11 swipeable email templates for accounting & bookkeeping workflows

I’m sure it’s no surprise to you that effective client communication is the key to a healthy relationship.

But as you grow your firm and you need to start delegating client communication to some of your team members, how can you be sure that the client receives the same standard of communication from everyone in your practice?

• What if they don't represent the firm in a professional manner?
• What if they’re disorganised and send the wrong information?
• What if they don’t follow up in a timely manner?

This is where standardising your communications and having ready-to-go email templates can be incredibly helpful.

By having templates in place, you can ensure that all communication to your clients is consistent, and you have to spend less time training and correcting mistakes on things that your team have sent.

Not everyone has the same communication style. You don't have to structure your emails to be overly formal if that doesn't represent you, but however you want to come across, the goal is to be clearly understood and to maintain a good relationship with your client. So, to help you save time, we’ve made a head start on standardising your communications and created some common email templates that accountants & bookkeepers need.

In this article, you'll find 11 swipeable email templates that you can use in different accounting & bookkeeping workflows.

1. Proposal follow-up email template
2. Onboarding email template
3. Starting/finishing work email template
4. Information request email template
5. Feedback email template
6. Review email template 
7. Referral email template
8. Fee-review email template
9. Virtual meeting invitation email template 
10. Video call follow-up email template 
11. Addressing financial concerns email template 

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1. Proposal follow-up email template

When to send: 3-5 days after sending a proposal

Things to consider:

• During the proposal meeting it’s worth asking for a date when you can follow-up if you haven’t heard back. This means you have already set the expectation that you'll be contacting them
• Try not to come across too pushy and understand that there could be any number of reasons why they haven’t responded to you sooner. However, if you do find that after multiple contacts, you're still struggling to get clear communication from your client, consider whether they're the right client for you. You don't want to have this problem every time you need to retrieve a file from them.
• Remind them about their goals and the problems you can solve. This isn’t about the proposal, it’s about what you can do for them

Email template:

_{Subject - Can I help?}

_{Hi <name>,}

_{It was great to meet with you last week and to learn more about your plans to grow ‘Dave’s Surf Shack’ into a national franchise and create a comfortable lifestyle for yourself, Sarah and your children.}

_{As we discussed when we met, I think that the services outlined in the proposal we created together will help you to have a strong grasp of your financials and allow you to make key business decisions during the busy growth period over the next few years.}

_{I’ve re-attached the proposal to this email for convenience. Did you have any questions that I can help you with?}

_{If it’s easier to jump on a call, I’m available this week on Thursday 12-2pm, and Friday 10-12pm to discuss with you.}

_{I appreciate how busy you are, so I’ll reach out again next week to see how you’re getting on unless I hear otherwise.}

_{I look forward to hearing from you soon.}

_<name>

Here's how it looks in Pixie:

2. Onboarding email template

When to send: Immediately after a new client joins

Things to consider:

• You want to make a good first impression with your new client and make them feel like they made the right decision
• Try not to overwhelm them with too much information right away 
• Let them know what to expect. If they know that you’re going to be chasing for information to get them going, it’ll come as less of a shock
• Give them a deadline and let them know how much time it should take them

Email template:

_{Subject - Welcome to Pixie Accountants! Here’s what’s going to happen next}

_{Hi <name>,}

_{Welcome to 'Pixie Accountants'. It’s great to have you with us and we can’t wait to start helping you to take control of your finances and achieve your business goals.}

_{Before we get started, there are a few things that we need from you in order to get everything set-up properly. The sooner we get this, the sooner we’ll be able to kickstart your chosen services.}

_{If you could please upload everything below using this secure link before Friday 27th that would be really helpful. It shouldn’t take more than 8-10 minutes to complete.}

• _{Item 1}
• _{Item 2}
• _{Item 3}
• _{Item 4}
• _{Item 5}
  

_{Once we’ve received all of the above, your new client manager Jane (cc’d) will give you a quick call to organise your kick-off meeting.}

_{If you have any questions in the meantime, please don’t hesitate to get in touch.}

_{Speak soon,}

_<name>

3. Starting a new piece of work

When to send: When starting a job for a client e.g. year-end bookkeeping

Things to consider:

• You might not want to send these for every job - but for bigger pieces of work i.e. completing year-end bookkeeping, it’s nice to be proactively told when things are starting
• Only commit to a deadline if you’re sure you can hit it! 
• Let them know what to expect. If they know that you’re going to be chasing for information to get them going, it’ll come as less of a shock
• This can be combined with the next email template (information request)

Email template:

_{Subject - We’re starting your year-end wrap up}

_{Hi <name>,} 

_{We’re starting work on your year-end wrap up today in order to get ready for the upcoming tax season.}

_{We’ll be in touch with you over the coming weeks if we need any more information from you.} 

_{If you have any questions for us in the meantime, please let us know.}

_{Speak soon,}

_<name>

4. Information request email template

When to send: When requesting information to complete a job

Things to consider:

