Working With Our Firm – What to Expect

We’re committed to clear communication and expert guidance. Here’s what you should know when working with us:

1. Communication

• Administrative emails are typically answered within 24–48 business hours.

• Tax questions can be submitted to our team alias: tax@milehighcpas.com

• If your question can be handled by our admin team, they will respond directly.

• Dave and our CPAs handles complex tax matters for a multitude of clients, so their replies may take additional time, especially during peak busy season and it is best to start with tax@milehighcpas.com or admin@milehighcpas.com for a timely response.

• For urgent questions, please allow at least one week for a response or request a 15-minute Zoom call with Dave.

• Your question may also be answered by another CPA or tax expert on our team to ensure timely, accurate guidance when appropriate.

• Open communication helps us serve you better, if you have deadlines or concerns, let us know early.

2. Preparing Your Tax Return

• Our firm uses the Canopy Organizer to collect your tax information. This organizer will guide you in providing the information needed for your tax return and allow you to upload all required files.
  

• Completing the Canopy Organizer is your first step when preparing taxes with MHCPAs.
  

• Once your organizer is complete and “Send to Practitioner", our administrative team will email you to confirm completion.

• At that time, you will also receive:

  • Your Engagement Letter which will need to be e-signed. 

• Your Deposit which you can pay through your Canopy account. 

• One final task in Canopy to confirm all documents have been uploaded. Which will need to be marked “Mark as Complete” when finished. If you need to upload more documents after completing your organizer you can request a document upload link from admin@milehighcpas.com or navigate to “Files” then upload files in your Canopy account. 

• After your deposit is paid, your engagement letter is signed, and the task in Canopy is marked complete, our team will begin preparing your taxes.

3. Signing Your Documents

• Our team of preparers and CPAs may reach out with questions as they prepare your taxes. If no questions are needed, your return will move through our queue efficiently.
  

• Your tax return will be reviewed by our CPAs before being sent to you for signature.

• Once your return is ready, our administrative team will email you with a link from Canopy to review and e-sign your tax return.
  

• If you have questions during this stage, please allow 48–72 hours for a response, as our CPAs are managing multiple client communications.

4. Paying Your Invoice

• Your final invoice will be calculated and sent to you through Canopy when your return is ready for signature.
  

• The invoice will be itemized for your review, including the current fee sheet, and your deposit will be applied toward the final balance.

  Please note that your final invoice must be paid before our team can submit your return.
  

5. Filing Your Taxes

• After your taxes are signed, either via e-signature through your Canopy profile or DocuSign, Dave will e-file your return.
  

• You will receive an email confirmation once your e-file has been accepted by both the IRS and State.
  

• You will not hear from our team again until this confirmation is received.

6. Additional Services

The following services are not included in standard tax preparation or filing services unless explicitly stated in writing. All additional services are subject to separate scoping, approval, and fees.

Tax Planning:Tax planning services are reviewed and quoted solely at Dave’s discretion. These services will only be recommended when they are determined to be cost-effective for the client. If tax planning is not appropriate, it will not be advised. Clients may request a review to determine eligibility.

End-of-Year Consultation: End-of-year consultations are available for an additional fee. These consultations focus on reviewing current-year activity, identifying potential tax-saving opportunities, and addressing time-sensitive planning items prior to year-end. End of year consultation needs to be scheduled prior to December 1st. 

Year-End Projections for New Clients: Due to the time required to review and understand a new client’s tax situation, a one-time consultation fee applies to year-end projections, including retirement or SEP contribution analysis. Fees are determined by Dave based on the estimated time and complexity involved.

Cost Segregation: Mile High CPAs can coordinate and manage cost segregation studies for rental or investment properties. This service is subject to separate engagement terms and fees.

End-of-Year Payment Consultation: If a client receives unanticipated income or a lump-sum payment not included in prior projections, Mile High CPAs can calculate revised tax liability and required estimated or final payments. Fees apply and are based on complexity and timing.

