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# Aero Workflow
Accounting Workflow and Practice Management
## Posts
### [Blog](https://www.aeroworkflow.com/blog/)
**Published:** May 24, 2013
**Author:** Admin
**Content:**
- [  ](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
## [How to Create SOPs for Your Bookkeeping Firm (Step-by-Step Guide)](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
By [Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)|2026-03-31T14:34:04-07:00March 31st, 2026|Categories: [Productivity](https://www.aeroworkflow.com/category/productivity/), [Workflow Management](https://www.aeroworkflow.com/category/workflow/)|
If you’re the only one who knows how to perform critical parts of your firm’s work, you don’t have a staffing issue. You have a systems issue. Most bookkeeping firms \[...\]
[Read More](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
Comments Off on How to Create SOPs for Your Bookkeeping Firm (Step-by-Step Guide)
- [  ](https://www.aeroworkflow.com/how-to-use-ai-in-bookkeeping/)
## [How to Use AI in Bookkeeping: 5 Prompts Every Firm Should Try](https://www.aeroworkflow.com/how-to-use-ai-in-bookkeeping/)
By [Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)|2026-02-21T08:30:18-08:00March 1st, 2026|Categories: [Productivity](https://www.aeroworkflow.com/category/productivity/)|
Artificial intelligence is not coming for your bookkeeping firm. It is not replacing your judgment or taking over client relationships. However, AI can be a powerful tool to help turbo-charge \[...\]
[Read More](https://www.aeroworkflow.com/how-to-use-ai-in-bookkeeping/)
Comments Off on How to Use AI in Bookkeeping: 5 Prompts Every Firm Should Try
- [  ](https://www.aeroworkflow.com/workflow-your-fraud-prevention-superhero/)
## [Workflow: Your Fraud Prevention Superhero](https://www.aeroworkflow.com/workflow-your-fraud-prevention-superhero/)
By [Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)|2026-04-01T07:21:55-07:00February 1st, 2026|Categories: [Workflow Management](https://www.aeroworkflow.com/category/workflow/)|
Fraud is not a dramatic one-time event; it is a quiet, persistent leak. For bookkeeping, accounting, and CAS firm owners, fraud shows up as unexplained adjustments, disputed transactions, angry clients, \[...\]
[Read More](https://www.aeroworkflow.com/workflow-your-fraud-prevention-superhero/)
Comments Off on Workflow: Your Fraud Prevention Superhero
- [  ](https://www.aeroworkflow.com/10-new-years-resolutions-for-accountants/)
## [10 New Year’s Resolutions for Accountants](https://www.aeroworkflow.com/10-new-years-resolutions-for-accountants/)
By [Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)|2025-11-17T16:57:42-08:00January 1st, 2026|Categories: [Practice Management](https://www.aeroworkflow.com/category/practice-management/), [Productivity](https://www.aeroworkflow.com/category/productivity/), [Workflow Management](https://www.aeroworkflow.com/category/workflow/)|
Start 2026 with a smoother workflow, fewer headaches, and maybe even a little more free time. The calendar’s flipped again, and with it comes that sense of new beginnings and, \[...\]
[Read More](https://www.aeroworkflow.com/10-new-years-resolutions-for-accountants/)
Comments Off on 10 New Year’s Resolutions for Accountants
- [  ](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-technology-benefits-your-firm/)
## [How to Make Sure New Accounting Technology Actually Benefits Your Firm](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-technology-benefits-your-firm/)
By [Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)|2025-11-17T17:02:11-08:00December 1st, 2025|Categories: [Apps](https://www.aeroworkflow.com/category/apps/), [Practice Management](https://www.aeroworkflow.com/category/practice-management/)|
“All that glitters is not gold”… and all that shiny new accounting technology may not be the right fit for your firm after all. There’s no denying that the accounting \[...\]
[Read More](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-technology-benefits-your-firm/)
Comments Off on How to Make Sure New Accounting Technology Actually Benefits Your Firm
## [Draft Post](#)
By [Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)|2025-11-11T12:44:40-08:00November 11th, 2025|Categories: [Uncategorized](https://www.aeroworkflow.com/category/uncategorized/)|
[Read More](#)
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---
### [Workflow: Your Fraud Prevention Superhero](https://www.aeroworkflow.com/workflow-your-fraud-prevention-superhero/)
**Published:** February 1, 2026
**Author:** Laura Redmond
**Content:**
Fraud is not a dramatic one-time event; it is a quiet, persistent leak. For bookkeeping, accounting, and CAS firm owners, fraud shows up as unexplained adjustments, disputed transactions, angry clients, and staff stuck playing detective instead of advisor. Fraud prevention is no longer just about controls and trust. It is about systems, visibility, and repeatable discipline.
[The 2025 Global eCommerce Payments & Fraud Report](https://www.visaacceptance.com/en-us/insights/fraud-report.html) makes one thing clear. Nearly every organization experiences fraud, and those that manage it best rely less on heroics and more on process and technology. That lesson applies directly to firms managing client finances. Your workflow is not just an efficiency tool. It is your **Fraud Prevention Superhero**.
## **Why fraud loves** chaos
Fraud thrives in gaps: Gaps between people, between systems, and between steps that live only in someone’s head. The fraud report shows that 98% of merchants experienced at least one type of fraud in the past year, even as overall fraud rates declined. That sounds contradictory until you realize what is happening. Fraud is becoming more targeted, more opportunistic, and more dependent on moments of confusion rather than brute force attacks.
For accounting and bookkeeping firms, those moments look familiar. A bank feed was reviewed late. A journal entry posted without a second set of eyes. A refund was processed outside the usual approval path. None of these screams “crime” on its own, but together, they create perfect conditions for error, misuse, or outright fraud.
Fraud thrives when systems depend on memory and goodwill. It fails when fraud prevention is embedded into your workflow system.
## Workflow as a control system, not just a checklist
Many firms think of workflow as [task management](https://www.aeroworkflow.com/organize/ "task management"). Who does what, and when. That is necessary, but it is not sufficient. A workflow system with fraud prevention baked in excels in three main areas.
First, it enforces separation of duties. Organizations with stronger fraud outcomes rely heavily on automation and digital screening rather than manual review alone. In a firm context, that means the person who categorizes transactions is not the same person who reconciles accounts, and the person who reconciles is not the one who approves adjustments. A good workflow system makes this separation very clear.
Second, it creates audit trails by default. Fraud prevention depends on being able to answer simple questions quickly. Who touched this transaction? When did they touch it? What changed? A structured workflow captures those answers automatically, instead of forcing you to reconstruct history during a crisis.
Third, it reduces decision fatigue. Fraud often slips through when people are rushed. Many organizations are trying to do more with less, shifting from staff-heavy approaches to technology-driven ones. Workflow supports this shift by turning complex judgment calls into [standardized steps](https://www.aeroworkflow.com/define/ "standardized steps"), flags, and approvals.
## The hidden fraud risks in CAS engagements
[Client Accounting Services (CAS) firms](https://www.aeroworkflow.com/why-cas-workflow-is-different/ "Client Accounting Services (CAS) firms") face a unique fraud prevention challenge. You sit close enough to transactions to influence outcomes, but far enough away that you rely on client behavior and data integrity. That combination creates several risk zones.
One risk zone is [client onboarding](https://www.aeroworkflow.com/cas-onboarding-and-offboarding-checklists/ "client onboarding"). Incomplete documentation, unclear authority, and rushed system access create long-term vulnerabilities. A workflow that forces complete intake, verified permissions, and documented approvals reduces this risk dramatically.
Another risk zone is recurring work. Month-end closes, payroll runs, and vendor payments become routine. Routine is where complacency lives. Fraud rates decline when monitoring is consistent across stages, not just at the point of payment. In a firm, that means your workflow should include periodic reviews, exception reports, and confirmations, even when nothing looks wrong.
A third risk zone is [client offboarding](https://www.aeroworkflow.com/cas-onboarding-and-offboarding-checklists/ "client offboarding"). When clients leave, access often lingers. Credentials remain active. Bank feeds stay connected. Fraud prevention requires a clean, enforced offboarding workflow that shuts doors decisively.
## Automation is not the enemy of professional judgment
Some firm owners worry that workflow and automation reduce flexibility or professional discretion. The data suggests the opposite. The report shows a clear trend toward increased use of AI, automation, and digital fraud tools, not because humans are unnecessary, but because humans supported by AI and automation perform
In practice, workflow automation handles the boring vigilance. It checks whether steps were completed, flags anomalies, and enforces approvals. Humans handle interpretation, client communication, and strategic decisions. Fraud prevention improves when judgment is applied where it matters most, not wasted on remembering whether a checklist was followed.
## Visibility beats vigilance
Organizations monitoring more stages of the transaction lifecycle achieve better outcomes, even when they experience more attempted fraud. That sounds counterintuitive until you realize that visibility changes behavior. You catch more because you look more, and you improve faster because you see patterns.
For accounting firms, visibility comes from [centralized workflow dashboards](https://www.aeroworkflow.com/track/ "centralized workflow dashboards"), standardized task status, and clear ownership. When every client follows the same core process, deviations stand out. When deviations stand out, fraud prevention becomes proactive instead of reactive.
## Fraud Prevention as a firm differentiator
Most firms talk about accuracy and timeliness. Fewer talk explicitly about fraud prevention. Yet the stakes are rising. Clients are more aware of fraud risks, regulators are less forgiving, and margins are tighter. A firm that can confidently say, “Our workflow is designed to prevent fraud,” is making a powerful claim.
That claim must be real. It must be supported by documented processes, enforced controls, and continuous improvement. Leading organizations constantly adapt their fraud strategies. Workflow makes adaptation possible without chaos. You change the process once, and every client benefits. Over time, this becomes part of your brand. You are not just closing books. You are protecting financial integrity.
## Building your superhero workflow
A superhero needs a costume, a code, and consistency. Your workflow needs the same.
Start with critical points such as bank reconciliations, journal entries, vendor payments, payroll, and adjustments. Define who does the work, who reviews, and what triggers escalation. Build those steps into your workflow so they cannot be skipped. Make due dates and frequency clearly visible, so important fraud checkpoints don’t fall by the wayside.
Next, embed documentation. Approvals, notes, and evidence should live inside the process, not in inboxes or memories. Fraud Prevention depends on context.
Finally, review the workflow itself. Organizations improving fraud outcomes [revisit tools and tactics regularly](https://www.aeroworkflow.com/process-improvement-cycle/ "revisit tools and tactics regularly"). Your workflow is not set once and forgotten; it evolves as risks evolve.
## The quiet hero always wins
Fraud prevention rarely looks heroic in the moment. There is no dramatic reveal, no public victory. The win is quieter. Nothing bad happens. No client calls in a panic. No regulator asks uncomfortable questions. That is the mark of success.
Workflow is not flashy. It does not get credit when things go right. But it is the unseen force holding the line, day after day. In a world where fraud is persistent, adaptive, and patient, your best defense is not a single rule or tool; it is a system that never gets tired.
**Categories:** Workflow Management
---
### [How to Create SOPs for Your Bookkeeping Firm (Step-by-Step Guide)](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
**Published:** March 31, 2026
**Author:** Laura Redmond
**Content:**
If you’re the only one who knows how to perform critical parts of your firm’s work, you don’t have a staffing issue. You have a systems issue.
Most bookkeeping firms rely on a mix of memory, experience, and quick on-the-fly explanations. That approach can work when you’re small, but it quickly becomes a liability as you grow. Client work becomes inconsistent, deadlines get tight (or slip), and delegation becomes stressful.
**This is where bookkeeping SOPs come in.**
**Standard Operating Procedures (SOPs)** give your firm a clear, repeatable way to deliver services. They transform what’s in your head, your knowledge capital, into something your entire team can execute with confidence. This guide walks you through creating SOPs step by step so your firm can be more consistent, efficient, and profitable.
## What Are Bookkeeping SOPs and Why Do They Matter?
Bookkeeping SOPs are documented instructions that define exactly how your firm performs its work. They are not meant to teach someone accounting from scratch. Instead, they capture your firm’s specific way of doing things so that every client receives the same level of service, no matter who completes the work.
Without SOPs, your firm relies heavily on individuals. With [SOPs in place](https://www.aeroworkflow.com/why-document-procedures/ "SOPs in place"), your firm relies on systems. That shift is what allows you to scale, delegate, and maintain quality– all at the same time.
This becomes especially important if you’re working on fixed-fee engagements. Once pricing is fixed, your only lever for profitability is efficiency. The only way to control efficiency consistently is to standardize how work is done
## Step 1: Start by Defining Your Services
Before you can document how work is done, you need to be clear on what work you actually do. This is your service list, an essential tool in creating SOPs, instituting [fixed-fee pricing](https://www.aeroworkflow.com/fixed-fee-accounting/ "fixed-fee pricing"), and controlling [scope creep](https://www.aeroworkflow.com/preventing-scope-creep-essential-tips-for-accouting-firms/ "scope creep").
Many firms skip this step and jump straight into writing procedures. That usually leads to incomplete or inconsistent SOPs because the list of services is not clearly defined.
Take the time to outline all your services, including recurring work such as monthly bookkeeping and reporting, as well as one-time projects such as cleanups or consulting. It’s also worth identifying the tools you use and the types of clients you serve. This context helps ensure your SOPs are relevant and practical.
Clearly [defining your services](https://www.aeroworkflow.com/fresh-look-accounting-workflow/ "defining your services") is the foundation of delivering consistent, profitable work. Without that clarity, everything that follows becomes harder to standardize
## Step 2: Document Exactly How the Work Gets Done
Once your services are defined, the next step is to document how each one is performed.
This is where you [create your procedure guides](https://www.aeroworkflow.com/how-to-write-a-great-procedure/ "create your procedure guides"). These are detailed descriptions of the steps involved, the tools used, and any firm-specific rules or best practices to follow.
This part takes effort. It forces you to slow down and think through processes you’ve likely been doing automatically for years. But it’s also one of the most valuable exercises you can do for your firm.
You’re not writing a textbook. You’re capturing your firm’s experience. That includes the shortcuts, the checks, and the small decisions that make your process work smoothly.
A good way to approach this is to think in clear, directive terms. You’re not suggesting options. You’re defining how your firm operates. Be specific. Think:
> “This is how we do things here.”
**Not:**
> “Here’s one way you could do it.”
## Step 3: Translate Procedures into Actionable Checklists
Procedure guides are important, but they are not what your team will use day to day. That role belongs to checklists.
Each procedure guide should be paired with a [checklist](https://www.aeroworkflow.com/streamline-your-workflow-how-to-design-bookkeeping-checklists/ "checklist") that breaks the process into clear, sequential steps. These steps should be specific enough to leave no ambiguity about what needs to be done.
For example:
❌ “Log into QuickBooks” (this is too general and doesn’t give specific directions)
✅ “Navigate to QBO > Vendor Center and review Open Bills filter” (gives very specific directions)
This level of detail may feel excessive at first, but it’s what eliminates guesswork and ensures consistency. Over time, these checklists become the backbone of your firm’s daily operations, guiding your team through each task with clarity and precision
## Step 4: Account for Tools and Variations
Not all clients and workflows are identical, and your SOPs should reflect that reality.
If your firm uses different tools or follows slightly different processes depending on the situation, those differences should be clearly documented. If you try to force everything into a single massive SOP that covers all the variances, it will be confusing, hard to follow, and most likely never used.
Instead, create variations where necessary and be explicit about when each one applies. This ensures your team knows exactly which process to follow in each scenario, reducing errors and increasing efficiency.
## Step 5: Make SOPs Easy to Access
Even the best SOPs are useless if your team can’t find them when they need them.
Your procedure guides, checklists, and supporting resources should be centralized and easy to access. When someone is working on a task, they should be able to move through the entire process without stopping to search for information or ask questions.
This includes access to client details, documents, and any tools required to complete the work. When everything is organized and readily available, your team can complete tasks more efficiently and with fewer interruptions
## Step 6: Integrate SOPs into Your Workflow
Documenting SOPs is only half the job. The real impact comes when they are integrated into your firm’s workflow.
This means assigning tasks, setting schedules, and ensuring that each piece of work is tied to a clear process. Everyone on your team should know what they are responsible for, when it needs to be completed, and exactly how to do it.
A structured workflow system like [Aero Workflow](https://www.aeroworkflow.com/define/ "Aero Workflow") connects your SOPs to actual work being performed. It ensures that procedures are not just documented, but actively followed as part of your firm’s daily operations
## Step 7: Use SOPs to Confidently Delegate
[Delegation](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-firm/ "Delegation") becomes much easier when your processes are clearly documented.
