From January through April 15th, everything runs at maximum. Print volume spikes. Staff works extended hours. Remote access demand increases. And anything that breaks costs you in a way that has no off-season buffer.
We’ve worked with CPA firms in Tallahassee long enough to know that most technology failures during tax season aren’t random — they’re predictable problems that weren’t addressed before the crunch started.
The Print Volume Problem
Most offices size their copier for normal-month volume. Tax season changes that equation significantly. A machine that handles 4,000 pages/month comfortably may struggle when you’re pushing 20,000 pages in March.
Before signing a lease, request a 12-month usage projection that accounts for your busy season — not just your annual average. The right equipment for a CPA firm is sized for your peak, not your mean.
Managed Print for CPA Firms
Managed print is particularly well-suited to CPA firms because:
- Toner arrives automatically — you won’t run out at 7pm before a filing deadline
- Service calls are included — no scrambling for a technician or waiting for a warranty call center
- Costs are predictable — one monthly rate regardless of volume spikes
Client Data Security on Copiers
Tax returns and financial statements contain some of the most sensitive information any professional handles. Every document that passes through your copier gets stored on its internal hard drive unless the machine is configured to purge those images.
We configure automatic image purging and hard drive encryption as standard on every CPA firm installation. When equipment is replaced, we perform certified data sanitization — the same standard used by regulated financial institutions.
IT for Tax Season: What Needs to Hold Up
The technology that gets stress-tested during tax season:
- Remote access infrastructure — more staff working from home means more VPN or remote desktop sessions
- File storage and backup — large return files, document storage, and backups need to perform at volume
- Microsoft 365 email and collaboration — staff coordinating on returns under deadline
- Security — tax season is also peak phishing season targeting financial firms
A pre-season IT review — typically November or December — gives you time to address anything before it becomes a January problem.
Related Resources from ABS
Prepare Before Tax Season Starts
ABS works with Tallahassee CPA firms to make sure their technology holds up when it matters. Give us a call in the fall — not when the machine goes down in March.