Other Additional Services

The following services may be requested and are billed separately:

• Amended tax returns

• IRS or state notice review and response

• Audit support or representation

• Estimated tax payment calculations

• Entity selection or restructuring analysis

• Payroll and payroll tax consulting

• Bookkeeping cleanup or diagnostic review

• Multi-state filing analysis

• Business or real estate tax consultations outside annual filing

• New business setup consultations

• Married Filing Jointly / Married Filing Separately Analysis 

If a service is not specifically included in your engagement letter, it is considered an additional service and will require separate approval, engagement letter and invoice before work begins.

For questions about this process: admin@milehighcpas.com

For organizer questions: Ncook@milehighcpas.com

We are committed to transparent and straightforward pricing. The minimum 2026 calendar year fees outlined below apply to standard individual and entity returns.

Service Type

Minimum Fee/ Deposit Requirement:

Personal 1040 Return: $750

Minimum deposit required as a non-refundable deposit to begin work. Personal returns are charged on an a la carte basis.

View Full Pricing Sheet Here

Entity Returns (1120S/1120C/1065): $1,000

This is the minimum charge, additional minimums may apply.

View Full Pricing Sheet Here :

Business returns are billed at standard hourly rates subject to minimums

• Complexity-based adjustments

• Hourly rates (see attached fee sheet)

Our updated pricing reflects the growing complexity of tax compliance requirements, increased technology and security costs, and our continued commitment to delivering exceptional service, accuracy, and professional expertise.

For billing questions: admin@milehighcpas.com

Item 2025 Tax Season Deadlines

To guarantee on-time filing, all supporting documents must be uploaded, all deposits must be paid and any open tasks related to tax prep must be completed in advance of the following deadlines.

For April 15th Filing:

Return Type : Personal 1040 & C-Corp

Document Deadline : March 20, 2026

Filing Deadline : April 15, 2026

Return Type: S-Corp (1120S) & Partnership (1065)

Document Deadline : February 24, 2026

Filing Deadline : March 16, 2026

For Extension Filers :

Return Type : S-Corp & Partnership (1120S/1065)

Ext Document Deadline : August 20, 2026

Ext Filing Deadline: September 15, 2026

Return Type : Personal 1040 & C-Corp

Ext Document Deadline : September 20, 2026

Ext Filing Deadline: October 15, 2026

If it is later discovered that documents are missing/not uploaded after these dates, we cannot guarantee timely filing.

Thank you for helping us keep everything on track!

To ensure your return is prepared on time, please complete the following steps through your Canopy client portal.

We cannot and will not begin working on your return until all 4 are complete:

 ✔ Organizer is complete / All documents uploaded

 ✔ Deposit paid

 ✔ Engagement letter signed

✔ TASK is “Marked as Complete” 

Step 1 — Complete Your 1040 Tax Organizer (In Your To Do section of your Canopy) 

• Fill out the organizer fully and accurately

Once everything is completed, please click “Submit to Practitioner.”  A confirmation screen in Canopy will pop up with “You’re all done!”

This notifies our team that you’re ready to move forward. 

Next:  Wait to receive email and next steps from the Administrator after organizer completion

Once your organizer is complete our team administrator will email you to confirm the submission, they will then explain next steps which will include sending you a deposit, your engagement letter and one final TASKs in Canopy. 

Step 2 — Pay Your Deposit

• Minimum personal return deposit: $750

• Minimum Entity return deposit: $1000

• This will be applied toward your final invoice

• Required before preparation begins

Step 3 — Sign Your Engagement Letter

Required before preparation begins

Step 4 — Mark Final Tasks in Canopy as “Mark as Complete” this states:

• You have upload All Required Tax Documents

  • Prior-year returns (if new client)

  • W-2s, 1099s, K-1s, investment statements, etc.

  • Any tax-related documents supporting income, deductions, or credits

• You have signed your engagement letter

• You have paid your deposit 

• Your are ready for us to begin your tax preparation 

Step 5 — Tax Return Preparation Process Overview:

Once you have completed your organizer, uploaded all required tax documents (including prior-year returns if you are a new client), signed your engagement letter, paid your deposit, and completed all assigned tasks, our administrative team will move your return to our preparation team.

You will be contacted by the preparation team if they have any questions or require additional documentation. Once preparation is complete, your return will be forwarded to our CPA team for review. At that stage, you may receive another request for additional information if needed.