One of the biggest challenges firm owners face is the fear that work won’t be done correctly without their involvement. Strong SOPs address that concern by providing clear guidance and expectations.
When your team has access to well-defined procedures and checklists, they can complete their work independently without constant supervision. This not only frees up your time but also creates a more empowered and capable team.
Over time, your staff can also contribute [improvements to your processes](https://www.aeroworkflow.com/process-improvement-cycle/ "improvements to your processes"), strengthening your firm’s overall knowledge base and making your systems even more effective
## Step 8: Track Performance and Improve
Once your SOPs are in use, they begin to [generate valuable insights](https://www.aeroworkflow.com/track/ "generate valuable insights").
By tracking how long tasks take and identifying where delays or issues occur, you can refine your processes and improve efficiency. This data also helps you make better decisions about pricing, staffing, and workload management.
A centralized workflow system makes it easier to collect and analyze this information, giving you a clearer picture of how your firm is performing and where there is room for improvement
## Step 9: Keep Your SOPs Current
SOPs are not something you create once and forget about. As your firm evolves, your processes will change, and your documentation needs to keep up.
In today’s world, the tools we use are constantly evolving, and our SOPs need to evolve right along with them. If SOPs become outdated, your team will stop relying on them. That’s when inconsistency starts to creep back in. Treat your SOPs as a living system that grows alongside your firm.
Make it a habit to [review and update your SOPs](https://www.aeroworkflow.com/maintaining-your-procedures/ "review and update your SOPs") regularly. Encourage your team to provide feedback and suggest improvements. In my firm, each member of my team is a “czar” of certain apps. They are responsible for keeping up with changes and improvements to their apps and ensuring that the relevant SOPs stay up to date. We rotate “czar” positions every six months so that everyone can have a chance to learn about each app in depth.
## How SOPs Help You Scale Your Firm
When your bookkeeping SOPs are clear, accessible, and integrated into your workflow, your firm operates very differently.
Work becomes more predictable. Delegation becomes more natural. Onboarding new team members becomes faster and less stressful. Most importantly, your firm is no longer dependent on any one person to function effectively.
This is what allows you to step back from day-to-day tasks and focus on growing your business. With the right systems in place, your firm can deliver consistent results while continuing to expand.
**Categories:** Productivity, Workflow Management
---
### [Key Metrics to Track When Scaling Your Bookkeeping Firm](https://www.aeroworkflow.com/key-metrics-to-track-when-scaling-your-bookkeeping-firm/)
**Published:** August 25, 2024
**Author:** Angelena Pierce
**Content:**
KPIs (or Key Performance Indicators) are metrics you can use to track the growth and stability of your bookkeeping firm — and tracking the right ones is essential for firms aiming to scale. You can’t scale any business without first understanding what’s working and what isn’t.
Furthermore, being a bookkeeper means you’re good at numbers. You know all the important figures when it comes to your clients’ work — but what about your own? If your goal is to scale your bookkeeping firm, there are several key metrics that you should be keeping track of. Here are some of the ones we think you should be taking note of.
### Retention Rate
Retention rate is just one metric you can use to measure client satisfaction. How well are you [retaining your current clients](https://www.aeroworkflow.com/4-keys-for-strong-client-retention-in-your-bookkeeping-firm/)? If you have high turnover, there may be some issues with how you are handling your client work. In order to scale your firm, it is essential for you to have satisfied clients who are willing to refer other businesses to you. A good retention rate means your firm is delivering good service; a bad retention rate means there may be areas of your client work, communication, and general service that need improvement before you can expect to see growth.
### Monthly Recurring Revenue (MRR)
Your monthly recurring revenue can be calculated by adding your revenue from the previous month to your revenue from the current month, then subtracting any revenue lost through cancellations. MRR is a useful metric because it allows you to clearly see whether or not your firm is growing. If your MRR isn’t increasing or goes down more often than up, that’s a sure sign that changes need to be made if you’re serious about scaling.
### Average Revenue Per Client (ARPC)
Scaling your bookkeeping firm is often also a process of nurturing existing client relationships to increase their profitability. Tracking your average revenue per client, or your ARPC, also helps you to see if your firm is evolving upwards. If your ARPC is too low, it may be because you have too few clients or because the clients you have are not the most profitable.
### Team Satisfaction
Nothing would be possible without your amazing team — including scaling your business. Tracking employee happiness can help you understand how likely you are to retain existing staff and attract new talent to your firm as you grow. You can track satisfaction by asking your team members questions about their feelings towards their work and workplace. To make things easy, develop a rating system for them to use to rate things like overall satisfaction and the manageability of their workload.
As a bookkeeper, you know how important it is to have your facts and figures straight AND how useful the right numbers can be when making business decisions. Now, it’s time to stretch that logic to your own practice!
**Categories:** Practice Management
---
### [How to Use AI in Bookkeeping: 5 Prompts Every Firm Should Try](https://www.aeroworkflow.com/how-to-use-ai-in-bookkeeping/)
**Published:** March 1, 2026
**Author:** Laura Redmond
**Content:**
Artificial intelligence is not coming for your bookkeeping firm. It is not replacing your judgment or taking over client relationships. However, AI can be a powerful tool to help turbo-charge your firm. When you use AI in bookkeeping, you are not outsourcing expertise; you are accelerating thinking, compressing administrative effort, and creating leverage. And leverage is what turns a busy firm into a scalable one.
**The trick is knowing what to ask.**
Below are five practical prompts you can use immediately inside your bookkeeping firm. These are not theoretical prompts pulled out of a hat. They are operational prompts used in bookkeeping firms right now. Copy them, modify them, and improve them. And you will be well on your way to using AI in your bookkeeping firm in an intelligent and thoughtful manner
## \#1 Use AI for Client Cleanup Analysis
Every firm has them:
- The inherited mess.
- The shoebox file.
- The six-month reconciliation gap.
- The client who “just needs help catching up.”
Before you dive in, you need a diagnostic lens. **Try this prompt**:
> “Act as a senior accounting manager. Based on the following details, identify the likely cleanup risks, missing reconciliations, potential misclassifications, and priority order of tasks. Provide a step-by-step cleanup plan.”
Then paste in:
- Last reconciliation dates
- Bank and credit card account list
- Known issues
- Industry
- Software being used
**Why this works**:
AI excels at pattern recognition. When you use AI this way, you are forcing structure onto chaos before your team starts touching transactions. You are not asking it to reconcile accounts. You are asking it to help you think through the scope. Using AI in your bookkeeping firm this way leans on its strength of pattern recognition and frees you up to do what you do best.
This also improves pricing accuracy. Cleanup is where scope creep lives. AI can help you define the battlefield before you walk into it.
## \#2 Use AI to Draft Clear Client Explanations
Bookkeepers understand accruals. Clients often do not. Explaining financial concepts repeatedly drains cognitive energy. You can use AI to generate clear, non-technical drafts that you then personalize.
**Try this prompt:**
> “Explain the difference between cash and accrual accounting to a small business owner who has no accounting background. Use simple language and practical examples. Keep it under 300 words.”
Or:
> “Write a clear explanation for a client about why their undeposited funds account must be cleared before month end.”
AI excels at adjusting writing for a given audience. Using it to draft client explanations removes any bias you might unconsciously have. You can take what is produced and adjust it. Don’t copy and paste the response, but edit it for clarity and accuracy and make sure the tone reflects your firm’s personality.
Think of AI as your junior writer. It produces version one. You produce version two.
When you use AI for communication support, you increase clarity and reduce friction. Clients feel informed instead of corrected. That clarity builds trust and increases your stature as a subject matter expert.
## \#3 Use AI for SOP Development
If your firm runs on tribal knowledge, you do not have a scalable business. You have a dependency structure. Standard operating procedures are the backbone of consistent service delivery. But for many busy bookkeeping firms, writing standard operating procedures (SOPs) from scratch feels like dragging a boulder uphill.
Smart firms are strategically using AI to accelerate documentation.
**Try this prompt:**
> “Create a detailed step-by-step SOP for monthly bank reconciliations in QuickBooks Online. Include quality control checks, common error points, and review procedures. Assume this is for a bookkeeping firm with multiple team members.”
Think of all the different processes you can create ‘starter’ procedures for! Processes like:
- Month-end close checklists
- Accounts payable processing
- Client onboarding
- Payroll processing
- 1099 preparation
Once you have your AI-generated procedure, you will refine it to reflect your firm’s unique workflows. AI gives you structure. You add specificity.
When you use AI for SOP creation, you are converting experience into systems, which reduces errors, training time, and burnout. Standardized procedures are essential to a firm that wants to grow and prosper.
## \#4 Use AI for Advisory Insights
Many bookkeeping firms sit on valuable data and do nothing with it. They categorize. They reconcile. They produce reports. Then they move on. But clients are hungry for insight.
Smart firms use AI to extract patterns from summarized financial data.
**Try this prompt:**
> “Based on the following monthly summary data, identify cash flow risks, margin concerns, unusual expense spikes, and 3 advisory talking points for a meeting with the client.”
Then provide:
1. Monthly revenue
2. Gross profit
3. Major expense categories
4. Cash balance trend
5. AR and AP balances
AI can highlight anomalies and trends you may not notice immediately. You’re not using AI to replace financial judgment but to amplify it. You are still responsible for interpretation. But when you use AI in this way, you’re prepared for client meetings with structured insights. And clients pay more for insight and advice than they ever will for transaction entry.
## \#5 Use AI for Scope and Engagement Letters
Scope creep destroys margins quietly. It starts with a quick favor. A “while you’re in there.” A last-minute payroll request. If your engagement letters are vague, you are going to lose profit to scope creep. You can use AI to draft your engagement letter and tighten language around deliverables and exclusions.
**Try this prompt:**
> “Draft a clear bookkeeping engagement scope outlining included services \[list of service\], excluded services \[list of excluded services\], response time expectations \[specify your response time\], and additional billing triggers. Tone should be professional but firm.”
You can create different engagement letters for different types of engagements. Or ask AI to write extra sections for different services like:
- Cleanup engagements
- Ongoing monthly bookkeeping
- Advisory add-ons
- Payroll support
- 1099 processing
AI helps you articulate boundaries cleanly. You can then refine them to match your pricing model. When you use AI to clarify scope, you protect both sides. Clients understand expectations. Your firm avoids profit drain.
## The Philosophy of Using AI Correctly
There is a temptation to treat AI as a shortcut machine. Don’t. Your mindset should be augmentation, not delegation. When you use AI in your bookkeeping firm, you are enhancing thinking, accelerating drafting, structuring information, and reducing cognitive fatigue.
You are not:
- Uploading confidential client data recklessly
- Letting AI make accounting decisions without review
- Replacing professional judgment
Remember when calculators came out 1970s? They did not eliminate accountants. But what they did do was greatly reduce arithmetic errors and free up time for analysis.
Of course, AI is bringing change that is magnitudes greater than the humble calculator. And smart bookkeeping firms will embrace the possibilities that AI offers and learn how to use it effectively and responsibly.
## Practical Guidelines for Using AI
1. Remove identifiable client data when possible.
2. Use summaries instead of raw exports.
3. Always review AI output.
4. Never treat AI as authoritative.
5. Train your team on ethical usage.
AI produces probabilities, not guarantees. It predicts likely words based on patterns. It does not “know” your client. It will produce incredibly helpful 1st drafts, but you will still need to review and edit any output.
## Where This Leads
Imagine a firm where:
- SOPs are documented in weeks instead of months.
- Cleanup scopes are structured before work begins.
- Advisory meetings feel strategic.
- Client explanations are clear and consistent.
- Engagement letters prevent silent margin erosion.
This is what happens when you consistently use AI as a thinking partner rather than a gimmick.
Technology always changes the terrain. The printing press reshaped knowledge. The spreadsheet reshaped accounting. Cloud systems reshaped workflow. AI is simply the next lever. The question is not whether to adopt it. The question is how you will use it strategically.
Thriving bookkeeping firms are never going to be the ones that turn away from the advantages offered by new technology. They are the ones that seize the opportunities offered by new technology and shape their firm to use it in a thoughtful and deliberate manner. AI is the latest example of this rule.
**Categories:** Productivity
---
### [The Importance of Clear Expectations and Setting Boundaries With Clients](https://www.aeroworkflow.com/expectations-and-boundaries/)
**Published:** June 4, 2023
**Author:** Angelena Pierce
**Content:**
Boundaries and expectations must be managed in order for any relationship to thrive — that includes your relationships with clients at your accounting firm. Failing to set boundaries or communicate needs can result in relationship ruptures and lots of hard feelings. No one wants that. That’s why it’s important to take the necessary steps to communicate your needs and rules. Here are some things to keep in mind as you work towards [bettering communication with clients](https://www.aeroworkflow.com/the-impact-of-effective-communication-on-accounting-procedures/) at your accounting firm.
## Clarify Response Times
How quickly do you reply to emails? What about a phone call? How soon do you need your client to respond to your messages? These time frames should be clarified, which will ideally happen during your onboarding process. Still, it’s never too late to make improvements.
## Set the Scope
The scope of your work should be identified in your engagement letter, but it is always subject to change. Keep in mind that an outdated engagement letter might be the key way your client understands the work that you’re doing. If you find that you are doing additional work that was not originally outlined, they won’t know this unless you communicate. Then, either the scope of your work needs to be redefined or the assigning of additional work needs to stop.
## Set Deadlines
Your job is made up of several smaller jobs, and those individual milestones need set dates AND outlined steps to help you reach them. When do you need that document from your client? Do you need their signature in order to reach one milestone and move on to the next task? When will the project be completed for your client? By communicating all these dates (and having them written down for reference), you can avoid constant questioning about deliveries and missed deadlines.
## Respect the Schedule
We’ve all had that annoying phone call come in at 7 PM on a Saturday when we’re trying to do anything BUT work. This is exactly the kind of problem that arises when boundaries are not communicated. This respect should also go both ways, and you can communicate that to your client. Invite them to tell you what hours they are available and which are off-limits.
## Don’t Be Afraid to Say No
We love what we do and we want our clients to know we always have their backs… But some requests are not reasonable or respectful of our time. Setting boundaries means you have to enforce those boundaries. If a client is calling you after hours, tell them you will no longer be answering and they need to respect your schedule.
Good relationships take work. Like family or friends, you have to [set boundaries with clients](https://www.forbes.com/sites/forbescoachescouncil/2021/05/25/10-pragmatic-ways-to-build-healthy-boundaries-with-clients/) and verbalize your expectations. This will help you prevent unnecessary arguments, tension, and work hold-ups. At the end of the day, both you and your client want the job to be done and be done well. This won’t happen if miscommunications are getting in the way.
Let us know how you’re establishing boundaries and improving your communication in the second half of 2023 below!
**Categories:** Client Support, Practice Management
---
### [How to Set and Meet Client Expectations at Your Bookkeeping Firm](https://www.aeroworkflow.com/how-to-set-and-meet-client-expectations-at-your-bookkeeping-firm/)
**Published:** December 17, 2023
**Author:** Angelena Pierce
**Content:**
Setting and meeting client expectations can be the key to running a successful bookkeeping firm. Happy clients can propel your firm to success, while unhappy clients can be your business’s downfall. Don’t forget, the best referrals come from word of mouth. The more happy clients you have, the more clients you can acquire too, thereby scaling your firm to new heights.
That’s why managing expectations is vital. If everybody knows what to expect AND those expectations are met, your bookkeeping clients will be more satisfied with the service they are receiving. Setting and meeting client expectations will also allow you to increase productivity, mitigate risk, and reduce churn. So, here are some of our tips for managing client expectations at your bookkeeping firm!
## Find the Right Clients
If you’re attracting the wrong sort of client from the start, then it will be very difficult to build a productive and profitable relationship with them. This is why acquisition is so important. It won’t be so difficult to manage client expectations if you have the right clients to begin with. You can find the right clients by targeting them in your marketing. Start by defining your ideal client. What field do they work in? What are their needs? Your marketing materials should reflect this vision. Evaluate prospective clients carefully to make sure they are a good match.
Simultaneously, you should be defining your service offerings. Having your offerings documented will help prospective clients know exactly what they can expect to be delivered and at what price point, minimizing the risk of miscommunication.
