Accounting & CPA Office moving in St. Johns County and Jacksonville: moving crew at work

Business & Professional Offices

Accounting and CPA Office Moving in Northeast Florida

A firm move set in the gap between April 15 and the extension crunch, with client-file cartons shelved by your codes and shredding left to your vendor.

(904) 209-9277

Licensed & Insured Fully Covered
Owner-Operated By Devin Vangel
Northeast Florida St. Johns + Duval + Beyond

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Planning a Accounting & CPA Office Move

An accounting firm has two calendars that decide its move, and neither belongs to the landlord. January through April 15 is out for almost everyone. The second crunch builds toward September 15 for extended partnership and S-corporation returns and October 15 for extended individual and calendar-year corporate returns, so the realistic window is late April through July.

Florida clients add a twist. With no state personal income tax, a Ponte Vedra Beach or Nocatee household return is federal only, yet the firm may still prepare Florida corporate income tax returns and sales tax filings for business clients, which keeps the partners busy on dates that don’t match a northern firm’s year.

Inside that window the work splits cleanly. Your staff decide which client folders stay live at a preparer’s desk until the last afternoon, which prior-year boxes can travel early, and which paper has passed your retention schedule. We carry closed cartons coded to your client-number ranges and place them on the matching shelf runs at the new suite.

Who usually signs off: Managing partner or firm administrator, with the partner over client records approving what gets shredded and what moves
Timing that works: Late April through July, ahead of the September 15 and October 15 extension deadlines; a storm backup date for summer moves

What typically moves

Client-file cartons by client-number range Coded by your staff to the shelf run they fill at the new suite; we place them in range order and leave the seals alone.
Lateral file cabinets from the partners’ offices Emptied or locked and taped as the partner prefers, then numbered to the office they return to.
Tax preparers’ two-screen desks Labeled with the preparer’s name so each setup, docking station included, lands at the right desk and plugs back into the same ports.
Scanning station and high-volume document scanner Boxed in the manufacturer’s way where you still have the packaging, padded otherwise, and set up at the new scanning corner.
Conference room table used for client signings Split into leaves and base, hardware bagged, and rebuilt so the room can host a client in the first week.
Archive boxes of prior-year returns Moved early in the schedule, ahead of the live files, and stacked by year as your records lead directs.

Access and scheduling

Pick the date after the partners have looked at the extension list, not before. A move in the first two weeks of May leaves the most room; a July date works when the lease forces it. The last client files leave the old suite on the final afternoon, and the rest of the firm can go days earlier.

Office parks off J. Turner Butler Blvd and along Baymeadows Rd usually want the freight elevator booked ahead and the landlord named on an insurance certificate, and we can send one on request. A summer date in Northeast Florida falls inside hurricane season, so we pencil in a backup date alongside it. A storm that brings an IRS deadline postponement for your county can also reshuffle the partners’ priorities, and a backup date absorbs that too.

Protection and handling

Client tax records are the firm’s responsibility from start to finish. Your people pack, seal, and code each carton; our crew moves sealed boxes and doesn’t open, sort, or re-box anything with a client’s name on it. If a carton splits, we stop, set it aside, and call your records lead to repack it.

Paper is the heavy part of this load, so cartons are packed to a weight a person can carry down a hallway safely, and we stack them no higher than the lowest box can bear. In summer the truck is backed in and loaded promptly so cartons don’t sit in heat and humidity on a dock. Each preparer’s screens travel padded with their dock and cables bagged together.

Who does what

Some of this job belongs to other trades. The written plan names each one.

Paper past its retention date: Your shredding vendor collects it at the old suite on a date your firm books; it stays out of our load entirely.
Tax software, the client portal, the network, and the phone system: The firm’s IT provider cuts these over and tests them. Our part is carrying each preparer’s computer and screens and plugging them back in at the new desk.
Which files stay live until the last day: The partners and the records lead, who hand us a list of the cartons that travel last.

Not part of our work

Reading, sorting, or re-boxing anything with a client’s name on it, and every keep-or-destroy call.
Booking or supervising the shredding vendor’s pickup.

Around St. Johns County and Jacksonville

CPA suites in this market cluster in the office parks near Deerwood Park and Southpoint, in San Marco and Riverside offices close to downtown Jacksonville, and in newer suites around Nocatee Town Center and Ponte Vedra Beach. A May move stays clear of the spring golf traffic along A1A, and a July move runs into summer afternoon storms, so we start early in the day.

The crew that shows up

Packed boxes staged indoors partway through a move

Mover wheeling a hand truck of boxes along a walkway

Accounting & CPA Office Moving FAQs

Another question? Call (904) 209-9277.

Can two preparers keep working on extensions while the rest of the firm moves?

Yes, if you tell us which desks stay live. We move archives, partner offices, and the conference room first, leave those workstations and their current client files for the last load, and set them up first at the new suite so the preparers lose as little of the day as possible.

Is it better to shred old returns at the old suite or the new one?

The old one, if the retention decisions are made. Every box your shredding vendor collects is a box nobody packs or carries. If a partner hasn’t signed off on a batch, leave that batch sealed with a code for its new shelf, and schedule the shred there once the decision is made.

How do we keep client-number order across different shelving at the new office?

Give us the new shelf layout with the client-number range each run should hold. Your staff code the cartons to those ranges while packing, and we place them run by run in that order, so a folder sits in the same numerical spot even if the shelving is taller or shorter than before.

Our lease ends in March. Is moving during tax season realistic?

It can be done but costs the firm focus. The usual fix is asking the landlord for a short extension or holdover into late April. If March is fixed, we plan a single weekend with preparer desks set up first, and your team packs files in small batches the week before rather than all at once.

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Plan your business move

Tell us both addresses, the building rules you know about, and the dates you cannot move. We will send back a written plan and estimate.

Call (904) 209-9277

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