How Weaver Modernized Form 720 Filing and Accelerated Client Refunds

The Company

Weaver,  a national accounting and advisory firm that helps businesses manage complex tax and regulatory requirements, supports clients across motor fuel and other industries. This includes organizations with significant Form 720 filing and refund activity.

The Problem

Weaver’s Form 720 filings ran through a smaller vendor that lacked deep motor fuel tax expertise.

“We ran into issues with technology and customer service, and the IRS makes a lot of last-minute updates that a team needs to understand to execute quickly,” said Kelly Grace, Director, Advisory – ECS – Motor Fuels and Excise Tax at Weaver.

The strain became most visible during what Grace calls “PCORI madness,” when filing volume for the Patient-Centered Outcomes Research Institute fee spiked.

“Patient-Centered Outcomes Research Institute fees aren’t directly motor fuel tax related, but they’re part of Form 720, and it’s a lot of activity that needs to go out at once,” said Grace. “When our vendor was unable to meet the increasing workload, we knew we needed a different option.”

The Solution

When IGEN added Form 720 to their E-filing capabilities, Weaver was quick to white-label the software.

“I’d worked with IGEN before, so there was already a lot of trust there,” Grace said. “I’d used their software myself, but the rest of my team was new to it, and they were able to onboard quickly with IGEN’s support.”

As an early user of the Form 720 solution, Weaver also had direct input into its development.

“IGEN had just gotten licensed, and we were able to sit in a room with them and say, we need this, this, and this,” Grace said. “They listened, and a lot of our wish-list items got added.”

The solution also gave Weaver the capacity to manage document-heavy filings more reliably. For clients with export activity, supporting exemption certificates can extend hundreds of pages, but IGEN Tax Reporting can process the full documentation package without disrupting the filing workflow.

The Collaboration

Weaver’s excise tax team tripled in size in one year, and many of its new hires entered the practice without a motor fuel tax background. To support onboarding, Bob Donnellan, IGEN’s motor fuel subject matter expert, led a dedicated training session followed by a terminal tour.

“Bob’s training gave our newer team members a stronger foundation in motor fuel tax while helping experienced employees expand their knowledge,” Grace said. “It also motivated the team, generated new conversations, and helped them feel more connected to the work.”

Because of this strong relationship, Weaver recommends IGEN when it makes sense for their clients.

“We collaborate, and both know what we do well,” said Grace. “I’ll give an extra push towards IGEN if the client’s software isn’t tax-driven, they have inconsistent data, or have a large multi-state excise tax filing footprint because we know IGEN can help with that complexity.”

The Results

Electronic filing of Form 720 with supporting documentation has shortened refund timelines for Weaver’s clients.

“If you file electronically with the supporting documentation included, your refunds move faster,” said Grace. “Without it, a lot of companies wait more than a year for a refund.”

In a low-margin industry, that delay can create a meaningful cash flow burden. Operators often rely on lines of credit to fund day-to-day activity, so money tied up in a delayed refund can increase borrowing needs and put additional pressure on working capital.

“IGEN’s 720 filing capability saves us time and our sanity,” said Grace. “The process is simply easier than before.”

That ease extends beyond the filing itself. When issues arise, Weaver reports that IGEN typically responds within 24 to 48 hours, helping the team resolve problems quickly, keep filings on schedule, and maintain confidence in the process even when regulatory changes occur late.