## Onboarding
First impressions are everything in business, which is why your [onboarding process](https://www.aeroworkflow.com/cas-onboarding-and-offboarding-checklists/) is an essential first step in developing a successful client relationship. Of course, many challenges could be standing between you and an effective onboarding process. Onboarding is stressful. There’s a lot of information to absorb and you and your client are practically strangers. However, onboarding is also the time when expectations are set.
Despite the challenges, there are ways you can simplify your onboarding process and kick things off on the right foot. Standardizing and documenting your processes so that you don’t miss a single vital step, AND you can ensure all clients get the same treatment. The process can typically be broken down into the following stages, which can then be broken down further: receive contract and send welcome email, gather client information, set up projects and apps, have a kickoff meeting, send a welcome package, and transition to your bookkeeping team.
## Monthly Services
Consistency is key, and you can meet your client’s expectations through your monthly services. While you have most expectations set during onboarding, it’s never too late to course correct. As you work with your client, continue to check in and communicate about needs and issues together. All relationships take work, and business relationships are no different. This constant attention will allow those relationships to flourish. It would be best if you were also doing your best to keep your client in the loop. A newsletter could be a great way to announce changes and other important news regularly!
## Retention & Expansion
At the end of the day, your goal should always be retaining your clients and encouraging their loyalty to your business. To keep your clients around, you must be willing to adapt and willing to listen. Like all professions, the bookkeeping landscape evolves as technology improves and client needs change. It’s important to stay up-to-date so that you can offer your clients competitive services. As time passes and you retain your clients, you should also look for ways to increase your value and [upsell your services](https://www.forbes.com/sites/neilpatel/2015/12/21/how-to-upsell-any-customer/).
If you keep your clients happy, demonstrate your value consistently, and understand your clients’ needs, more opportunities for your business will always arise naturally.
**Categories:** Client Support, Practice Management
---
### [How to Make Sure New Accounting Technology Actually Benefits Your Firm](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-technology-benefits-your-firm/)
**Published:** December 1, 2025
**Author:** Laura Redmond
**Content:**
*“All that glitters is not gold”… and all that shiny new accounting technology may not be the right fit for your firm after all.*
There’s no denying that the accounting world is in the middle of a tech revolution. From AI-powered bookkeeping to workflow automation platforms, firms are constantly bombarded with new software promising to transform how they work. The pressure to adopt new tools can be overwhelming, especially when competitors tout their “tech-forward” approach.
But here’s the truth: just because a product is new, advanced, or proven to work for someone else doesn’t mean it’s right for *your* firm. Accounting firms are intricate ecosystems where each process and system depends on the next. Introduce the wrong tool, and you risk throwing everything out of balance.
Before you invest in that next big thing, take a step back. Let’s walk through five crucial factors to consider when deciding whether new accounting technology will actually benefit your firm.
## \#1 Start with Your Firm’s Needs
Not every shiny piece of accounting technology is necessary (or even useful) for your specific business model. The app marketplace is overflowing with tools for time tracking, document management, client communication, and reporting. While choice is great, it can also lead to decision fatigue and unnecessary spending.
Begin with a clear assessment of your firm’s needs. Where are the true bottlenecks? Which manual processes cause the most frustration or errors? Identify areas where technology can create measurable improvements, such as automating data entry, reducing duplicate work, or enhancing client transparency.
For instance, a small bookkeeping practice may benefit more from implementing a robust [workflow management system](https://www.aeroworkflow.com/define/ "workflow management system") like Aero Workflow than from experimenting with AI-driven forecasting tools built for large corporate finance teams. Matching your technology to your actual problems ensures you spend wisely and adopt tools that deliver real operational value.
## \#2 Evaluate the Cost vs. Reward of New Accounting Technology
Let’s talk numbers, because accountants love numbers. A sleek interface or glowing testimonials mean little if the return on investment doesn’t add up. Before you commit, consider both the direct and indirect costs of the new technology.
- **Direct costs** include subscription fees, setup expenses, data migration, and training time.
- **Indirect costs** include downtime during onboarding, lost productivity during the learning curve, and potential integration challenges.
Then, weigh these costs against potential benefits:
Will the technology save you time? Reduce errors? Improve client retention? Allow your firm to take on more clients without adding staff?
Real-world proof is also key. Look for case studies or peer reviews from other accounting firms of similar size and service mix. If there’s little evidence that a particular app drives measurable results in firms like yours, proceed with caution. The goal isn’t to chase innovation for its own sake; it’s to ***invest in technology that directly improves profitability and client experience.***
## \#3 Prioritize Adoption and Your Team’s Experience
Even the most advanced accounting technology is useless if your team refuses to use it. User adoption is often the biggest obstacle in any tech rollout. If a tool feels confusing or disrupts familiar workflows, staff will revert to old habits in no time.
That’s why user-friendliness should be at the top of your evaluation checklist. Demo the product with the people who’ll actually use it. Ask your team for feedback on layout, accessibility, and how it fits into their daily processes. The smoother the user experience, the higher your adoption rate, and the faster you’ll see returns.
Don’t forget your clients, either. Many accounting tools now include client-facing portals, document upload features, or dashboards. If the technology makes your clients’ lives harder instead of easier, that friction can damage relationships. A seamless client experience should be a non-negotiable part of your tech strategy.
## \#4 Choose Accounting Technology [That Scales with Your Firm](https://www.aeroworkflow.com/how-to-grow-your-bookkeeping-firm/ "That Scales with Your Firm")
Your business is evolving, and your technology should evolve with it. The best accounting technology isn’t just a quick fix for today’s inefficiencies; it’s a long-term investment in scalability.
When evaluating new tools, ask whether they can handle your firm’s projected growth. Will they still meet your needs when you double your client base or expand into new services like advisory or CAS?
Consider flexibility in both features and integrations. Cloud-based tools with [open APIs](https://www.aeroworkflow.com/aero-api/ "open APIs") (Application Programming Interfaces) are typically better positioned to grow with you. They allow you to connect your core systems—like [QuickBooks Online](https://quickbooks.intuit.com/ "QuickBooks Online"), payroll, CRM, and workflow management—without reinventing the wheel each time you add a new app.
The last thing you want is to switch systems every 12 months, forcing your team through endless cycles of retraining. Prioritize technology partners who demonstrate a long-term product roadmap and a commitment to continuous improvement.
## \#5 Align Technology with Your Firm’s Long-Term Goals
Every accounting firm has its own vision for growth. Maybe yours wants to move from compliance work to [advisory services](https://www.aeroworkflow.com/strategic-scaling-why-delegation-is-key-to-growing-your-bookkeeping-firms-advisory-services/ "advisory services"). Maybe you’re focused on improving remote collaboration, or on standardizing client deliverables across multiple locations. Whatever your strategic goals, your technology stack should directly support them.
When evaluating new tools, ask how they fit into your broader roadmap. Does this solution help you reach your three-year vision, or does it create more complexity?
For example, firms transitioning to fixed-fee billing models often benefit from workflow platforms that provide visibility into time and task management, helping leaders understand exactly where effort is spent. Tools that align with your business model amplify your success; tools that don’t will quietly drain your resources.
Think of technology not as a series of individual purchases, but as a single, interconnected ecosystem that supports your long-term direction.
## The Balance Between Innovation and Stability
The accounting profession thrives on consistency and precision, but that doesn’t mean resisting innovation. The real trick is balance. You don’t need every new shiny that hits the market, but you also can’t afford to fall behind when a transformative technology emerges.
Take spreadsheets as a classic example. Excel has been around for decades, yet it remains indispensable because it’s reliable, flexible, and deeply integrated into accounting workflows. At the same time, modern accounting technology, like cloud-based workflow systems, AI-powered categorization, and automated reconciliations, has dramatically improved efficiency and collaboration. The firms that thrive are the ones that know how to blend legacy stability with modern innovation.
In other words: don’t fix what isn’t broken, but don’t ignore what’s evolving either. Evaluate each potential addition to your tech stack through the lens of measurable value, ease of use, and long-term scalability.
## How to Implement New Accounting Technology Successfully
Once you’ve chosen a tool that meets your criteria, implementation deserves just as much attention as selection. Many firms fail not because they picked the wrong software, but because they rushed the rollout.
- Start with a clear implementation plan that includes:
- Defined ownership—who will lead the rollout and training?
- A pilot phase with a small team before firm-wide deployment
- Internal documentation or checklists for consistent use
- Regular feedback sessions to identify issues early
Remember, the goal isn’t to adopt technology for technology’s sake; it’s to build a smarter, more efficient firm. That requires patience, planning, and ongoing evaluation.
## Final Thoughts: Smart Accounting Technology = Strategic Advantage
In today’s competitive market, technology can absolutely be your firm’s greatest ally, but only if it’s chosen and implemented strategically. Every hour saved, every error reduced, and every process streamlined compounds into a stronger business.
When you approach accounting technology with intentionality, grounded in your firm’s unique needs, budget, and goals, you transform it from a shiny distraction into a genuine competitive advantage.
New doesn’t always mean better. The best technology is the one that fits, scales, and helps your firm deliver consistent, high-quality results for years to come.
**Categories:** Apps, Practice Management
---
### [10 New Year’s Resolutions for Accountants](https://www.aeroworkflow.com/10-new-years-resolutions-for-accountants/)
**Published:** January 1, 2026
**Author:** Laura Redmond
**Content:**
#### *Start 2026 with a smoother workflow, fewer headaches, and maybe even a little more free time.*
The calendar’s flipped again, and with it comes that sense of new beginnings and, for accountants and bookkeepers, a looming stack of work waiting to be reconciled, reviewed, and reported. Between closing out the year and preparing for tax season, January might not feel like a fresh start. But it can be, if you set some smart (and actually achievable) resolutions for your firm.
Here are 10 New Year’s resolutions to help you streamline your workflow, lighten your load, and start 2026 off right.
## 1. Automate What You Can, Then Automate Some More
You already know [automation saves time](https://www.aeroworkflow.com/automate-at-your-accounting-firm/ "automation saves time"), but many firms stop short of using it to its full potential. This year, make it your mission to revisit your tech stack and see what else you can put on autopilot. Recurring client tasks? Automate them. Reminders? Automate those, too. Document requests, review steps, email follow-ups—all can be automated so nothing slips through the cracks (and you don’t have to keep a dozen sticky notes taped to your monitor).
**Pro tip:** In Aero, [recurring tasks](https://www.aeroworkflow.com/organize/ "recurring tasks") can automatically generate with the right due dates and assignments—so you can stop spending time re-creating the same work each month.
## 2. Build Checklists for Everything
If there’s one thing the best accounting firms share, it’s [great checklists](https://www.aeroworkflow.com/define/ "great checklists"). Not because they’re obsessed with boxes to tick (okay, maybe a little), but because checklists create consistency, accuracy, and peace of mind. Start the year by creating (or revisiting) your firm’s internal checklists for recurring workflows like month-end close, payroll processing, and 1099 preparation.
**Bonus:** Checklists don’t just prevent errors; they make onboarding new staff a whole lot easier.
## 3. Stop Relying on Your Inbox as a To-Do List
We all do it—scroll through our emails to remember what we were supposed to do today. But using your inbox as a task manager is a recipe for missed deadlines and mental clutter. Instead, pull those action items into a proper workflow system. Aero, for example, lets you forward client emails and track them through to completion, so nothing gets buried under that “Re: Re: Re: Follow-up” chain ever again.
## 4. Document Your Processes (For Real This Time)
You’ve been meaning to do this for years. Maybe you have a few Word docs floating around titled “How to Close Books – FINAL\_final\_reallyFINAL.docx.”
This year, make [process documentation](https://www.aeroworkflow.com/bookkeeping-procedures/ "process documentation") a real priority. It’s the foundation for scaling your firm, training staff, and maintaining quality when things get busy. With Aero, your workflows are your documentation; each checklist becomes a living process guide that’s easy to update as your firm evolves.
## 5. Master the Art of Saying “No”
Not every client or request deserves a “yes.” [Scope creep](https://www.aeroworkflow.com/preventing-scope-creep-essential-tips-for-accouting-firms/ "Scope creep"), last-minute demands, and “just one quick question” emails can quietly devour your sanity (and profit margins). Make it your resolution to set clear boundaries and communicate them early. Use engagement letters that clearly outline what’s included, and use workflow tools to track those boundaries in action. If a client asks for something outside the scope, you’ll know instantly.
## 6. Prioritize Deep Work Over Busy Work
Not all hours are created equal. An hour of focused analysis or advisory work is worth far more (to you and your clients) than an hour spent hunting for missing receipts. Take a hard look at your weekly schedule and block off time for deep, strategic work. Offload repetitive tasks to your team (or to automation) and protect your focus time.
**Try this:** Use Aero’s dashboards and reporting to visualize where your team’s time goes. You might be surprised at how much of it could be reclaimed with better workflow management.
## 7. Clean Up Your Client List
Every firm has a few clients who are… let’s say “challenging.” They’re slow to respond, constantly miss deadlines, or make you dread opening your inbox. This year, consider whether it’s time to [let a few of those go](https://www.aeroworkflow.com/offboarding-bookkeeping-client/ "let a few of those go"). Freeing up space for more ideal clients, those who respect your time and follow your processes, can make your whole practice run more smoothly.
**Tip:** Use data to guide your decisions. Which clients are the least profitable or most time-consuming? Aero’s analytics can help you see which clients are the most (or least) profitable and who is the king of scope creep.
## 8. Create a “Busy Season Survival Kit”
December through April can feel like an endurance test. Instead of toughing it out each year, prepare in advance. [Create templates](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/ "Create templates") for common client emails, reminders, and checklists. Set up automated recurring tasks for your busiest workflows.
The more you systematize before the storm hits, the less you’ll be scrambling when the deadlines pile up.
## 9. Invest in Training and Development
Whether it’s upskilling your team on new accounting standards, mastering advanced features in QuickBooks Online, or learning better workflow design, professional development pays off. Even if team members aren’t required to fulfill CPE requirements, encourage them to set learning goals and document what they learn in your shared knowledge base. The more capable your team, the more confidently you can delegate and grow.
Aero users often pair training with process improvement: when you learn a better way to do something, you can immediately bake it into your workflows.
## 10. Make Time to Celebrate Wins
Amid deadlines and deliverables, it’s easy to forget to celebrate the small victories. Did your firm meet its turnaround targets for three months straight? Did you finally get all clients to upload documents on time? Celebrate that!
A happy, appreciated team is a motivated one, and motivation keeps workflows running smoothly when things get hectic. Even a quick shoutout in a team meeting or a funny GIF in Slack can go a long way toward keeping morale high.
## Bonus Resolution: Simplify Your Tech Stack
Okay, we said ten, but this one’s worth squeezing in. Many firms have tech sprawl: too many apps doing overlapping things. Spend an afternoon (after busy season!) reviewing what’s truly adding value.
If your project tracker, time tracker, and process documentation all live in different tools, it might be time to consolidate. Aero Workflow brings it all under one roof—so your firm runs like a single, well-oiled system instead of a dozen moving parts held together with digital duct tape.
### Wrapping It Up
Resolutions aren’t just about doing more, they’re about doing better. As an accountant or bookkeeper, your time is too valuable to waste on inefficiency. By refining your workflows, documenting your processes, and automating the repetitive stuff, you’re not only setting yourself up for a smoother year, you’re reclaiming time to focus on higher-value work (and maybe even a little more life outside of spreadsheets).
Here’s to a more organized, efficient, and balanced 2026. May your reconciliations match, your clients be punctual, and your workflows run like clockwork.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [4 Keys for Strong Client Retention in Your Bookkeeping Firm](https://www.aeroworkflow.com/4-keys-for-strong-client-retention-in-your-bookkeeping-firm/)
**Published:** November 13, 2022
**Author:** Angelena Pierce
**Content:**
Strong client retention is important for bookkeeping firms, and we’ve got some tips to help you out!
After year-end, the time will come to reevaluate work relationships. You want your clients to decide again and again that the value of your services far surpasses the cost. To help keep them onboard, here are four important tips for maintaining client satisfaction!
## Communicate, Communicate, Communicate
One of the most important keys to strong client retention at your bookkeeping firm is a good communication strategy. Think about it: how likely are you to continue doing business with someone who is hard to get a hold of? You’ll want to establish [a strong communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) early on to ensure both you and your client know how often you’ll talk and HOW you’ll be in touch. You also want to make sure every term of your engagement is outlined clearly in writing. Expectations — and upsets — can be better managed this way.
## Get to Know Each Other
It doesn’t have to be all work and no play. You and your client have unique hobbies, interests, and lifestyles. Make it [a part of your onboarding process](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) to gather information about your client! You can use icebreakers or just create a form for clients to fill out about themselves. Always make space in meetings to chat, too. Don’t be afraid to ask clients how they are and if they’ve got any exciting plans for the weekend.
