub 50% then there’s an issue, either the fee or the team, and something needs to be corrected.

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The more you write on the bill, the less likely you are to get push back from the client on extras - extremely important to make notes in time entry at all levels.

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