How to Improve Your Recovery Rate by Streamlining Workflows
A guide to improving the recovery rates in your firm and streamlining workflows to maximise profits.
Get started fast! Use these 8 swipeable email templates in your 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?
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 8 swipeable email templates that you can use in different accounting & bookkeeping workflows.
When to send: 3-5 days after sending a proposal
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>
When to send: Immediately after a new client joins
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.
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>
When to send: When starting a job for a client e.g. year-end bookkeeping
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>
When to send: When requesting information to complete a job
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:
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>
When to send: After a one-time project or as part of an annual review
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>
When to send: When a project has just finished or as part of your annual contract review
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:
We really appreciate your honest feedback and time.
Thanks in advance.
<name>
When to send: When a project has just finished or as part of your annual contract review
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...
...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>
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
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>
So there you have it, 8 swipeable email templates that you can start using 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.
A guide to improving the recovery rates in your firm and streamlining workflows to maximise profits.
Want to know whether asana for bookkeepers and accountants is the right tool to use? We've weighed in to share our thoughts...
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