## Show Your Clients You Appreciate Them
Clients are more likely to stick around if they feel their business is important to you. Luckily, there are many ways you can show your appreciation and respect to important clients. From the beginning of your working relationship, you should go out of your way to make a good impression. Celebrate your new client with a welcome email — and celebrate anniversaries with them. You can always send a hand-written thank you note or a thoughtful gift too. One strategy we love for retaining clients is [c](https://www.business.com/articles/5-loyalty-program-ideas/)[reating a loyalty program](https://www.business.com/articles/5-loyalty-program-ideas/)! The longer a client sticks around, the higher their chances of receiving rewards. Prizes can be anything from gift cards to local restaurants to software subscriptions!
## Ask Your Client
Who knows your client best? Your CLIENT, of course. If you want to keep your clients happy, you should make a habit of asking for feedback from them directly. If you follow the other steps in this list and cultivate a good relationship with your client, they should feel comfortable giving suggestions and raising concerns. You can also create a survey to send out regularly to gather comments and suggestions from clients.
Consistency is key for a thriving business. You want clients you can depend on to come back for your services year after year… and if you want dependable clients, you need to be dependable too. By building strong relationships, making yourself available, and being open to feedback, you can keep your clients for years and years to come!
**Categories:** Client Support, Practice Management
---
### [5 Must-Have Year-End Checklists for Bookkeepers](https://www.aeroworkflow.com/5-must-have-year-end-checklists-for-bookkeepers/)
**Published:** November 1, 2025
**Author:** Laura Redmond
**Content:**
Every bookkeeper knows the feeling—November rolls around, and suddenly the pace doubles. Clients are calling, deadlines are multiplying, and somehow you’re supposed to balance all of it with the holiday season. Between 1099 filings, reconciliations, tax prep, and staff taking time off, year-end can feel like a perfect storm.
But chaos isn’t inevitable. The firms that glide through busy season don’t rely on luck—they rely on systems. Specifically, well-documented year-end checklists for bookkeepers that make sure every detail is handled, every time.
If you want to keep your team calm, your clients confident, and your books clean, these five checklists are the must-haves for your year-end playbook.
## 1. Vendor Maintenance & 1099 Readiness
The first area where bookkeepers tend to get caught off guard is vendor data. By January, when 1099s are due, it’s too late to discover that a client’s vendor records are full of missing W-9s, incorrect entity types, or outdated addresses.
A **vendor maintenance checklist** keeps that from happening. It ensures every vendor’s information is complete, accurate, and ready for reporting before the rush. The checklist guides you through reviewing vendor files, confirming that taxpayer identification numbers and business types are entered correctly, and verifying which vendors are 1099-eligible.
The key is consistency. When you build monthly or quarterly vendor reviews into your regular workflow, you turn 1099 season from a scramble into a simple submission process. Clean data also reduces your client’s compliance risk and prevents costly rework in January.
For firms offering AP bill pay services, this checklist can be a game-changer. Incorporating W-9 collection into every new payee setup ensures compliance from day one.
## 2. **Monthly Close**
A smooth year-end depends on steady habits throughout the year, and none is more valuable than the monthly close. This checklist ensures your financial data remains accurate and up to date by verifying that every account is reconciled, every transaction is categorized, and every balance is verified at the end of each month.
A [thorough monthly close](https://www.aeroworkflow.com/mastering-the-monthly-close-fast-accurate-bookkeeping-for-every-client/ "thorough monthly close") means you’re not cleaning up twelve months of discrepancies in December; you’re fine-tuning. It also strengthens advisory work, since accurate books produce reliable insights that your clients can act on.
Bookkeepers who maintain a consistent close process benefit in more ways than one: their reports are trustworthy, their reviews are faster, and their clients are happier. Adding structure—clear task owners, recurring deadlines, and a defined review process—ensures that the entire team stays aligned.
By the time year-end rolls around, firms with strong monthly close habits are reviewing polished data, not putting out fires.
## 3. Holiday and PTO Planning
Every busy season, firms face the same challenge: deadlines tighten just as staff availability drops. Between holidays, vacations, and unexpected sick days, your perfectly balanced schedule can unravel fast.
That’s why a **holiday and PTO planning checklist** is essential. It helps your team prepare for the unplanned by documenting who covers what, when the firm will be closed, and how to handle remote work if someone falls ill.
The checklist ensures your coverage plan is solid, your clients know your schedule, and your staff understands how to manage time off responsibly during critical weeks. Cross-training is a big part of this; when [processes are documented](https://www.aeroworkflow.com/why-document-procedures/ "processes are documented") and accessible, anyone can step in if a team member is out.
This kind of planning isn’t just about logistics. It protects morale. When staff know the plan and clients understand expectations, everyone can focus on delivering great work instead of juggling emergencies.
## 4. Client Communication & Document Requests
Bookkeepers can’t close the books without client cooperation—but clients are often juggling their own year-end chaos. That’s where a **client communication checklist** comes in.
This checklist guides you in requesting all the key documents and data you’ll need well before deadlines approach. It ensures nothing slips through the cracks, whether it’s missing payroll records, bank statements, or year-end asset information.
The most effective firms use this checklist not as a one-time email, but as part of a structured, client-friendly process. Requests go out early and include clear explanations of what’s needed and why. Automated reminders and secure upload portals make it easy for clients to respond.
This proactive communication saves everyone time. Instead of chasing missing documents in January, you’ll have everything you need to close the books efficiently—and your clients will appreciate your professionalism.
## 5. Year-End Close
Finally, there’s the master list—the [year-end close checklist](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/ "year-end close checklist"). This is the one that ties everything together. It’s the roadmap your team follows to ensure every account is reconciled, every discrepancy is resolved, and every report is finalized before the books are closed.
A well-designed year-end close checklist helps you verify that all adjusting entries have been made, all liabilities are properly recorded, and all balances are accurate. It also ensures that fixed assets, inventory, payroll, and sales tax accounts are reviewed and that your financial reports match the prior year’s tax returns.
When this process is documented, it becomes a quality control mechanism. You’ll have a clear audit trail, a consistent set of reports, and a confident handoff to the tax preparer.
Bookkeepers who rely on this checklist don’t just survive year-end—they demonstrate reliability, accuracy, and control. Clients notice that.
## Bonus: Review Your Engagements
After the year-end close, it’s tempting to move straight into recovery mode. But taking a little time to review your client engagements can transform next year’s busy season.
This “post-season audit” helps you assess which clients were profitable, where [scope creep](https://www.aeroworkflow.com/preventing-scope-creep-essential-tips-for-accouting-firms/ "scope creep") occurred, and which processes caused bottlenecks. You might find that your [engagement letters](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/ "engagement letters") need tightening, or that some clients simply aren’t the right fit anymore.
Building a client review checklist allows you to standardize this process. You’ll gather valuable data—budget versus actuals, time spent, margin by client—and use it to make smarter business decisions. It’s the best way to turn year-end exhaustion into next-year efficiency.
## Setting Yourself Up to Thrive
You can’t change the calendar. Year-end will always collide with holidays, deadlines, and the occasional flu outbreak. But you can take control of how you manage it.
Implementing these five year-end checklists for bookkeepers creates structure where stress usually thrives. They ensure that you’re not constantly reacting—you’re leading with clarity and confidence.
Well-crafted checklists don’t just keep things from falling apart; they turn your firm into a scalable, consistent operation that can handle more clients without burning out your team.
Busy season will always be busy. But with the right systems, it doesn’t have to be frantic. This year, instead of surviving year-end, aim to master it.
**Categories:** Client Support, Practice Management, Workflow Management
---
### [Essential Elements of a Bookkeeping Client Welcome Packet](https://www.aeroworkflow.com/essential-elements-of-a-bookkeeping-client-welcome-packet/)
**Published:** December 1, 2024
**Author:** Angelena Pierce
**Content:**
First impressions are vital for establishing good working relationships with bookkeeping clients, and a welcome packet can help you make a good one. A welcome packet combines all the essential information your client needs to begin working with — along with answering any questions they might have as they embark on their journey with your firm. So what should you include in your welcome packet to ensure your client has everything they need to get started?
### The Welcome
Though it may seem obvious, it’s important to craft a nice introductory message to include in your welcome packet. Remind them of your firm’s mission and give a brief introduction to the team members they will be working with. You can also personalize this message. Make your client feel extra special by mentioning details specific to your engagement.
### The Rules
While the rules of your engagement will be outlined in your actual engagement later, it can be helpful to include some basic policy information that might be especially useful to them, such as confidentiality agreements or late payment fees.
### Essential Passwords and Tech Info
To get started working with your firm, there’s some obvious practical information your new client will need as well. The welcome packet can be used to help your client get set up with all the apps and tools they’ll need to work with you. Include login details and an overview of any tools they’ll need to use regularly.
### Timeline
Like your company policies, the timeline and scope of your work should be outlined in your engagement letter. But the welcome packet gives you a chance to reiterate this information in a more concise way. Think of the timeline included in your welcome packet as a cheat sheet, something that is easy to glance at when your clients need reminders about their projects.
### Contact Information
One of the most important things a new client needs to know is how and when to contact you. Your welcome packet should include necessary communication information. That includes general contact information, response times, and communication preferences.
### Answers to Common Questions
There are probably certain questions that you get asked over and over again by new clients, such as basic information like how to use certain apps or tools or where to find updates about ongoing projects. You can include a FAQ section in your welcome packet to help your client find the answers they need without having to ask you directly.
With all this information, your bookkeeping client welcome packet should be useful to new clients and help alleviate some of the burden from you and your staff. When your client has all the information up front, that eliminates confusion and unnecessary back and forths later on. Remember, the formatting of your welcome packet is also important. Make sure that the packet itself is properly branded and easy to use. The goal is to reduce confusion, not add to it!
**Categories:** Client Support, Practice Management
---
### [Bookkeeping Client Onboarding: Controlling Costs With Proper Procedures](https://www.aeroworkflow.com/bookkeeping-client-onboarding-how-to-control-costs/)
**Published:** October 1, 2025
**Author:** Laura Redmond
**Content:**
When you welcome a new bookkeeping client into your firm, the onboarding process sets the stage for everything that follows. It’s where you establish trust, outline responsibilities, and define the relationship. Too often, firms treat this stage as little more than paperwork and pleasantries, but in reality, bookkeeping client onboarding is where profitability and efficiency are won or lost.
Handled properly, onboarding ensures your services are clearly defined, your systems are set up correctly, and your time is protected. Handled poorly, it can drain resources, open the door to scope creep, and sour a relationship before it has a chance to grow.
## Why Bookkeeping Client Onboarding Is So Important
Every business relationship starts with an impression, but in bookkeeping, that impression carries financial weight. A client who sees your firm as organized and professional from the beginning is far more likely to respect your boundaries and value your expertise. On the other hand, if the process feels chaotic—if documents are requested haphazardly, services are vaguely described, or communication is unclear—clients may begin questioning your ability to manage their finances accurately.
The financial risks are just as real. Without a clear onboarding process, firms often underestimate the actual scope of work. Something that sounds simple, such as “reconciling a few extra accounts” or “catching up last quarter,” can quietly consume [hours of unpaid labor](https://www.aeroworkflow.com/preventing-scope-creep-essential-tips-for-accouting-firms/ "hours of unpaid labor"). Over time, those hours add up to significant revenue loss. Onboarding, when structured and standardized, acts as both a roadmap and a safeguard against these pitfalls.
## Bringing the Right People to the Table
One of the most common mistakes firms make is excluding the actual bookkeeper from the onboarding conversation. Perhaps a partner or manager meets with the client, takes notes, and then hands the account over later. This almost guarantees miscommunication. What seemed straightforward to one person might be more complex in practice, and important details are often lost in translation.
Including the primary bookkeeper in the onboarding process prevents this. They can assess the work realistically, ask the right questions, and make sure the scope is priced appropriately. It also helps establish a direct relationship between the client and the person who will be handling their books, building trust right from the beginning.
## Document Your Bookkeeping Client Onboarding Procedures
A [written procedure](https://www.aeroworkflow.com/bookkeeping-procedures/ "written procedure") for bookkeeping client onboarding may feel unnecessary at first, but it is one of the most effective tools a firm can use to control costs. Documenting the process creates consistency across your team and ensures that nothing slips through the cracks.
At its core, your procedure should cover three areas: collecting information, setting up systems, and clarifying scope. Gathering bank statements, payroll details, logins, and prior financial records should be done in a structured way so that your team isn’t constantly chasing down missing documents. System setup, from linking bank feeds in QuickBooks Online to configuring workflow tools, should follow a checklist so it’s never rushed or overlooked. Finally, the scope must be spelled out clearly. It’s not enough to say “monthly reports” or “payroll support”—your procedure should specify exactly which reports will be provided, which payroll tasks are included, and how additional services are billed.
When every client is guided through the same procedure, you reduce the risk of unpleasant surprises and protect your firm from unbilled work.
## Engagement Letters as a Shield
No discussion of bookkeeping client onboarding is complete without emphasizing the role of [engagement letters](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/ "engagement letters"). They are not just formalities; they are essential guardrails. An engagement letter defines exactly what the client is hiring you to do and, equally important, what they are not hiring you to do.
For example, instead of promising “monthly financial reporting,” the letter should state that you will deliver a profit and loss statement, balance sheet, and cash flow report each month. If a client later asks for customized departmental reports or special forecasting, you have a clear basis for explaining that it falls outside the original scope. Similarly, if a client needs catch-up bookkeeping for past years or assistance with year-end tax preparation, the engagement letter makes it clear that these services require additional fees.
By reviewing the letter with the client during onboarding, you eliminate ambiguity. This conversation may feel formal, but clients actually appreciate knowing exactly what they can expect and how much it will cost.
## Technology as a Force Multiplier
In the past, onboarding often involved countless emails, phone calls, and manual checklists. Today, technology can eliminate much of the friction. Tools like Aero Workflow allow you to standardize onboarding tasks, assign them to the right team members, and track progress in one place. QuickBooks Online and other accounting platforms simplify data collection and automate reconciliations once the client’s accounts are properly connected.
Technology also improves client communication. Automated reminders for document uploads keep the process moving without requiring your staff to chase clients repeatedly. Standardized email templates ensure consistent explanations of what you need and when. By automating the repetitive parts of onboarding, your firm saves hours of labor and reduces frustration for both staff and clients.
## Training Your Team for Consistency
Procedures and technology are only effective if your team understands how to use them. Training staff on your firm’s onboarding approach is essential. This training should emphasize why consistency matters, not just how to follow steps. When team members see that a standardized process reduces rework, improves client satisfaction, and protects their time, they are more likely to follow it faithfully.
It’s also important to encourage feedback. If your staff notices inefficiencies in the process, they should feel empowered to suggest improvements. Onboarding is not static; it evolves as your firm grows and as client needs change. A culture of continuous improvement ensures that your onboarding process stays effective over time.
## Setting Boundaries Early
One of the biggest threats to profitability in bookkeeping is the slow creep of additional requests. Clients often don’t see the harm in asking for “just one more thing.” Perhaps they want payroll added, another credit card account reconciled, or last year’s books cleaned up while you’re at it. If these conversations don’t happen early, your firm risks absorbing work that was never priced into the engagement.
The onboarding process is the right time to set boundaries. By clarifying how additional requests will be handled and billed, you make it clear that your time has value. This prevents awkward conversations down the road and ensures that your client sees you as a professional partner, not a catch-all service.
## Long-Term Benefits of Proper Onboarding
When firms invest in strong bookkeeping client onboarding procedures, the benefits are significant and lasting. Profitability improves because fewer hours are lost to unbilled tasks. Clients are happier because they know exactly what to expect. Operations run more smoothly because everyone on the team follows the same process. And perhaps most importantly, onboarding creates a foundation for growth.
As your firm takes on more clients, you won’t be reinventing the wheel each time. Instead, you’ll have a proven process that can be scaled, delegated, and continuously refined. Proper onboarding isn’t just about efficiency today—it’s about building a practice that can grow sustainably tomorrow.
## Final Thoughts
Bookkeeping client onboarding is often overlooked, but it is one of the most important investments you can make in your firm. It protects your time, ensures fair compensation, and builds client trust from day one. By involving the right people, documenting procedures, using engagement letters, leveraging technology, and training your team, you create a process that not only prevents costs from spiraling but also strengthens your client relationships.
