Case Management
Tax Resolution Case Workflow: Intake to Resolution
Quick answer: A repeatable tax resolution workflow should move every case through the same core stages: intake, authorization, transcript investigation, diagnosis, strategy, implementation, follow-up and documented closeout.
Intake: collect facts without trying to solve the case too early
Start with taxpayer identity, entity type, years involved, notices received, balances, filing status and immediate enforcement risk. The intake should establish urgency and missing information, not prematurely choose a resolution.
- Notice dates and deadlines
- Unfiled years
- Active levy or lien risk
- Prior agreements or offers
Authorization and transcript investigation
Get the correct authorization on file, then pull account, wage-and-income and return information needed to understand the actual IRS record. The transcript review should determine balances, assessments, notices, enforcement history and statute issues before strategy is finalized.
Diagnosis and resolution strategy
Separate the facts from the resolution options. A case may involve compliance work, penalty relief, installment agreement analysis, CNC, OIC, lien issues, levy release, appeals or several tracks at once. Record why a strategy was selected so another team member can understand it later.
Execution and follow-up
Every call, fax, upload, certified-mail package, deadline, request for documents and promised callback should be logged against the case. The workflow should make the next required action obvious without relying on one person's memory.
Closeout and continuing obligations
Document what was resolved, what remains open, payment terms, future filing or payment requirements and any monitoring period. A closed case should still have a readable history months or years later.
Frequently asked questions
What is the first step in a tax resolution case?
Establish the taxpayer's current compliance, enforcement risk and actual IRS account history before choosing a resolution option.
Why do transcripts matter so much?
Transcripts show assessments, notices, payments, enforcement actions and events that can affect collection timing. They are the factual backbone of the case.
What makes tax resolution case management different from a generic CRM?
The work is deadline-heavy and representation-driven. Cases need tax modules, transcripts, notices, authorization, IRS/state contacts, documents, financial analysis and resolution stages—not just a sales pipeline.
Put the workflow into one system.
TaxRes CRM connects transcripts, cases, deadlines, communications, documents and follow-up around the actual resolution work.
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