After the CPA team has completed their review, your return will be returned to our administrative team. You will then receive an email when your return is ready for you to review and sign.

If you need assistance with the portal, please contact: admin@milehighcpas.com

To ensure accurate reporting, please complete the Excel organizer sent to you via email and review the FAQ section of this document. 

• One tab per property

• Provide all income and expense details

Please upload supporting documents including:

• Form 1098 for mortgage interest

• Property taxes (may have come from escrow)

• HOA dues documentation

• Rental insurance paid (may have come from escrow)

• Purchase or refinance documents (if applicable)

• Depreciation schedules from prior tax years (Only if this is your first year working with MHCPAs. If this is not included in your prior year taxes, you may need to request this from your previous CPA)

Common Oversights to Avoid

• Missing capital improvements vs. repairs distinction

• Not including mileage or travel related to property management

• Not allocating shared expenses correctly between properties

For rental property questions email : Ncook@milehighcpas.com

Frequently Asked Questions – Residential Rental Properties

Helpful IRS Resources

• Residential rental properties (Pub 527): https://www.irs.gov/publications/p527

• Passive activities & at-risk rules (Pub 925): https://www.irs.gov/publications/p925#en_US_2023_publink1000104591

• Documentation & record-keeping guidance: https://www.irs.gov/businesses/small-businesses-self-employed/tips-on-rental-real-estate-income-deductions-and-recordkeeping

• Schedule E instructions: https://www.irs.gov/instructions/i1040se

• Tangible property regulations (includes De Minimis Safe Harbor): https://www.irs.gov/businesses/small-businesses-self-employed/tangible-property-final-regulations
  

These summaries provide general education only and do not constitute specific tax advice. Please consult the IRS resources above and/or a Mile High CPAs team member for guidance specific to your situation.

1. What is deductible for rental properties?

Common deductible expenses include:

• Mortgage interest

• Property taxes

• Repairs and maintenance

• Property management fees

• Utilities

• Insurance

• Depreciation

• Advertising for tenants

• Legal and professional fees

• Travel for rental property management

2. What must be capitalized?

Generally, improvements that increase value or extend useful life:

• Major renovations

• Roof replacements

• Upgraded electrical systems

• Large new appliances

• HVAC replacements

• Structural additions

These are added to the property’s basis and depreciated over time unless they meet the De Minimis Safe Harbor criteria.

3. What is the De Minimis Safe Harbor deduction?

Allows smaller expenses to be deducted immediately rather than capitalized. For 2024: Items under $2,500 per invoice or per item may qualify.

4. How does partial personal use affect deductions?

Personal use reduces deductible expenses proportionally.

For example: If the property is used 30% personally, then only 70% of eligible expenses can be deducted against rental income.

5. How is business use of personal vehicles deducted?

Two allowable methods:

• Standard Mileage Rate – deduction per mile for business driving

• Actual Expense Method – proportion of fuel, insurance, repairs, depreciation.

Once a method is selected for a vehicle, it must be used consistently year-to-year. Switching back and forth is not permitted.

6. What documentation is required?

IRS Recordkeeping Guidance: https://www.irs.gov/businesses/small-businesses-self-employed/tips-on-rental-real-estate-income-deductions-and-recordkeeping

Keep records for:

• Rental income

• Receipts and invoices for deductions and improvements

• Property management agreements

• Mileage logs for business-related vehicle use

Mile High CPAs only require summaries of these items unless additional supporting documents are specifically requested. However, records must be maintained to support figures if reviewed by tax authorities.

7. 14-Day Rental De Minimis Rule

If personal use of a rental property is 14 days or less in a tax year, expenses do not have to be prorated, but must still be reported.

If a property is rented out for 14 days or fewer in total during the year, rental income and rental expenses do not need to be reported on the tax return.

8. Examples of Deductible Travel Expenses

Deductible:

• Travel for property inspections

• Travel for repairs or maintenance

• Business portion of meals during travel

• Mileage and lodging directly related to rental management

• Parking and tolls

Not Deductible:

• Personal sightseeing or leisure activities

• Expenses for non-business family members

• Meals or travel not directly related to rental management