Onboarding done right is the difference between a firm that struggles to keep up and one that thrives with clarity, consistency, and profitability.
**Categories:** Client Support, Practice Management, Workflow Management
---
### [Stop Scope Creep Before It Starts: How Engagement Letters (and Workflow Systems) Can Protect Your Firm](https://www.aeroworkflow.com/preventing-scope-creep-essential-tips-for-accouting-firms/)
**Published:** August 31, 2025
**Author:** Laura Redmond
**Content:**
For accounting professionals, few phrases are more anxiety-inducing than “scope creep.” It’s a slow-moving profit killer—extra tasks that fall outside of your original agreement, piling up one by one until you’re losing valuable time and revenue. Scope creep can sneak in from underestimated workloads, poorly defined service boundaries, or clients who simply assume “just one more thing” won’t be a problem.
Whether you’re managing a solo bookkeeping business or running a thriving Client Accounting Services (CAS) firm, scope creep threatens your bottom line, your sanity, and your ability to scale. But here’s the good news: It’s preventable.
The right tools—starting with a rock-solid engagement letter and backed up by a robust workflow system—can give you the structure you need to set clear boundaries, deliver high-quality service, and keep your business profitable.
Let’s take a closer look at how engagement letters serve as your first line of defense, and how a good workflow system makes sure your team stays on track.
## ## **What Is Scope Creep in Accounting?**
Scope creep happens when the work you’re doing starts to expand beyond what was initially agreed upon—without a corresponding increase in compensation. It’s common in client service industries like accounting and bookkeeping, where tasks can feel open-ended and clients may not always understand the limits of the services they’re paying for.
Examples of scope creep include:
- A client requests weekly reporting instead of monthly, but doesn’t expect an invoice.
- You’re asked to take on payroll processing “just this once” as a favor.
- A routine reconciliation reveals messy data clean-up that adds hours to your workload.
- You find yourself fielding frequent tax advice questions, despite only being hired for bookkeeping.
Each of these requests might feel small in the moment, but over time they chip away at your margins—and make it harder to manage your team’s workload effectively.
## ## **Engagement Letters: Your First Line of Defense**
An **[engagement letter](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/ "How to write an engagement letter for your bookkeeping or CAS firm")** is a legally binding document that outlines the scope of work, terms of payment, timeframes, responsibilities, and expectations between you and your client. It’s more than just paperwork—it’s your front-line protection against misaligned expectations and unpaid work.
A strong engagement letter:
- Defines exactly what services will (and won’t) be provided
- Establishes pricing, billing frequency, and payment terms
- Clarifies both your responsibilities and your client’s obligations
- Sets the tone for your professional relationship
By laying this groundwork, your engagement letter becomes the “source of truth” for every conversation you have about services, billing, or responsibilities. When a client asks for something outside the scope, you can refer back to the agreement and either decline or provide a clear path for renegotiation.
## What to Include in Your Engagement Letter
While engagement letters can vary depending on the services you offer, all effective ones should include the following elements:
1. **Identification of the Parties Involved:** List the full legal names of your firm and your client. This ensures clarity around who is bound by the terms.
2. **Description of Services (Scope):** Be as specific as possible. Instead of saying “bookkeeping services,” break it down: monthly bank reconciliations, posting of approved journal entries, categorizing transactions, etc. If tax preparation or payroll is not included, make that explicit. Also include what is not included, when relevant. For example: “This engagement does not include income tax preparation or financial audit services.”
3. **Fees and Payment Terms:** Spell out exactly what you charge and how you invoice. Will it be a flat monthly fee? Hourly? Do you charge for email support or client calls? Include late payment policies and potential penalties.
4. **Client Responsibilities:** This might include providing financial documents by a certain date each month, maintaining access to software accounts, or reviewing deliverables in a timely manner. Holding clients accountable ensures your work can be completed efficiently—and reduces the risk of delays caused by missing information.
5. **Timeframe:** Set a clear start date and any relevant deadlines or review dates. Many firms renew engagement letters annually to reassess pricing and scope.
6. **Termination Clause:** Include language on how either party can end the relationship. This protects both you and your client in case things aren’t working out.
7. **Add-On Work Process:** To prevent awkward conversations later, spell out how requests for additional services will be handled. For example: “Work outside the scope of this agreement will be billed at an hourly rate of $X and must be agreed upon in writing prior to commencement.”
*Pro Tip: Once you draft your engagement letter, have it reviewed by a legal professional to ensure compliance and protection under your jurisdiction.*
## ## **How Workflow Systems Help Prevent Scope Creep**
While your engagement letter sets expectations at the beginning of a relationship, it’s your **workflow system** that ensures your team sticks to the plan. A good workflow platform reinforces the boundaries you’ve set—task by task, week by week.
Here’s how:
#### **✅ Workflow Tied to Engagement Scope**
A robust workflow tool like Aero Workflow lets you build [checklists](https://www.aeroworkflow.com/define/ "checklists") and templates that are aligned directly with your engagement letter. Each recurring task represents a specific service you’ve agreed to perform. **If a task isn’t in the system, it’s likely not part of the engagement**—and that triggers a review.
For example, if your client engagement includes monthly financial statement delivery, but someone requests weekly flash reports, your team will immediately notice that the new request doesn’t fit into the workflow. That gives you the opportunity to either update the engagement—or turn down the request—before time gets spent.
#### **✅ Prevents “Shadow Work”**
Without a defined workflow, it’s easy for team members to start doing tasks outside of scope without realizing it. Maybe they’re just trying to be helpful—or maybe the client made the request sound routine. Either way, your team is burning billable hours without billing.
When you have clear checklists for each client, your staff knows exactly what’s included and what isn’t. If a task isn’t on the list, it prompts a pause and a conversation.
#### **✅ Supports Communication and Accountability**
Most workflow platforms allow you to document notes, tag team members, and log communications. This makes it easy to spot and document requests that go beyond scope—and provides a record you can reference when revisiting the engagement.
#### **✅ Encourages Annual Scope Reviews**
When workflows are documented and repeatable, it becomes much easier to do an annual engagement review. You can compare what’s being done to what was agreed upon, identify areas of scope creep, and revise the engagement and pricing accordingly.
## ## **Common Triggers for Scope Creep (and How to Handle Them)**
“These moments are opportunities—not just to enforce your boundaries, but to potentially upsell services in a structured, professional way.”
Even with good systems in place, scope creep can still arise—often because the client doesn’t understand the limits of your agreement. Here are a few common triggers, and how your letter + workflow combo can help:
#### **⚠️ “Can you just take a quick look at this?”**
**Response:** “That’s outside the scope of our current agreement, but I’d be happy to quote you for that service. Want me to send over an estimate?”
#### **⚠️ “We added another bank account…”**
**Response:** “Thanks for letting me know! I’ll update the workflow and the engagement letter to reflect the additional reconciliation.”
#### **⚠️ “Why isn’t payroll included?”**
**Response:** “We outlined the services in your engagement letter, which covers bookkeeping but not payroll processing. We can absolutely add it if you’d like—shall I send over a revised agreement?”
*These moments are opportunities—not just to enforce your boundaries, but to potentially upsell services in a structured, professional way.*
## ### **Best Practices to Keep Scope Creep in Check**
1. **Use Engagement Templates.** Start with [standardized templates](https://www.aeroworkflow.com/the-aero-library/ "standardized templates"), then tailor each one to the client’s specific needs.
2. **Automate Task Assignment**s. Use a workflow system that [generates task lists](https://www.aeroworkflow.com/organize/ "generates task lists") from your engagement scope, so your team only sees what they’re responsible for.
3. **Revisit Engagements Annually**. Make it part of your firm’s standard operating procedure to review client engagements each year—looking for services that have expanded and opportunities to adjust pricing accordingly.
4. **Train Your Team**. Empower your staff to recognize out-of-scope work and encourage them to flag it early. A good training program plus checklists = consistency across your team.
5. **Document Everything**. Use your workflow system to record requests, changes, and notes so you have a trail when revisiting scope questions.
### ## **Final Thoughts: Protect Your Time, Protect Your Profit**
Scope creep doesn’t have to be an inevitable part of client work. With the right engagement letter, you can start each relationship with clear boundaries. And with the right workflow system, you can make sure those boundaries are respected in day-to-day operations.
It’s not about being inflexible—it’s about being professional and sustainable. By protecting your team’s time, you’ll build a more profitable, less chaotic firm.
**Categories:** Practice Management, Productivity
---
### [Mastering the Monthly Close: Fast, Accurate Bookkeeping for Every Client](https://www.aeroworkflow.com/mastering-the-monthly-close-fast-accurate-bookkeeping-for-every-client/)
**Published:** June 30, 2025
**Author:** Laura Redmond
**Content:**
As an accountant or bookkeeper, you already know that closing the books is critical to maintaining accurate financial records. But in many firms—especially smaller ones or those still relying on manual processes—the monthly close can feel like an afterthought, or worse, a painful scramble at the end of the year.
If you’re only closing the books quarterly or annually, you’re leaving your clients (and yourself) vulnerable to a range of risks—from bad business decisions to undetected errors or even fraud. The good news? *With the right systems and mindset, you can close books every month efficiently, without it taking over your life.*
Here’s why monthly closes are non-negotiable—and how to [make them fast, smooth, and stress-free](https://redmondacademy.online/closing-the-books-in-quickbooks-online/ "make them fast, smooth, and stress-free").
## Why Monthly Closes Matter
### 1. Accurate, Timely Reports Drive Better Decisions
Your clients rely on their financial data to make critical decisions and quick adjustments to strategies, investments, and operations, leading to better resource allocation and potentially improved performance. If that data is inaccurate, incomplete, or out-of-date, they’re flying blind. A proper monthly close ensures the financial statements reflect reality. Income and expenses are recorded in the correct period, bank accounts are reconciled, and reports like the balance sheet and P&L are trustworthy. That’s essential for cash flow planning, profit analysis, and forecasting.
When clients get reliable financials every month, they stop guessing and start acting strategically.
### 2. You Catch Mistakes Early
Accounting is detail-heavy, and even the best professionals make mistakes from time to time. But the longer it takes to review and reconcile, the harder it is to catch those errors—and the more damage they can cause. Maybe a transaction was mistakenly recorded twice. Maybe an employee submitted the wrong expense code. Maybe a recurring journal entry didn’t post. If you’re only closing once a year, small problems can spiral into massive cleanup jobs.
A monthly close allows you to spot issues while they’re still fresh, when it’s easier (and cheaper) to correct them.
### 3. It Helps Prevent Fraud
No one wants to think about fraud, but it’s a real risk, especially for small businesses with minimal internal controls. When books aren’t closed regularly, fraud can go undetected for months or even years. Closing on a regular schedule adds a layer of transparency and oversight. It ensures someone is reviewing financial activity regularly, asking questions, and reconciling the numbers. In many cases, just knowing that someone is keeping an eye on things is enough to deter would-be fraudsters.
Monthly closes help you act as a financial watchdog, helping your client keep their business safe.
## How to Close Books Quickly and Efficiently
Now that we’ve covered the “why,” let’s talk about the “how.” If the idea of doing a full close every month sounds overwhelming, you’re not alone. But with the right approach, it can become a repeatable, streamlined process. [**Watch Laura Redmond demonstrate her monthly close process.**](https://youtu.be/UytHJXed040 "Watch Laura Redmond demonstrate her monthly close process.")
### 1. Automate As Much As Possible
The more you can automate, the faster your monthly close will be. Start with [bank feeds](https://redmondacademy.online/quickbooks-online-bank-feeds/ "bank feeds"). If you’re still manually entering transactions or downloading and uploading CSVs, it’s time to embrace automation. Tools like [QuickBooks Online](https://quickbooks.intuit.com/ "QuickBooks Online") and [Xero](https://www.xero.com/us/accounting-software/xero-accounting-mobile-app/ "Xero") automatically import transactions, reducing data entry and minimizing errors. Use rules and recurring transactions to categorize predictable expenses like rent, subscriptions, and payroll journal entries. Auto-reconciliations and integrated payment platforms (like [BILL](https://www.bill.com/ "BILL") or [QuickBooks Online Bill Pay](https://quickbooks.intuit.com/bill-pay/ "QuickBooks Online Bill Pay")) can also reduce friction (and help prevent fraud).
Even if automation doesn’t get you all the way to the finish line, it gets you a lot closer, a lot faster.
### 2. Document Your Knowledge
If only one person knows how to close the books for a client, you’re walking a tightrope with no net. People get sick. They go on vacation. Sometimes they leave. And if the process lives only in their head, the close stops cold. That’s why [documenting your processes](https://www.aeroworkflow.com/bookkeeping-procedures/ "documenting your processes") is essential. Write out the monthly steps for each client. Capture the nuances—where to find statements, how to handle specific transactions, which reports the client expects, and when.
Even better? Use a [workflow management system like Aero](https://www.aeroworkflow.com/define/ "workflow management system like Aero") to house your checklists and procedures. That way, your entire team can access and follow a standard process, ensuring consistency and continuity regardless of who’s doing the work.
### 3. Use Checklists With the Right Sequence
Checklists aren’t just helpful—they’re essential. A well-built [monthly close checklist](https://www.aeroworkflow.com/the-aero-library/ "monthly close checklist") ensures that nothing gets missed and everything happens in the right order. For example:
1. **Make adjusting entries**. Where appropriate, record recurring month-end adjusting transactions, such as depreciation expense, if applicable
2. **Reconcile accounts**. Reconcile bank accounts, credit card accounts, loan accounts
3. **Verify asset and liability accounts**
4. **Wash suspense accounts**. Review wash/suspense accounts. If they are NOT zero, investigate to find what transaction did not wash through the account.
5. **Review Equity accounts**. Review equity accounts. Look for reasonable balances and activity and accounts based on entity type.
6. **Uncategorized accounts**. Reclassify uncategorized transactions
7. **Verify appropriate balances**. Review BS & PL accounts for appropriate debit or credit balances and activity
8. **Archive financial statements**. Save a copy of the Balance Sheet and P&L
9. **Deliver reports to client**
Having this in a repeatable, standardized format (ideally within your workflow tool) prevents missed steps and keeps the team on track. *Bonus: It also makes it easier to onboard new staff or delegate tasks when someone is out.*
### 4. Assign Tasks to the Right People
The monthly close doesn’t have to be a one-person job. Split it up among your team and assign tasks based on skill level and availability. Junior staff can categorize transactions and reconcile accounts. Senior staff can handle higher-level reviews and communications with the client. Use task management software to [clearly assign responsibilities and due dates](https://www.aeroworkflow.com/organize/ "clearly assign responsibilities and due dates"). That way, everyone knows what they’re supposed to do—and when.
This not only makes the close faster, but also ensures work doesn’t fall through the cracks.
### 5. Don’t Wait Around—Get Started Early
One of the biggest mistakes firms make is waiting too long to start the monthly close. The longer you wait, the harder it becomes to complete, especially if you’re juggling multiple clients. Instead, start closing as early as possible each month. If you know payroll runs on the 28th, start gathering other data in the last few days of the month so you can hit the ground running on the 1st. Reconcile bank feeds weekly so you’re not buried at month-end. Set internal deadlines that are a few days earlier than the client due date to give yourself a buffer.
Momentum is everything. Don’t wait until the 10th to begin a close that’s due on the 15th.
## Make Monthly Closes a Strategic Advantage
A fast, consistent monthly close isn’t just about tidying up numbers—it’s a strategic service you can offer your clients. When you deliver timely, accurate reports every month, you become more than a bookkeeper or accountant—you become an essential part of their decision-making team. You’ll also find that regular monthly closes:
- Reduce year-end chaos
- Make tax time easier
- Improve communication with clients
- Free up your time for higher-value services like advisory work
The trick is to build the right systems—automations, documentation, checklists, task assignments, and early action. With these in place, the monthly close becomes routine rather than rushed.
Before long, you’ll have a fast, efficient monthly close process that adds tremendous value for your clients—and reduces stress for your team.
## Looking for a better way to manage your monthly closes?
With [Aero Workflow](https://www.aeroworkflow.com/ "Aero Workflow"), you can standardize checklists, assign recurring tasks, and document every process so your team can close books on time—every time. [Start your free trial today.](https://app3.aeroworkflow.com/CreateTrialAccount "Start your free trial today.")
