First tax consultation: a checklist before, during, after
A first tax consultation decides whether you take the case. A checklist for tax advisors: set up the booking, prepare, run the meeting and plan the next step.
6 min read
Treat the first consultation as its own bookable service, with a clear length, a clear price or "free", and a description that tells new clients what the meeting covers and what to prepare. Then follow a simple checklist: before the meeting, read the booking note and decide what you need; during it, understand the situation and explain how you work; after it, send your proposal and book the next step together. The checklist below follows those three moments.
Before: set up the service
- One service for first consultations, separate from your follow-up meetings, so new clients don't book a slot meant for existing files.
- A length you can keep: 30 minutes for a first qualification, 60 minutes if you give first advice in the meeting.
- Free or paid, stated clearly: set a price on the service, or leave the price empty and write "free" in the name or description for an introductory call. Book doesn't take payments, so say how you invoice paid consultations.
- Office and video as two services, so the booking tells you where the meeting happens.
- A description that sets expectations: who it's for, what you'll cover, what it doesn't include.
| Service | Example slot | Example price |
|---|---|---|
| Introductory call, video | 20 min | Free |
| First consultation, office | 60 min | €120 |
| First consultation, video | 60 min | €120 |
| Business owner first meeting | 90 min | €180 |
These are examples. On Book, each service has a name, an optional description and a price, and each slot belongs to one service with its own start and end.
Before: prepare from the booking
The booking form asks for first name, last name, email and phone, plus an optional note. In the description, ask for a one-line summary in the note, such as "moving to Spain next year", "selling my company", "first year of rental income". You receive an email for each new booking with the note, so you can decide what to bring or look up before the meeting.
Ask clients not to write amounts, tax IDs or bank details in the note, since it also appears in the calendar file they receive. For documents, say in the description how to send them by your usual secure channel, or what to bring on paper.
Before: video meetings
Book doesn't create video links. Put a fixed meeting link in the description of the video service, or send a link after each booking. Your page shows times in your firm's time zone, with its name, which avoids confusion for clients abroad.
Before: business owners and partners
When a company is the client, the person who books is the contact, not the company. Ask them to write the company name and their role in the note, and whether a partner or their accountant will join. One booking covers the meeting, whatever the number of people. If you expect a larger group, choose a longer slot and a room that fits, and say in the description that the business owner meeting is the one to book.
During: the meeting itself
- confirm the client's situation and what they expect from you;
- check whether the case fits your practice, or needs another professional;
- explain how you work: what's included, how you charge, timelines;
- list the documents you'll need if they go ahead;
- note any deadline that sets the pace of the file.
Keep to the slot length. If the case needs more time, stop at the planned end and book a working session rather than running into the next client.
After: proposal and next meeting
Send your engagement letter or quote the usual way. If the client goes ahead, book the next meeting yourself from your calendar while you're still talking, or right after: first and last name are required, email and phone optional. Enter their email so they receive a confirmation with a calendar file. Book doesn't send reminders, so a date in the client's calendar is the simplest way to keep the file moving.
If the client needs time to decide, let them book the next meeting online when ready: they'll pick a slot of your follow-up service.
Changes and cancellations
Clients can't move their booking online. If they call to change, reschedule from your bookings list and confirm the new time yourself, as Book doesn't email clients about changes. Book costs €5/month, everything included: unlimited bookings and services, no commission, no contract.
Should the first consultation be free?
Can I offer both office and video first meetings?
Can clients send documents with their booking?
Can several people from one company attend?
- Online booking for tax advisers — €5/month | Book
- Tax return appointments: one service per type of return