• Set them a deadline so they know when you need the information by
• Try to make it as easy as possible for them by including links to your secure document portal where they can submit information easily
• Let them know what to expect next if you don’t hear back from them

Email template:

_{Subject - Information needed by Wednesday}

_{Hi <name>,}

_{We’re currently working on your monthly bookkeeping and aiming to have it finished for you by next Friday.}

_{There are a couple of items that we need from you in order to finalise your bookkeeping records. Please can you upload them using this secure upload link no later than this Wednesday? That will give us plenty of time to get everything completed for you.}

_{Here’s what we need please:}

• _{Item 1}
• _{Item 2}
• _{Item 3}
  

_{If you have any questions or don’t think you’ll be able to get these to us on time, please get in touch.}

_Thanks!

_<name> 

Here's how it looks in Pixie:

5. Feedback email template

When to send: After a one-time project or as part of an annual review

Things to consider:

• Asking for feedback once you’ve just finished a job is an opportune time to ask for feedback
• Make it easy for them to submit feedback and give them clear instructions to follow
• Let them know how much time it will take and what to expect

Email template:

_{Subject - Please share your feedback}

_{Hi <name>,}

_{We’re constantly looking for ways to improve our service to you which is why your feedback is so important to us.}

_{Please can you complete this short feedback survey to let us know how satisfied you were with the recent work we completed for you. It’s only 3 questions long and should take less than 4 minutes to complete.}

_{Thanks for your help.}

_<name>

Acting on Client Feedback

Once you've collected feedback from your clients, it's essential to act on it. Here's how:

• Analyze the Feedback: Categorise feedback into actionable items. Determine which areas need immediate attention and which can be scheduled for future improvements.

• Communicate the Changes: Let your clients know that their feedback is being implemented. This can be done through newsletters, personalised emails, or during regular meetings.

• Regularly Review Feedback: Make it a practice to periodically review feedback to ensure continuous improvement.

6. Asking for reviews email template

When to send: When a project has just finished or as part of your annual contract review

Things to consider:

• Make it easy for them to leave the review and give them clear instructions to follow
• Consider incentivising them to leave a review
• Let them know how much time it will take and what to expect

Email template:

_{Subject - A quick favour?}

_{Hi <name>,}

_{We just wanted to say a quick thank you for being a valued client of Pixie Accountants.}

_{Your opinion is really important to us and we’d love to hear how working with us has made a difference to your business. If you get the chance, please can you leave a quick review on Google / LinkedIn / ProAdvisor listing [include link]?}

_{All you need to do is:}

1. _{Click this link to go to the review page}
2. _{Complete your name and information about your business}
3. _{Write your brief review}
4. _{Click submit}
   

_{We really appreciate your honest feedback and time.}

_{Thanks in advance.}

_<name>

7. Referral email template 

When to send: When a project has just finished or as part of your annual contract review

Things to consider:

• Make it about helping other people, not just about winning more clients
• Be specific about the types of people you want to be referred to
• Give them a specific number - if you ask for 3, they’re more likely to think of at least one person

Email template:

_{Subject - Can you help us to help others?}

_{Hi <name>,}

_{Thank you very much for leaving that 5* review on Google recently, your support and feedback means a lot to us.}

_{As you know, we’re passionate about helping business owners like you to take control of their finances and achieve their business goals.} 

_{With that in mind, can you think of 3 other business owners in your network that...}

• _{Have at least 5 team members}
• _{Are in the Manufacturing, Retail or Construction sectors}
• _{Want to grow their business}
  

_{...and that you think would benefit from having a chat with us?}

_{We’d really appreciate any introductions and I’m sure that if they’re anything like you, our values and beliefs will align perfectly.}

_{Thanks for your help.}

_<name>

Here's how it looks in Pixie:

8. Contract review email template

When to send: Every 12 months when the contract review is due OR part way through the year if you feel like the services need re-scoping

Things to consider:

• Make it about providing a level of service, not the fee they’re paying
• Be transparent about what you will cover in the meeting
• Make it easy for them to book a time and let them know how long it will take

Email template:

_{Subject - Review meeting}

_{Hi <name>,}

_{It’s been great working with you over the last 12 months and watching your business go from strength to strength.}

_{In order to ensure that we can continue providing the level of service you need to reach your goals, I’d like to invite you to book a time here for a fee review meeting.} 

_{During this 60-minute meeting, we’ll spend some time discussing your long-term goals, taking a look at your current financials and making sure that we have everything in place to help you achieve your targets.}

_{Please can you book a time here.}

_{If you have any questions, please don't hesitate to reach out.}

_{Speak soon,}

_<name>

9. Virtual meeting invitation email template 

When to send: 5-7 days before the scheduled virtual meeting

Things to consider:

• Ensure you provide all necessary details for the meeting, including the platform you'll be using and any required access codes or passwords.
• Offer a brief agenda or topic list so attendees know what to expect.
• If there are any documents or materials they should review beforehand, attach them or provide a link.
• Be open to rescheduling if the proposed time doesn't work for the client.