**Categories:** Client Support, Workflow Management
---
### [The Planning Fallacy and Workflow Management](https://www.aeroworkflow.com/planning-fallacy-wreaking-havoc-workflow-management/)
**Published:** November 6, 2014
**Author:** Sarah Sivesind
**Content:**
[Wikipedia](http://en.wikipedia.org/wiki/Planning_fallacy) defines the planning fallacy as “a tendency for people and organizations to underestimate how long they will need to complete a task, even when they have experience of similar tasks over-running.” In multiple studies of a wide array of tasks, people are consistently over-optimistic about the amount of time it will take them to complete any given task.
Does this sound familiar? We all succumb to it, but not many have heard of the planning fallacy. However, for anyone who creates time and cost estimates, it’s an important consideration. When you make a time/cost estimate, do you assume that all necessary documents will be available when and where you need them, people will pick up the phone when you need to know how to do something, all passwords will be easy to find (or remember), the phone won’t ring, no emergency emails will need to be answered, and no one in the office will bring up a video of a cat in a shark costume riding a Roomba (yes it exists, and yes it took up a good 15 minutes of our last staff meeting)?
A sad truth about the planning fallacy is that even though people are well aware that they were overly optimistic *last time*, they assume that *this time* they’re going to do better. How do you overcome your optimism? The obvious answer is to have reliable data that tells you exactly how long a similar task or project has taken previously and to use that data in your estimates. Making sure you have that data when you need it is the job of a good practice management system like [Aero WorkFlow](https://www.aeroworkflow.com/track/). Aero helps you streamline your workflow by gathering all the pieces you need to perform a task in one place. Its time tracking feature then makes sure that you know exactly how long it takes to do that task. After a month or so of managing your workflow with Aero, you will have a very good idea of how long it really takes to complete your client jobs– and how much you should be charging.
If you’d like to find out more about how Aero Workflow can help you complete your work on time and on budget, please[ let us know.](http://www.aeroworkflow.com/contact/)
**Categories:** Aero, Workflow Management
**Tags:** Aero, planning fallacy, practice management, project management, task management, workflow, Workflow Management
---
### [Strategic Scaling: Why Delegation is Key to Growing Your Bookkeeping Firm's Advisory Services](https://www.aeroworkflow.com/strategic-scaling-why-delegation-is-key-to-growing-your-bookkeeping-firms-advisory-services/)
**Published:** May 31, 2025
**Author:** Laura Redmond
**Content:**
As your bookkeeping firm evolves, you’re likely hearing more and more about “advisory services.” These high-value services, ranging from financial forecasting and budgeting to KPI analysis and cash flow management, are no longer just buzzwords. They represent the future of client accounting services (CAS), and they offer the greatest potential for long-term growth, differentiation, and profitability. ***But here’s the challenge: you can’t expand into strategic advisory work if you’re still buried in daily tasks.*** Growing your bookkeeping firm and scaling its advisory capabilities require a fundamental shift in how you manage time, talent, and tools. And at the heart of that shift is one non-negotiable strategy: **delegation**.
Let’s explore why delegation is the linchpin of growth and how a solid workflow system—like [Aero Workflow](https://www.aeroworkflow.com/ "Aero Workflow")—makes successful delegation possible.
## The Ceiling You Didn’t Know You Hit
Bookkeeping professionals often reach a point where they’re maxed out. Client work is getting done (most of the time), but it’s all reactive. You find yourself responding to emails, putting out fires, checking off tasks—but never stepping back to think strategically about how to grow.
This is the hidden ceiling: the one you hit when you try to grow your bookkeeping firm while holding on to every responsibility yourself.
If your day is filled with managing client transactions, categorizing expenses, reconciling accounts, and double-checking others’ work, there’s simply no room to offer high-value advisory services. You need time to think. You need space to analyze data. You need the capacity to have forward-looking conversations with your clients. The only way to create that space is to **[delegate effectively](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-firm/ "delegate effectively").**
## Why Bookkeepers Struggle with Delegation
It’s not surprising that many firm owners struggle to let go of the reins. We’re detail-oriented by nature, and we’ve built our reputations on accuracy and reliability. Furthermore, many of us fear that delegation will mean mistakes, rework, or even damage to client relationships. But here’s the truth: **Delegation doesn’t mean loss of control. It means creating a system that ensures consistent, high-quality results, without you having to do it all yourself.**
And that’s where workflow comes in.
#### **🛠️ Want to delegate without losing quality? It starts with process.** [**See how Aero helps you standardize every task**](https://www.aeroworkflow.com/define/)
## Workflow: The Foundation of Scalable Growth
At its core, delegation is about trust. But trust can’t be built on verbal instructions or scattered Google Docs. It has to be grounded in repeatable, trackable systems.
A strong **workflow system** gives your team clear guidance on what needs to be done, how to do it, and when it needs to be completed. It also gives you the visibility to monitor progress without micromanaging.
## What a Good Workflow System Should Offer:
- **Defined Processes**: So every team member knows the steps to complete each task accurately.
- **Checklists**: Standardized task lists to ensure consistency and quality.
- **Recurring Schedules**: Automatically assign work on a repeating basis to eliminate task rollovers.
- **Role-Based Assignments**: Delegate by role, not by name, so you can scale without constant rework.
- **Real-Time Visibility**: A dashboard that shows who is working on what—and whether deadlines are being met.
## From Doer to Leader: Your New Role in the Firm
Scaling your bookkeeping firm means evolving your role. Instead of being the person who gets the work done, you become the architect of how the work gets done. This transition, from doer to leader, isn’t easy. But it’s essential.
Once you’ve delegated the bulk of transactional work to your team (with a system in place to ensure quality), you’ll find yourself free to:
- Review and analyze client data.
- Identify trends and insights.
- Have strategic planning sessions with clients.
- Develop and deliver high-value advisory services.
- Expand your client base without burning out.
This is how you **grow from a bookkeeping firm into an advisory firm.**
## Delegation Doesn’t Mean You’re Replacing Yourself
One of the biggest myths about delegation is that it means making yourself obsolete. The truth is that delegation **amplifies your value**. When you remove yourself from the trenches of daily execution, you position yourself at the helm of your firm, steering it toward greater impact and profitability.
You also empower your team to grow. Junior bookkeepers become confident contributors. Managers take on more responsibility. Your firm becomes a training ground and a launchpad for talent.
And most importantly, **your clients benefit**. They get not just accurate books, but insight, planning, and partnership.
## Why Workflow Systems Are Non-Negotiable
It’s one thing to tell a team member, “Reconcile the bank account by Friday.” It’s another to say, “Follow this checklist for reconciling the bank account, and mark it complete by Friday. I’ll be able to review your progress and offer feedback if needed.”
The difference? **Clarity, accountability, and repeatability.**
A system like **Aero Workflow** enables this level of clarity. It lets you:
- [Define your firm’s procedures](https://www.aeroworkflow.com/why-document-procedures/ "Define your firm’s procedures") once and assign them across clients.
- Track work in progress without chasing updates.
- Ensure that deadlines are never missed.
- Scale your operations by onboarding new staff into a system that already works.
Aero was built by accounting professionals for accounting professionals. It’s not just about managing tasks—it’s about managing knowledge, building trust, and enabling growth.
**✅ See delegation in action.** [**Book a live demo of Aero Workflow**](https://www.aeroworkflow.com/aero-demo/) **and learn how your firm can scale with confidence.**
## How to Start Delegating Today
Here’s how you can begin building a delegation culture and scaling your firm today:
1. **Document Your Workflows**
- Start with your most common client services.
- Break them into step-by-step checklists.
- Include links, templates, and guidance to reduce rework.
2. **Choose a Workflow System**
- Use a system that was built for bookkeeping and CAS firms.
- Make sure it’s easy to assign, monitor, and refine tasks.
3. **Train and Trust Your Team**
- Start small. Delegate one or two workflows.
- Use your system to monitor quality.
- Provide feedback and reinforce process improvements.
4. **Reinvest Your Time**
- Use the time you reclaim to work on your business.
- Start offering advisory services to select clients.
- Identify opportunities to improve profitability.
## The Bottom Line
Scaling your bookkeeping firm isn’t just about adding more clients or hiring more staff. It’s about **creating a system that allows your firm to grow sustainably, without relying on heroic effort**. Delegation is the key that unlocks that growth—and a smart workflow system is the lock it fits into.
When you build a firm that can run without you, you gain the freedom to offer the services that clients value most—and the ones you enjoy delivering. Advisory isn’t just the future. It’s your future. And it starts with a choice: to delegate, to systematize, and to scale.
**Categories:** Practice Management, Workflow Management
---
### [Why CAS Workflow is Different from Traditional Accounting Workflow](https://www.aeroworkflow.com/why-cas-workflow-is-different/)
**Published:** April 29, 2025
**Author:** Laura Redmond
**Content:**
As more firms pivot toward Client Accounting Services (CAS), it’s becoming increasingly clear that the traditional accounting workflow simply doesn’t fit anymore. While tax season remains a whirlwind of deadlines and document gathering, CAS presents a completely different rhythm—a continuous, complex, and client-specific cadence that can challenge even the most experienced accountants.
***So, what makes CAS workflow so different? Let’s break it down.***
## CAS Firms Offer a Wider Range of Services
In a traditional accounting firm, the service list might look fairly straightforward: annual tax preparation, quarterly estimated payments, maybe a few financial statements throughout the year. But with CAS, you’re not just preparing taxes—you’re becoming a part of your client’s day-to-day operations.
CAS firms offer a broad mix of services, including monthly closes, payroll processing, accounts payable, accounts receivable, sales tax filings, expense management, budgeting, and customized financial reporting. Each of these services has its own set of tasks, steps, deadlines, and workflows. The sheer volume and variety of services create a complexity that doesn’t exist in traditional accounting.
## You’re Doing Multiple Things for Each Client—All Year Long
In tax-focused firms, the bulk of the work for a client is often centered around one major annual event. But with CAS, you’re constantly working on behalf of your clients throughout the year. Monthly closes, payroll every other Friday, quarterly reporting, weekly bill pay—these tasks are stacked on top of one another.
This means your team is juggling a continuous stream of deliverables across many clients at once. The result? Your workflow can’t be static or seasonal—it needs to be dynamic, consistent, and finely tuned to each client’s unique needs.
## Every Client Has a Different Mix of Services
Another big difference between CAS workflow and traditional accounting? No two [client engagements](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/) look the same.
One client might only need you for monthly close and reporting, while another could require a full-service engagement: payroll, sales tax, bill pay, expense tracking, and more. Your firm has to be prepared to build and manage custom workflows for each engagement. There’s no “one-size-fits-all” process—and trying to force one will lead to confusion, missed steps, and unhappy clients.
## Task Timing Varies Across the Board
Not only does the *what* vary from client to client—but so does the *when*.
In a CAS practice, the frequency of tasks can differ widely. One client’s payroll might run weekly, while another’s is monthly. Some clients might need [weekly cash flow reports](https://redmondacademy.online/quickbooks-online-bank-feeds/), others just want them at month-end. Some bill pay workflows happen twice a month; others happen only when needed.
Traditional accounting workflows tend to center around predictable quarterly and annual events. CAS workflows are far more granular and require an entirely different approach to task scheduling and management.
## Even the Same Service Isn’t Standardized
Let’s say you provide payroll for ten different clients. On paper, it’s the same service. But in practice, each engagement looks different.
You might be running payroll on different schedules—biweekly, semi-monthly, monthly—and using different tools or integrations depending on the client’s preferred software. Some clients might handle time tracking themselves; others rely on your team to gather hours and process everything.
The variety doesn’t stop there: reporting formats, levels of detail, approval processes—all can be different even for the same “service.” That’s what makes managing CAS workflows so challenging (and rewarding).
## CAS Workflows Are Unique to Each Client
Even when you try to standardize, clients have a way of breaking the mold.
Take the [year-end close](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/), for example. One client might have inventory that requires complex valuation and reconciliation, while another uses a simple service-based model with no physical assets. One might use [QuickBooks Online](https://quickbooks.intuit.com/) with [custom classes and locations](https://redmondacademy.online/advanced-general-ledger/); another could be on a different GL entirely.
What this means is that every client has their own “version” of your standard workflow—and your team needs systems that are flexible enough to accommodate those variations.
## CAS Clients Often Lack Urgency
One of the biggest mindset shifts in CAS is the lack of hard deadlines. Traditional tax work is driven by IRS and state-mandated due dates—clients must respond or face penalties. With CAS, the stakes feel different.
Yes, accurate and timely books are essential, but many clients don’t feel the urgency the way they do during tax season. This can make it harder to get responses, documents, or approvals, which can slow down your work and create bottlenecks in your workflow.
Successful CAS firms build in buffers, create systems for automated reminders, and [proactively educate clients](https://www.aeroworkflow.com/setting-client-expectations/) on the importance of timeliness—not because the IRS demands it, but because the client’s business performance depends on it.
## The CAS Tech Stack Is Much More Complex
Traditional accounting firms can often get by with a few key tools: tax prep software, a workflow tool, and maybe a portal for client documents. CAS workflows, on the other hand, need a much more robust tech stack.
You might be using [QuickBooks Online](https://quickbooks.intuit.com/) for bookkeeping, [Fathom](https://www.fathomhq.com/) or [Reach Reporting](https://reachreporting.com/) for financial reports, [BILL](https://www.bill.com/) or [Melio](https://meliopayments.com/b/) for bill pay, [Expensify](https://www.expensify.com/) or [BILL Spend & Expense](https://www.bill.com/lp/brand?) for expense management—and that’s just the start. Each client might have their own industry-specific apps for point-of-sale, inventory, or job costing.
Not only do you need to integrate and manage all these tools, but your [staff needs to master them](https://www.aeroworkflow.com/tools-for-profitable-cas/). That’s a huge difference from the relatively streamlined systems of a traditional tax practice.
## Final Thoughts
Client Accounting Services offer firms a more predictable revenue stream and deeper client relationships—but they also require a dramatically different approach to workflow management. The variety of services, timing, client expectations, and tech tools all combine to create a level of complexity that traditional accounting workflows simply weren’t built to handle.
To thrive in CAS, your firm needs flexible systems, a solid tech stack, and a team that understands how to balance client-specific needs with scalable processes. It’s not easy—but it’s worth it.
**Categories:** Accounting Advisory, Workflow Management
---
### [Common Workflow Bottlenecks in Accounting Firms and How to Overcome Them](https://www.aeroworkflow.com/accounting-workflow-bottlenecks/)
**Published:** October 6, 2024
**Author:** Angelena Pierce
**Content:**
Are workflow bottlenecks getting in the way of your daily operations? A good workflow is key to the success of any business, and accounting is no exception. But you may find some annoying, recurring little problems hindering productivity at your firm. Like cavities, workflow bottlenecks can return if not properly addressed and can worsen over time, slowly gathering bacteria and rotting away your bottom line.
A bottleneck happens when the input exceeds the output. When it comes to your accounting workflow, this can mean that there are impediments making it impossible for you to finish all the work that needs your attention. Removing these bottlenecks can help you work more effectively and efficiently.
Here are some of the most common bottlenecks you may run into at your firm AND how you can manage them.
### Lack of Documentation and Clear Processes
Clear and documented processes are essential to having a good workflow. Confusion about direction can result in mistakes or lots of unnecessary back and forth. We recommend using procedure checklists to prevent this confusion. A checklist can help your team to complete a procedure the same way, every time.
### Missing Documents
You work with a lot of important, sensitive documents — and when clients don’t meet deadlines for turning those documents in, you may not be able to complete your daily tasks. Set clear expectations with your clients through your engagement letter and try utilizing automation to send reminders about important deadlines they must meet.
### Poor Communication
Breakdowns in communication across your firm can get in the way of you doing what you do best: client work. This can happen when you don’t have a clear communication plan in place for both your team and your clients. This document helps to get rid of confusion surrounding how and when people should be contacted. [Be sure to check out our other post to learn how you can create one.](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/)
### Employee Stress
One commonly overlooked bottleneck is employee stress and unhappiness. A happy team is a more productive team. When your staff feels overworked or undervalued, they may not be able to produce their best work. The way to alleviate this problem is through active communication and problem-solving.
### Insufficient Technology
While the [right tech](https://www.aeroworkflow.com/the-role-of-technology-in-scaling-your-bookkeeping-firm/) can drastically improve your workflow, the wrong or insufficient tech could be making your job more difficult. Lots of problems can arise when your tech stack isn’t right for your business. For example, if your apps don’t integrate well together, you may be adding lots of unnecessary steps to your regular processes. Perform a technology audit to ensure your tech stack is working for you.
