As 2025’s fourth quarter draws closer, many CPA firms face the pressure of wrapping up the year while laying the groundwork for 2026. Small missteps can unfortunately turn into bigger issues such as missed deadlines, overworked staff, unhappy clients, and revenue shortfalls. Here are some pitfalls to avoid as your firm heads into the final stretch of the year.

• Overlooking capacity planning. Many CPA teams get stretched too thin, leading to burnout and rushed work. In Q4, firms may try to pull in last-minute revenue or tie up projects before year-end, but without real-time visibility into who’s available and what’s already on their plate, the situation can become chaotic.

Q4 Tip: Top-performing firms use capacity planning tools and enforce limits. They forecast upcoming work, assess staff availability, and make intentional decisions about which projects to accept, defer, or outsource.

• Not paying attention to client communication. When things get busy, communication is usually one of the first things to slip. But going quiet can leave clients feeling unsure, especially when they’re already stressed about their own year-end to-do list.

Q4 Tip: Firms that stay ahead make communication part of the routine. They send regular updates, clear up deadlines, and confirm what’s due in writing. Even a simple here’s where we’re at email can ease client stress and prevent problems down the road.

• Failing to prioritize high-value clients. In Q4, the volume of tasks tends to spike — tax planning, financial statements, audit prep, budgeting, and more. Without clear prioritization, staff may spend too much time on low-value or non-billable activities, while important clients feel neglected.

Q4 Tip: Consider using client tiering strategies. Identify your A-level clients and make sure these relationships get the white-glove treatment — early scheduling, faster turnaround, and strategic advice. Lesser accounts are still served, but with scalable solutions like templates, portals, or junior staff.

• Ignoring warning signs of burnout. Fatigue hits hard in Q4. By the time this quarter rolls around, staff are often already worn out from earlier deadlines. Throw in holiday schedules, tight timelines, and the normal year-end pressure, and exhaustion is almost guaranteed. Ignoring it can lead to turnover, disengagement, and mistakes on the job.

Q4 Tip: The best firms pay attention to team morale. They offer mental health days, bring in extra help when needed, and encourage people to take time off before the new year rush. Leaders set the tone by modeling healthy work habits and checking in with staff — not just about projects, but about how they’re doing overall.

• Delaying tech and process improvements. Many firms put off making changes in Q4, thinking there’s just no time. But that keeps them stuck in old, inefficient ways, like relying on manual checklists, long email threads, or Excel trackers.

Q4 Tip: Pick one or two small, low-disruption improvements and roll them out before year-end. It could be an e-signature tool, automated client reminders, or a cloud-based document system. These little wins add up fast.

• Underestimating the importance of Q1 prep. In the rush to finish Q4, firms can fail to prepare for the storm that is Q1 when tax season and audit busy season collide. If planning, onboarding, and scheduling aren’t in place before January, it’s usually too late.

Q4 Tip: Top-performing firms use Q4 to get a head start on Q1. They wrap up engagement letters, assign staff, set deadlines, and start reaching out to clients for needed documents. That way, when Q1 hits, they’re moving forward with momentum instead of scrambling to catch up.

Q4 can make or break a CPA firm. The pressure is real, but so are the opportunities. Finishing strong isn’t about extraordinary effort; it’s about staying organized, communicating clearly, protecting your team, and working efficiently. Done right, Q4 can be a launchpad, not just a grind.