We hear it all from accounting firms during tax season, and we’ve combed through the data as well. From chasing clients, to struggles with portals, to overcomplicated workflow tools, it’s truly a profession full of hassle. These are the real questions CPAs are asking, and what those firms need to know to stay ahead of the curve.
How do we get tax clients to send their documents faster?
Cut down on vague asks and max out on structure. Give clients a personalized checklist of documents to submit, set clear deadlines, and remove as many obstacles to submission as possible. One tab and a few simple clicks are all the average client has patience for nowadays. It will also help to have a tax workflow software (like Truss) that sends automated reminders when clients leave boxes unchecked.
Why won’t our clients use our portal?
Portals are the No.1 thing causing clients to lose interest and question accountants’ judgement. Account creation, password recall, and unfamiliar interfaces cause clients to push off those tasks until the last possible moment. Eventually, the client reaches a point of questioning why you, their accountant, is asking them to do the things they think you should be handling. They may not be hesitant about working with you, but they’re often reluctant to fight through barriers. A “portal” with no logins and expiring, secure links removes the barriers and gets the engagement you’re looking for.
How can we cut down the time we spend chasing client responses?
Too many accounting teams are committing significant time to follow-up. Automated reminder sequences take away the need for brainpower – the system will already know who needs to respond and what documents they’re still missing. And when those follow-ups are automated, it’s crucial that the message comes from the accountant’s email address, not some “no reply” agent that lacks personal touch and creates client skepticism.
How is tax workflow software different from practice management software?
Tax workflow software handles the end-to-end return process, including intake, workpaper, and delivery. Practice management runs the broader day-to-day tasks, like time, billing and the CRM. There are platforms that do both, but those who do tax workflow best can seamlessly integrate with tax prep software rather than creating a bundle. And the software you need may depend on whether your issues arise during tax season first and foremost or during the day-to-day management of the firm.
How do I choose the right tax workflow software?
There are a few key questions to answer with regard to any software you’re vetting. The most important is probably, “Will our clients actually use this?” From there, move on to whether the software handles the entire workflow well, or just one piece of the pie. Check as well whether the software integrates with the tax engine you’re using. The goal is to find a tool your clients love using, while fitting seamlessly into how you conduct returns.
Does tax workflow software work with my existing tax tools?
Integrations are everything. If a workflow software supports the engine you use to prep returns, you’re golden. Whether you use CCH Axcess, UltraTax, Lacerte, ProSeries, ProConnect, Drake, etc., the first step is to confirm the platform you’re considering supports that engine.
What size firm does this tax workflow software work best for?
Some workflow tools fit firms that run 500 or fewer individual returns per season, while some are best for bigger teams that handle more returns with more internal touchpoints. Others might have lessened capability, but fit neatly within a budget. You don’t want to buy more platform than you’ll actually use, but you’ve got to make sure all your bases are covered.
How do I leverage tax workflow software to make sure documents get in on time?
Set expectations with your clients at the point of first engagement. Explain how the intake process works, what documents are needed, and when. The best tax workflow softwares are easy to adopt with minimal client education. They will know which documents to expect from the client based on prior years’ returns, then greet them with a checklist to kick off tax season. As the season goes on, if those documents aren’t in yet, a good tool will send automated reminders to reinforce those expectations you gave them.
How should a CPA firm modernize its operations if clients are reluctant?
Firms of all sizes know the feeling of trying to introduce technology to a client who likes things done the old-fashioned way – on paper, in person, and so on. Rolling out a new tool during the most repetitive parts of the tax calendar can be an effective way to show how time can be saved without overwhelming clients. Make sure tools minimize points of friction, like logins and manual follow-up, so the client’s first time using the software goes smoothly.
Do tax workflow tools really make life easier for accountants?
Whether it’s creating custom document checklists, giving clients zero-login magic links that eliminate passwords, or sending automated reminders, the right workflow tools can systematically eliminate the by-hand tasks accountants have come to dread. Truss was built to do all the things that unnecessarily take up time so tax season stops turning into a micromanagement circus.