Ready to take your workflow to the next level? Aero Workflow has all sorts of helpful features that can help you manage these common bottlenecks. [Check out our free trial today. ](https://app3.aeroworkflow.com/CreateTrialAccount)
**Categories:** Practice Management, Workflow Management
---
### [What Is CAS Accounting? (And How It’s Different from Traditional Accounting)](https://www.aeroworkflow.com/what-is-cas-accounting/)
**Published:** March 31, 2025
**Author:** Laura Redmond
**Content:**
If you’ve been hanging around the accounting world lately, chances are you’ve heard the term **CAS accounting** thrown around. But what is CAS accounting, exactly? And how is it different from the traditional accounting most of us are used to?
Let’s break it down in plain language.
## What Is CAS Accounting?
CAS stands for **Client Accounting Services**—sometimes also called Client Accounting and Advisory Services (CAAS). At its core, CAS accounting is a modern, full-service approach to helping businesses manage their finances. Unlike traditional accounting, which is mostly focused on historical data, tax prep, and compliance, **CAS is all about providing real-time support, financial strategy, and ongoing collaboration** with clients.
In other words, with CAS, accountants don’t just show up at year-end to file taxes—they become a consistent, trusted partner helping businesses navigate the financial side of day-to-day operations.
## Traditional Accounting: Still Important, but Reactive
Let’s start with what we know. Traditional accounting is the system many businesses have relied on for decades. It includes services like preparing financial statements, filing taxes, and sometimes audit support. It’s usually done on a monthly, quarterly, or annual basis. And while it’s super important, it’s also reactive. You look at what happened, clean it up, report it, and move on.
In this setup, accountants usually hear from clients a few times a year—often during tax season or when something has gone wrong. It gets the job done, but it doesn’t leave much room for proactive planning or strategy.
In traditional accounting, the value is mostly about staying compliant—making sure taxes are filed, books are closed, and reports are submitted on time. That’s all crucial, of course. But CAS accounting takes it further.
## CAS Accounting: A More Active, Year-Round Approach
So what is CAS accounting doing differently?
**CAS accounting flips the traditional model on its head.** Instead of just focusing on the past, it helps businesses stay on top of what’s happening *right now* and plan for what’s ahead. The accountant becomes more like a financial partner than just a service provider.
With CAS, firms offer services like bookkeeping, payroll, financial reporting, forecasting, budgeting, and strategic advisory—all rolled into one. The goal? To help clients make smarter decisions, improve profitability, and [grow their business with confidence](https://www.aeroworkflow.com/how-to-grow-your-bookkeeping-firm/).
With CAS, clients are getting much more than clean books. They’re getting real-time insights, financial planning, and advice that helps them grow. Whether it’s improving cash flow, planning for expansion, or making hiring decisions, CAS accountants are right there in the trenches with their clients.
One of the biggest shifts in CAS accounting is the relationship dynamic. In traditional accounting, the relationship is more transactional—clients reach out when they need something, and accountants respond. With CAS, the relationship is ongoing. Accountants are in regular communication with clients, keeping an eye on the numbers, spotting trends, and offering timely advice.
That kind of consistent support leads to stronger trust, better outcomes, and a lot more value for both sides.
## CAS Relies on Cloud Technology
One reason CAS accounting is booming right now is the rise of cloud-based tools. Software like [QuickBooks Online](https://quickbooks.intuit.com/), [BILL](https://www.bill.com/), [Gusto](https://gusto.com/), and other integrated apps make it easier than ever to share real-time data, automate day-to-day tasks, and collaborate remotely. Everything from [bank feeds](https://redmondacademy.online/quickbooks-online-bank-feeds/) to invoicing can be streamlined and handled online.
Traditional accounting, by comparison, often still involves spreadsheets, manual data entry, and slower turnaround times. CAS accounting uses technology to work faster, smarter, and more efficiently.
## Smarter Pricing = Better Communication
Another big change with CAS accounting is how services are priced. Instead of hourly billing or one-off projects, most [CAS firms use fixed-fee or monthly subscription](https://www.aeroworkflow.com/scope-creep-client-support/) pricing. This makes costs predictable for clients and encourages them to stay in touch without worrying about being billed every time they pick up the phone.
That open-door communication leads to stronger relationships and more proactive service.
## Why More Firms Are Adopting CAS Accounting
The shift toward CAS accounting is picking up speed for a few key reasons.
First, the technology now exists to support real-time, cloud-based collaboration. Second, business owners are looking for more strategic support, not just someone to do their taxes. Third, accountants themselves crave more meaningful, forward-thinking work.
From a business perspective, CAS also provides a more stable revenue model for firms. Monthly recurring revenue is more predictable than seasonal tax work, and the deeper client relationships lead to better retention.
Shifting from traditional accounting to CAS isn’t just about offering more services. It’s about rethinking how you deliver them. That means streamlining workflows, training your team, investing in the right tools, and educating clients on the value of a year-round partnership. It takes some effort to make the transition, but the payoff is huge: [stronger client relationships](https://www.aeroworkflow.com/client-focused-firm-guide/), more meaningful work, and a business model that’s built to last.
## Thinking About Offering CAS Accounting?
If you’re an accounting firm, moving into CAS services is more than just adding a few new offerings. It’s a mindset shift. You’ll need to streamline internal processes, train your team, [invest in the right tech](https://www.aeroworkflow.com/tools-for-profitable-cas/), and help your clients understand the value of ongoing support.
But if you do it right, the results are worth it: better relationships, more fulfilling work, and a stronger, more scalable business model.
CAS Accounting is the modern evolution of accounting services—more collaborative, more tech-driven, and more focused on helping clients thrive, not just survive. While traditional accounting still has its place, **CAS accounting is quickly becoming the go-to model for firms and clients who want a deeper, more strategic partnership.**
If you’re ready to take your accounting firm—or your business—to the next level, CAS might be exactly what you’ve been looking for.
**Categories:** Accounting Advisory, Client Support, Pricing Models
---
### [Harnessing Automation in Bookkeeping to Enhance CAS](https://www.aeroworkflow.com/harnessing-automation-in-bookkeeping-to-enhance-cas/)
**Published:** March 2, 2025
**Author:** Angelena Pierce
**Content:**
Is automation the next step for your bookkeeping firm? The future is NOW — and that means we don’t have to keep doing our bookkeeping work the old-fashioned way. Automation tools may help you improve efficiency in the workplace while also eliminating the tedious, repetitive tasks that take up your valuable time. And what does more time mean? More chances to work directly with your advisory clients conquering the problems that need the most attention!
The bookkeeping landscape — just like that of many other industries — is changing. With recent technological advances, there are more opportunities than ever for streamlining your bookkeeping processes.
### Automation Tools for Bookkeepers
Do you have no clue where to start with automation? Well, here are some of the common ways that bookkeepers use automation to improve processes at their firms.
- Cloud-based accounting software: Accounting software can automate repetitive tasks, such as invoice generation and bank statement imports.
- AI: Machine learning can help you to make predictions and detect anomalies.
- Reconciliation: Automation tools can be used to reconcile bank accounts automatically.
- Data Extraction: Automation can also be used to extract data from documents like invoices and receipts.
### Automation & Client Advisory Services
Automation allows you to be more strategic about the way you spend your time. The ability to automate simple, repetitive tasks can be a game-changer when it comes to client advisory services, which require a lot more brainpower to tackle and therefore need more of your time and attention. Automated, customized reports can also help you to break down relevant data for your clients.
### Improving Client Relationships Through Automation
Unfortunately, you can’t be everywhere at once. That’s why automation is so handy when it comes to enhancing your clients’ satisfaction. Through the use of automotive tools, you can give your clients the means to view financial data in real time, collect client feedback, and communicate important information through automated emails and replies to basic questions.
### Things to Consider When Integrating Automation
Like with all new tech additions at your bookkeeping firm, there will be an adjustment period. It’s important to pick the right automation software for your business, one that integrates well with your other apps. You’ll also need to train your staff on how to use this new technology. But the good thing is, once everyone has the hang of it, they’ll be able to focus on their important advisory work.
[Don’t forget to check out our other blog on integrating automation at your bookkeeping firm!](https://www.aeroworkflow.com/how-to-improve-client-communication-with-workflow-automation/)
**Categories:** Practice Management, Workflow Management
---
### [How to Create a Welcome Guide for Your Accounting Clients](https://www.aeroworkflow.com/how-to-create-a-welcome-guide-for-your-accounting-clients/)
**Published:** February 23, 2025
**Author:** Angelena Pierce
**Content:**
When onboarding a new accounting client, you want them to feel welcome, well-informed, and ready to get the ball rolling. A well-written welcome guide can help you ensure your new client has everything they need to get started. Here are some of the things that we think your welcome kit should include!
### A Personal Message
Your clients want to know that they matter to you beyond just numbers. Writing a personal welcome message to include in each welcome package will help you make a good impression. Take this space to reintroduce your brand, business, and values. You can also reiterate how much you value the opportunity to work with them.
### Passwords & Tech Need-to-Knows
In order to fully assimilate into their place with your firm, new clients need to have all the information they need to access important tech tools. Make sure to include any passwords or tech step-by-steps your clients might need, such as how to access their client portal.
### Scope of Work
Though your engagement letter will cover the timeline and scope of work, your welcome kit should also briefly cover this. Remind your clients of these important details. This is a good place to highlight any important dates so your client can quickly refer back to the document when needed.
### Contact Information & Communication Preferences
One of the most frustrating roadblocks a new client can encounter is not knowing when or how to contact you. Your welcome guide should clearly outline how and where they can contact you. You should also make it clear when you will not be available, which will help you manage your clients’ expectations and avoid frustration down the line.
### FAQs
A general FAQs section is also a good way to answer any lingering questions your clients might have. This might include process questions, like where they can find updates and how they can change their payment information.
Your welcome guide is an essential document for a successful onboarding experience, providing key information and setting the tone for your working relationship. Some other things you might want to keep in mind as you are creating your welcome kit are the visual appeal and branding. Your clients shouldn’t struggle to locate any information. The document must be easy to read and navigate — and it should incorporate branding elements like logos and brand colors throughout. This will help your clients familiarize themselves with your business.
In terms of visuals, you may also consider things like the immersiveness of your welcome kit. If it is a digital guide, you can use links and videos to make the experience interactive and keep your clients engaged.
Need some more help with onboarding new clients? [Check out our other blog for a more detailed onboarding guide! ](https://www.aeroworkflow.com/onboarding-new-bookkeeping-clients-first-impressions-matter/)
**Categories:** Client Support, Practice Management
---
### [Transforming Your Accounting Firm with Effective CAS Practices](https://www.aeroworkflow.com/transforming-your-accounting-firm-with-effective-cas-practices/)
**Published:** February 16, 2025
**Author:** Angelena Pierce
**Content:**
As an accounting professional, you’re in a unique position to advise your clients — and that’s why CAS, or client advisory services, make so much sense as a method for scaling your firm. Shifting to a more proactive advisory role, as opposed to traditional compliance services, can help you build strong, long-lasting relationships with clients… and keep the income flowing as shorter, limited engagements do not bind you.
So what technically is CAS? CAS encompasses a variety of financial advisory services, including tax planning, budgeting, and virtual CFO services. And in a competitive industry, it’s a great way to stand out
### Building a Strong CAS Foundation
In order to create a scalable CAS model, you’ll need to start strong. The first step is taking inventory of your firm’s current service offerings. Where can you stand to grow through advisory services? Take a look at your current client list as well to ascertain what clients would benefit from CAS.
Additionally, investing in the right technology for your firm is essential in maintaining effective communication with your clients. Standardizing your processes through written checklists is also key for scalability. The larger your firm grows, after all, the more necessary it is to ensure that work is completed to the same standard across the board. Lastly, effective CAS practices are not possible without specialized, skilled teams. You may need to prioritize training or bring on new staff.
### Enhancing Client Relationships
Advisory services are built on trust. To transition existing accounting clients to CAS or attract new clients, you’ll need to communicate that your firm is trustworthy, adaptable, and capable of providing the guidance businesses are looking for. In order to be successful in this area, you’ll need to be proactive. The goal is to understand your clients well enough that you can anticipate their needs.
### Best Practices for Scaling Your Firm
Because advisory services are dependent on client needs, transitioning to a value-based pricing model can help you ensure that you are being properly rewarded for the amount of work that you’re doing. You may also want to consider advisory packages that you can market to clients.
As your business needs develop along with your advisory service model, your team will also need to adapt. A great way to prioritize growth is through utilizing the skilled individuals already at your disposal. Invest in knowledge capital so that your team can be equipped to handle advanced advisory tasks.
To ensure that your clients are satisfied and stick with your business, try dipping your toes into automation for more standardized communication. As far as technology goes, client portals and cloud-based collaboration tools can also go a long way in making your clients’ lives easier.
When it comes to CAS, the procedure is everything. [Check out our other blog here on building procedures into your CAS practice! ](https://www.aeroworkflow.com/from-chaos-to-order-building-procedures-in-your-cas-firm/)
**Categories:** Accounting Advisory
---
### [Mastering Delegation: 5 Strategies to Empower Your Bookkeeping Team](https://www.aeroworkflow.com/mastering-delegation-5-strategies-to-empower-your-bookkeeping-team/)
**Published:** February 9, 2025
**Author:** Angelena Pierce
**Content:**
Delegation is important to furthering your bookkeeping firm’s success, but it can be difficult to overcome perfectionism. You may not feel ready to hand over work to others, or you may be afraid the transition will just be too much of a hassle. Here are our five best tips for delegating work and empowering your bookkeeping team to take on new challenges!
### Learn to Let Go
The first step for delegation at your bookkeeping firm is… letting go. It might sound simple, but it can be tough to relinquish control over a project you’re used to handling yourself. You might fear that others may not complete it as well — or you could just decide that training someone else for the task will take too much time. But learning to let go and trust in your staff will only help strengthen your firm. It can also help YOU avoid burnout, and your health is every bit as important as the health of your firm.
### Pick the Right Person
Every member of your team has different strengths and weaknesses. When you’re delegating, you have to pay close attention to your team’s unique skills and play to them. Take into account your staff’s experience, talents, desire to learn, and professional goals when assigning new work.
### Make Sure Your Expectations Are Clear
Unclear instructions will only lead to disappointment for both parties. The best way to ensure that your team feels empowered to do their jobs is to give them the tools they need upfront. You can do this by utilizing checklists that carefully detail the steps your team member needs to take to complete the job. Need some help getting started with checklists? [Check out our other blog here!](https://www.aeroworkflow.com/streamline-your-workflow-how-to-design-bookkeeping-checklists/)
### Create a Feedback Loop
When mastering any new skill in the workplace, it’s important to have guidance and [continuous feedback](https://www.indeed.com/hire/c/info/positive-feedback-loop). Keep in mind that any time you delegate assignments to your team, they are likely just as eager to complete the job well as you are to see it done. Feedback allows your staff to know what they are doing well and what needs improvement as they learn new things. But feedback goes both ways! Make sure that your team has a way to talk to you if instructions aren’t clear or if they need extra help.
### Make Room for Failure — and Success
Rome wasn’t built in a day, and your operations won’t change overnight. When you start divvying up work, expect things to not go smoothly right away. Be understanding when your staff doesn’t get things right on the first try. Likewise, when things do go the right way, celebrate! Make sure you’re giving proper credit and celebrating milestones as a team!
Prioritizing delegation at your bookkeeping firm will help both you AND your team. And the more you empower your team to take on new challenges, the more they’ll help your firm grow in the long run! Let us know your best tips for delegation in the comments below!
**Categories:** Practice Management
---
### [Navigating the Shift: Transforming Your Accounting Staff into Effective Team Leaders](https://www.aeroworkflow.com/navigating-the-shift-transforming-your-accounting-staff-into-effective-team-leaders/)
**Published:** February 2, 2025
**Author:** Angelena Pierce
**Content:**
Your accounting team is made of talented and experienced individuals, many of whom have the potential to be great team leaders. And, as a manager of your firm, you are in a unique position to cultivate your staff’s talents and help them develop in their careers. But transforming your accountants into leadership roles will not only increase their odds for success — it will also increase your firm’s health. So how can you navigate such a significant shift?
### From Accounting Work to Team Leaders: What Changes?
The traditional role that your accountants fill is all about technical expertise — and much of their work can be completed alone. When you want to transform your accounting staff into team leaders, one of the most notable changes will be communication. Your team members must learn how to go from doing solitary work to collaborating. They will also have to learn to look at decision-making through the lens of meeting your firm’s overall goals.