Email template:

Subject - Invitation: Virtual Catchup with ABC Accountants on [Date]

Hi <name>,

I'd like to invite you to a catchup scheduled for [Date] at [Time]. We'll be using [Platform, e.g., Zoom], and here are the access details:

Meeting Link: [Link] Access Code: [Code]

During our meeting, we'll cover:
Topic 1
Topic 2
Topic 3

I've attached [Document Name] for you to review before our meeting. Please let me know if the proposed time doesn't work for you, and we can reschedule.

Looking forward to our discussion!

Warm regards,

<name>

10. Video Call Follow-Up Email Template  

When to send: 1-2 days after the video call

Things to consider:

• Always thank the client for their time.
• Summarize the key points discussed during the call.
• Provide any additional resources or documents that were mentioned.
• Offer to answer any questions or clarify any points.

Email template:

Subject - Thank you for the call: Key Takeaways and Next Steps

Hi <name>,

Thank you for taking the time to join our video call yesterday. I appreciate your insights and feedback. Here's a brief summary of what we discussed:

Point 1
Point 2
Point 3

I've attached [Document Name] as promised, and here's a recording of the call too. Please review it at your convenience.

Don't hesitate to reach out if you have any further questions or need clarification on any points.

Best regards, 
<name>

Here's how it looks in Pixie:

11. Addressing Financial Concerns

When to send: As soon as a client expresses concerns or when significant financial updates are related to the pandemic or other economic events.

Things to consider:

• Be empathetic and understanding of the client's concerns.
• Offer concrete solutions or advice tailored to their situation.
• Provide details if there are any resources or relief programs they might benefit from.

Email template:

Subject - Addressing your financial concerns in challenging times

Hi <name>,

I hope you're staying safe and well. I understand that the ongoing pandemic has brought about various financial challenges, and I want to assure you that Pixie Accountants is here to support you.

Based on our understanding of your current situation, here are some steps we recommend:

Action 1
Action 2
Action 3

Additionally, there are several relief programs and resources available that you might find beneficial. I've attached a detailed guide for your reference.

Please remember, you're not alone in this. We're here to help in any way we can. Please let me know if you'd like to discuss further or explore other options.

Take care, 
<name>

Additional tips for making the most of these email templates

Other Communication Channels

While email remains a primary communication tool, many firms are also using messaging apps, video calls, or project management tools. You can tweak these email templates for specific use cases and channels. 

Here are some guidelines:

• Messaging Apps: Keep messages concise. Use them for quick updates or check-ins.

• Video Calls: Ensure a stable internet connection. Use tools with screen sharing capabilities for presentations.

• Project Management Tools: Update tasks regularly. Use the comment section for clarifications to keep everyone in the loop.

Integration with Modern Tools

Email templates can be integrated into modern CRM or email marketing tools like Pixie. This integration allows for:

• Segmentation: Send tailored emails to specific client groups.

• Automation: Schedule emails based on client actions or specific dates.

• Tracking: Monitor open rates and click-through rates to measure engagement.

Cultural Considerations

When dealing with international clients, it's crucial to be aware of cultural norms:

• Greetings: Some cultures prefer formal greetings, while others are more casual.

• Tone and Language: Avoid using jargon or idioms that might not translate well.

• Timing: Be mindful of time zones when scheduling emails or calls.

Case Studies from Pixie Customers

Effective communication is crucial for building and maintaining client relationships. Here are some real-life examples from Pixie customers:

• Case Study 1: How The Back Office Company saves hours every day with Pixie

• Case Study 2: How WIS maintains personal relationship relationships without much team effort

These case studies highlight how implementing templates and automated workflows leads to better client relationships and resolves potential issues.

Putting your emails on autopilot

Pixie offers a range of automation features that can streamline your communication processes:

• Task Automation: Automatically assign tasks based on specific triggers or dates.

• Email Sequences: Set up a series of emails to be sent out at specified intervals.

• Client Portals: Allow clients to upload documents or provide feedback through a secure portal.

For a detailed look at all the automation features Pixie offers, visit Pixie Automation Features.

So there you have it, 11 swipeable email templates you can use in your accounting & bookkeeping workflows to inform, remind and nag your clients.

Now that you have them, the next step is to think about how to put them on autopilot…

If you’re currently managing your clients & workflows on a spreadsheet, or using tools like Asana or Trello, this might not be as straightforward. You can save the templates there for quick-use, but sending them will still be a manual process.

This is where having a purpose built practice management & workflow app can save you hours of time and streamline your processes more effectively. As well as being able to manage your tasks & deadlines, you can also integrate your email and set up auto-email templates to send to clients at different times and different stages of work, all from within one app.