A CRM software can help you keep all the information about your clients, such as their data, tax documents, and messages, in a safe place. This can make your communication with your clients better. You and your team can also see and use this information whenever you need it.
In recent years, many accounting firms have started using online software to manage the enormous amount of client information they handle. This include easy access to tax returns, customer communications, invoicing, automation etc.
In this article we will cover how your accounting firm can benefit by using a CRM application to make your practice more profitable.
Benefits of using CRM for Accountants and CPA’s:
Imagine using sticky notes for all events or reminders or searching through scattered Google Sheets for customer data. Trying to remember the conversation between you and your clients or searching for documents for a client from a big pile of files can be very messy. Additionally, failing to follow up with your leads can also be a problem.
This is a very messy situation that can impact your relationship with clients and revenue in the long run.
A CRM is very efficient in data organization and can convert your leads into clients and improve the sales process.
5 reasons why Accounting firms need a CRM tool:
CRM software can help many businesses, and is not only related to marketing or sales.
Specially, it is very useful for accountants or CPA’s to keep track of their business or clients. How does it helps?
By keeping all the customer information in one place. You can see everything about a customer, such as notes, emails, documents, issues, tasks, events, etc in the software.
You and your team can access this information anytime you need to work with that customer. If the client history is readily available yours teams will be well aware of their tasks and continue collaborating minimizing the time discussing about client updates.
Handling and retrieving documents:
Saving each customer’s tax-related documents, financial statements, bills, audits, etc., in the database. Whenever you open a customers’ history, you can easily find the notes and documents attached.
Most CRM have a powerful search feature, making it easy to retrieve documents.
Improved Customer Service:
A CRM is tailored to provide better customer service using best practices. A consistent communication, providing quick response to customer query, providing them with regular updates on the ongoing work process with the help of the software, not only improves your relationship with the customers but also helps to communicate effectively.
The CRM software for accountants helps you find and attract new customers by analyzing the lead’s data and managing follow-ups with them.
The system helps you to track the communication and emails, which helps to move the sales process forward increasing the chances of turning them into paying customers.
Nowadays, CRM tools are available with many advanced features like automation, powerful reports, and custom fields. Imagine a new customer receiving automated offers or regular updates on tax details or laws once you save them in the system.
In addition, the system eliminates many manual tasks and can set up automated emails to remind customers of document submissions.
This saves a lot of time and effort, where employees can focus more on important tasks and complete them within a given frame of time.
What is the primary purpose of CRM software for Accountants?
How other accounting firms are using CRM?
Accounting Firms using CRM:
The above chart shows that 60% and above accounting firms are using or have used a CRM. On the other hand, people not using CRM are comparatively on the lower side.
Active usage of CRM in accounting firms:
The above survey shows that 55% of respondents mentioned that 0-5% of CPAs at their accounting firm actively use CRM. On the other hand, only 5% of respondents said that more than 60% of their accountants actively use CRM at their firms.
Factors that contribute to low utilization of CRM:
Emphasis on CRM use:
Over 37% of respondents mentioned that there was little or no pressure on accountants to use CRM, while only 9% of respondents mentioned that there was heavy pressure on them to utilize CRM tools.
How do you select the right CRM for your accounting firms?
As per the data from expertmarket, a CRM system starts from around $12 per user per month for small businesses. However, most advanced packages for larger enterprises range from $50 to $150 per user per month, while few expensive CRM systems charge $300 per user per month or more.
You need to analyze and compare a few CRM software and decide which one suits you the best and fits your budget.
Does the software require training?
While adopting a CRM system, consider following points:
- How easily can it be used?
- Do they have efficient support or documentation which will help the users work smoothly?
- Will proper training be provided to use the CRM system?
Do you want a SAAS based solution or install yourself?
CRM suites are mostly available in cloud-based and online versions. First, analyze which suite your organization will be able to adopt. For more detailed information on different types of software suites and their pros and cons, click here.
What other factors you need to consider?
- How many users will be using the system?
- How easy is it to implement?
- Will the software work on any device?
- Will it be accessible from anywhere?
- Does it offer updates regularly?
- Will it help your team to coordinate effortlessly?
- ROI attributed to CRM
If you find difficulty taking a decision on choosing the right CRM software, use our Decision Matrix template. This template will help you make the right choice.
How OfficeClip CRM helps?
- Document management:
Document management can be a challenge for accountants and CPAs who have to deal with many documents like taxes, accounting statements, audits, financial year planning, etc. Maintaining and retrieving these documents whenever required can be difficult.
OfficeClip document management can help you store all your documents in one place in multiple folders. These documents can be shared, copied, and quickly retrieved whenever needed. Your clients can also upload documents directly to the system without needing to send attachments or PDFs via email.
DropSite is another feature where your customers can upload all their tax documents like 1099s, receipts, etc., inside the OfficeClip document manager.
- Centralized Customer Information:
OfficeClip CRM stores all your client’s data in one place. This data includes their personal information, business information, documents, notes, tasks, events, emails, issues, etc.
This information can also be imported and exported in CSV format. While dealing with clients, your team members can easily track past interactions, documents, emails, and notes for reference.
The integration feature provides an additional benefit in accounting firms. OfficeClip provides integration with Quickbooks and ADP payroll system which will help to sync your data directly from the timesheets.
- Follow-ups with clients:
Every client needs a follow-up regularly. You will have to get in touch with your leads at specific intervals. Remembering to call your clients at different intervals is a challenging task.
OfficeClip Call list feature will allow you to create a call list for your clients and leads. Every day you can get a list of due follow-ups daily. This call list will help you stay connected with your clients and keep in touch with your leads.
- Billing and Invoicing:
Billing and invoicing are essential for accounting firms who need to bill their clients or send quotes to prospects. Our CRM software has built-in invoicing so that you can easily manage billing and invoicing tasks.
- Time management:
Managing and keeping track of time spent on tasks for clients is very crucial for accountants and CPAs. For example, it is important to keep track of the time taken for audits, preparing tax documents, statements, etc.
OfficeClip timesheet can help you track the time taken for each client and their tasks. This time tracking for your teams will help in accurate billing for your clients, additionally it will also help to estimate time for similar future projects.
OfficeClip report management can help you analyze all the monthly or yearly financial data. These reports will help in better planning and estimation of future financial transactions.
- Customer Portal:
Accountants and their clients need to share all the tax details and financial statements and exchange documents with each other. OfficeClip customer portal is a secure portal where clients can view all the documents shared with them, add their queries or issues, and upload documents if required.
Before adopting a CRM find out which tool suits your needs best, and how it will simplify your workflow, and fulfill all your business requirements.
The data source for Charts:
Note: This blog was published in 2021 and has been updated.
Deepa Kapoor is an online writer for small businesses. She loves to write on the advancements of new technologies and how it affects our lives. She always explores ways to make small businesses more profitable. When not writing, she enjoys reading books and cooking exotic traditional food.