### Making the Transition
- Focus on Training and Development: Your accountants already have the technical skills to complete their typical work. But they may need to undertake [additional training](https://www.forbes.com/sites/cherylrobinson/2025/01/21/7-progressive-leadership-trainings-that-develop-impactful-leaders/) programs to develop their communication and management skills.
- Start Small: It’s probably not the best idea to start with a huge project. Start small instead, with more manageable projects that have more oversight.
- Give Encouragement: Creating an atmosphere where everyone feels that their ideas are valued is essential. You want your team members to feel a strong sense of ownership over their projects and feel empowered to represent your company.
- Provide Consistent Feedback: No one gets everything right on the first try. As your team members are transitioning into leadership roles, it’s important to give them feedback. You should also encourage them to solicit feedback from those they are leading.
- Set the Example: As the manager of your firm, your team is going to follow your lead. They’ll take cues from the way that you conduct yourself. Being a good leader is, at the end of the day, the best way to inspire good leadership in others!
Having strong leadership throughout your accounting team can lead to increased motivation, stronger collaboration, and your firm’s continued success as you all strive toward tangible long-term goals. Due to the nature of their work, accountants already have many of the skills necessary to create great leaders. Organization skills, the ability to think strategically about problems and overcome them, and a strong sense of ethical responsibilities are just some of the many skills that are easily transferable into this new role. All it takes is a few extra steps to get your team to the next level!
**Categories:** Uncategorized
---
### [Unlocking Potential: The Key Role of Human Capital Investment in Bookkeeping Growth](https://www.aeroworkflow.com/unlocking-potential-the-key-role-of-human-capital-investment-in-bookkeeping-growth/)
**Published:** January 19, 2025
**Author:** Angelena Pierce
**Content:**
Investing in human capital doesn’t just help your team grow — it helps your bookkeeping firm do the same! Human capital investment is a key aspect of scaling your firm to new heights. By empowering your team and growing your knowledge base, you can produce higher quality work AND increase workplace satisfaction.
So what is human capital? Essentially, human capital refers to the value that the knowledge and experience of your employees bring to your business. And the good news is, there are plenty of ways to ensure that your team is constantly building off the skills they already possess!
In this article, we’ll talk more about the benefits of investing in human capital and strategies for growing your team’s knowledge base.
### Why Focus on Human Capital
Your team is the lifeblood of your bookkeeping firm, so it only makes sense that investing in them would improve the overall health of your business. Focusing on developing your team can lead to…
- Happier Staff: When you have a good team, you want to keep them around. One of the most surefire ways to retain excellent employees is through providing them with opportunities for development. No one likes to be bored. Giving your team room to grow and improve in areas they’re interested in will result in increased satisfaction and less employee turnover.
- Better Performance: The main benefit to investing in human capital at your bookkeeping firm is that your team will learn new skills they can use in the workplace. They can become experts in more areas and confidently own new projects.
- Increased Profits: While it can be difficult to measure the ROI on [human capital investments](https://www.forbes.com/councils/forbeshumanresourcescouncil/2022/09/09/human-capital-roi-the-positive-impact-on-business-performance/), we know that happy team members are more productive AND a more skilled staff can produce better results for clients. Overtime, this can lead to more referrals.
### How to Unlock Your Team’s Potential
The first step to investing in human capital at your firm is creating an atmosphere for learning and creativity. Your staff should feel encouraged to participate, offer ideas, and engineer solutions.
There are also many ways to help your team develop professionally at various different price points. You can utilize webinars, courses, or even virtual or in-person conferences. It’s also vital that your team is energized and excited about their development opportunities. Make sure you’re taking the time to talk to your staff one-on-one. Learn about their professional goals and areas that interest them.
The most wonderful thing about investing in human capital is that knowledge is infinite. There’s always more room to learn, grow, and develop professionally. That means, there’s infinite room for increased value to your firm. The more expertise you and your team gain, the more prepared you will be to take on high-level clients and scale your firm to new heights.
**Categories:** Practice Management
---
### [Building Trust: Strategies for Enhancing the Client Journey in Your Bookkeeping Practice](https://www.aeroworkflow.com/building-trust-strategies-for-enhancing-the-client-journey-in-your-bookkeeping-practice/)
**Published:** January 12, 2025
**Author:** Angelena Pierce
**Content:**
Trust is key for any relationship to be successful — including the relationship between you and your bookkeeping clients. As a bookkeeper, your clients trust you with a lot of sensitive information and rely on you to protect them from legal trouble. Your clients must have the utmost confidence in you.
It’s also worth noting that [building trust between you and your bookkeeping clients](https://www.forbes.com/sites/johnhall/2019/12/20/why-trust-is-one-of-the-key-factors-in-a-successful-company/) is ultimately profitable for your business. For any firm to grow and be successful, current and former clients must be satisfied and willing to recommend your services. Clients who trust you also stick around and refer friends to your firm!
So how can you build trust with your clients and retain them for years to come?
### Provide Measurable Results
It’s one thing to say that you are providing value and essential services to a business — it’s another to show your clients the hard data. Your clients want to see quantifiable proof that you are providing quality services, and they are more likely to trust a bookkeeper who can provide them with real numbers to back up their claims.
### Develop a Communication Plan (and Stick to It!)
Communication is vital in all relationships, and your business relationships are no different. [A communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) outlining your availability and preferred channels can help you maintain expectations with bookkeeping clients. They should know when and how to reach you, and you should go above and beyond to ensure they always have the information they need.
### Don’t Miss Deadlines
A surefire way to enhance trust at your firm is consistency. If you consistently meet your deadlines, your clients will ultimately find you more trustworthy. They’ll know that you manage your time well and that they can trust you to get the job done.
### Practice Transparency
Honesty is the best policy. We’ve all heard it said, but honesty can be paramount to maintaining healthy working relationships. We’re all human, and we all make mistakes from time to time. The important thing is that you are transparent and upfront with your clients.
### Be Genuine
It might seem obvious, but here’s the real secret to establishing trust in your working relationships: authenticity. Be yourself. Be authentic in the way that you communicate your brand and interact with your clients. Don’t be afraid to be personable either. Get to know your clients, ask them about their weekends, and remember their birthdays. Being genuinely kind goes a long way.
While there are lots of aspects that draw clients in and keep them coming back to your business, one should never overlook the importance of trustworthiness and integrity. Behind the computers and paperwork, you and your client are both people. And your client wants to know that they are dealing with a good person who will take their work seriously, protect their information, and not try to hide anything. Sometimes, the most important rule in business is the golden one.
**Categories:** Client Support, Practice Management
---
### [Remote Hiring: Tips to Build Your Dream Accounting Team](https://www.aeroworkflow.com/remote-hiring-tips-to-build-your-dream-accounting-team/)
**Published:** January 5, 2025
**Author:** Angelena Pierce
**Content:**
Remote work is here to stay, but hiring accounting professionals remotely presents some unique challenges. A remote hiring process eliminates your ability to meet in person with potential candidates, and it requires the right tech stack to ensure the process goes smoothly. You’ll find yourself relying on new methods to vet potential hires — but there are also specific things you need to look for in a remote dream team. Here are some of our best remote hiring tips.
### Conduct Virtual Interviews
[The virtual interview](https://business.linkedin.com/talent-solutions/resources/interviewing-talent/virtual-interviewing) will take center stage in your remote hiring process. It will also set the stage for your candidates in terms of what’s to come. That being said, it’s important to have your digital ducks in a row. Make sure you arrive at your virtual meeting a few minutes early to account for any technical issues that might arise.
### Set a Default Time Zone
One of the biggest advantages of hiring remote workers is that your talent pool can open up to include accountants from all over. But, in order to hold meetings or work concurrently, you’ll need to set a default time zone.
### Ensure Candidates Have Some Tech Expertise
Your ideal team should already have at least some tech skills necessary to complete remote work. Prior remote work experience may be ideal, but a basic tech skill set can also make the transition to remote work easier. It’s also essential to have a good tech stack already in place for your remote workers to be effective and efficient.
### Document!
Documentation is key when working remotely, both when it comes to hiring and after your candidate has gotten the job. Having your processes recorded and stored in an easily accessible place can help new hires become acclimated to their new tasks. This can be especially useful when not operating in an office environment, as new remote hires won’t always have access to other people when they need guidance.
### Assign Mentors
It’s important to provide new hires with clear instructions and guidance in any job. Working remotely, however, presents some new challenges. Using the buddy system — or assigning mentors to new hires — can help alleviate problems before they arise. Your new hires should know who to go to if they have questions
### Look For Candidates Who Can Work Independently
One of the more difficult aspects of remote work for some people is that there is little to no oversight. This can be challenging for those who lack self-motivation or require a more structured approach.
Remote work can be an excellent way to keep your team happy and motivated, while also helping you cut back on operating costs. And though it may seem difficult to get to know someone through a computer screen, there are plenty of ways you can learn about new hires and onboard them smoothly. Need more tips for managing a remote team once you have one? [Check out our other blog here! ](https://www.aeroworkflow.com/tips-for-managing-a-remote-bookkeeping-team/)
**Categories:** Practice Management
---
### [Empowering Your Team: How to Transition Bookkeepers Into Leaders](https://www.aeroworkflow.com/empowering-your-team-how-to-transition-bookkeepers-into-leaders/)
**Published:** December 21, 2024
**Author:** Angelena Pierce
**Content:**
Turning your bookkeepers into leaders will help you retain top talent and free up time in your own schedule. Many professionals are [hungry to learn and grow in their careers](https://www.forbes.com/councils/forbesbusinesscouncil/2022/07/01/five-reasons-offering-career-development-to-employees-benefits-companies/). And one of your roles as a manager is to help your team grow, seize new opportunities, and develop professionally. But how do you foster your team’s potential and empower them to take on new responsibilities at your bookkeeping firm?
### Teach Networking
Connecting with clients and other professionals is a big part of any career, but those skills don’t come naturally to many people. In order for your team members to transition into leadership roles, they have to learn how to network. Empower your staff at company events and conferences to represent your company. Encourage them to make connections!
### Provide Training and Resources
One of the biggest obstacles that prevent staff members from tackling new challenges is a fear of being unprepared for them. The way to combat this is to provide adequate development resources so your team can learn new skills and grow. This can be done through courses, regular presentations, workshops, and conferences.
### Delegate, Delegate, Delegate
Sometimes, you have to let go of the reins a little. It can be difficult to hand over a task to a new person, especially when you’re confident in your own abilities to get the job done well and quickly. But it’s vital that your team knows that you trust them to own projects. Carefully decide which tasks can be delegated, based on your team’s bandwidth, experience, and desire to learn.
### Create a Feedback Loop
As your team members begin to branch out and take on more responsibilities, there’s bound to be some trial and error. It’s natural to struggle and make mistakes. Feedback is the key. Make it easy for your team to provide feedback to you as a manager and vice versa. If a member of your staff feels they need more training for a certain task, they should have a way to communicate that.
### Be a Mentor
You aren’t just a manager at your firm; you’re also a mentor. It can be very challenging to take on new responsibilities and grow in the workplace. It’s important that you’re there for your team throughout the process. Set aside time to meet with staff one-on-one to talk about their development and their goals, showing them that you care about them individually. Your team will be much happier knowing their individual interests and aspirations are being taken into consideration.
No matter what, it’s always important to encourage your team and reward progress and accomplishments. The more empowered your team feels, the more confidently they’ll be able to represent your firm to potential clients and business contacts. Plus, though it may seem difficult at first to relinquish control of certain projects, delegation will ultimately help you free up your own time so you can focus on your most important work.
Struggling to delegate at your firm? [Check out our other blog post for some tips and tricks!](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-tasks-and-enhance-team-collaboration/)
**Categories:** Practice Management
---
### [5 Must-Have Tools for Enhancing Your Accounting Firm's Online Presence](https://www.aeroworkflow.com/5-must-have-tools-for-enhancing-your-accounting-firms-online-presence/)
**Published:** December 15, 2024
**Author:** Angelena Pierce
**Content:**
A strong online presence is paramount in attracting good accounting clients. However, if you’ve spent any amount of time online, you’ve probably noticed that the internet is… loud. With countless websites and social media profiles, making your business stand out can seem like a daunting task.
Quality is key. If you want to attract new clients and inspire loyalty in existing ones, it’s important to have a good online presence. Having a professional, optimized website, active social media accounts, and various outlets through which you can connect with clients will help you stand out. Here are five tools that can take your accounting firm’s online presence to the next level.
### SEO Optimized Website
One of the most important aspects of a strong online presence is a great website. But to have a website that attracts the right visitors and converts them into clients, you have to use SEO optimization. Using the right keywords with your content will help people find your website.
### An Email Marketing Platform
Do you have a newsletter for existing or potential clients? Email marketing is a great way to keep others engaged with your business and up-to-date with your firm. [Mailchimp](https://mailchimp.com/) and [Constant Contact](https://www.constantcontact.com/) are examples of platforms that will help you create and schedule emails for clients and potential clients alike. Plus, they even have templates that can get you started.
### A Scheduling Tool
Posting regularly on social media will help you increase conversions to your website and build your credibility. A social media scheduling tool can help you do this without having to actively go into your apps and post every day. [Later](https://later.com/), [Hootsuite](https://www.hootsuite.com/), and [Buffer](https://buffer.com/) are just some examples of tools that allow you to schedule posts and view engagement analytics.
### A Client Portal
The internet is supposed to make things easier, whether it involves researching information or connecting with people. Likewise, your online presence should make your clients’ lives easier. A client portal can make it easy for your clients to access and update their information and share important documents with you.
### A Chatbot
Unfortunately, you can’t be everywhere at once. If you could, it would be a lot easier to be there for your clients whenever they have a question or concern, no matter the day or time. Because you’re limited on time, a chatbot can help address common questions, direct inquiries to your staff, and schedule meetings.
Scaling your accounting firm takes a lot of work — and not just in the office. Some of that work will have to take place in the digital space. Do you need some more help getting started with digital marketing for your business? [Check out our guide here to learn more about building your online brand with quality content.](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)
**Categories:** Marketing
---
### [How to Delegate Bookkeeping Tasks and Enhance Team Collaboration](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-tasks-and-enhance-team-collaboration/)
**Published:** December 8, 2024
**Author:** Angelena Pierce
**Content:**
Selecting your staff is just the first step towards building the perfect bookkeeping team — the next step is to delegate. The power to effectively streamline your bookkeeping processes lies in trusting and empowering your team. If you’re struggling with delegation at your firm, here are some tips for dividing your workload.
### Why is it so Hard to Delegate?
Basically, it’s not easy to give up control. Though you’ve handpicked your team for their talent and expertise, it can still be hard to relinquish control of projects to other people. You might be harboring some internal fear that the work might not be completed correctly or in the manner you would like. Additionally, you may be struggling to find the time to train your team on how to handle different tasks.
### Figure Out What Work Needs Done
Before you can delegate your bookkeeping tasks, you need to decide what those tasks are. Not every assignment should be handed over, but there are plenty of daily operations that can be delegated out to other team members. Figure out which tasks your team can manage — especially those tasks that eat away at a lot of your time.
### Pick the Right Team Member
The next step in good delegation is choosing the right member of your staff for the specific task. Each person at your firm has a distinct skill set and a unique set of professional goals. Their current workload, of course, should also be factored into your decision.
### Provide Good Guidance
If it seems delegation is a weak point at your bookkeeping firm, the culprit could be a lack of clear instructions. If your team isn’t sure what’s expected of them, then they’re more likely to not meet those expectations. It can be helpful to use tools like checklists so that your team members understand exactly how to best complete the task assigned to them.
### Enable Feedback
As with every other aspect of your practice management, delegation can also always be improved. That’s why it’s so important to provide outlets for your team to give and receive feedback. Feedback can help both you and your team members to ensure that tasks are being delegated well and done correctly.
### Encourage Your Staff
It can be intimidating to take on a new project or task at work. You should work to establish a culture of collaboration and empowerment at your bookkeeping firm. Encourage your team to take charge of their projects, reward them for a job well done, and provide the resources they need to develop professionally. Your staff should also be encouraged to ask questions and offer up their own solutions.
Teamwork makes the dream work — but your team can’t work if they aren’t given the right tasks and tools to complete them. Good delegation and collaboration can help improve your firm’s daily operations while also taking the load off your shoulders. Need some help creating checklists for your team? [Check out our other blog here! ](https://www.aeroworkflow.com/streamline-your-workflow-how-to-design-bookkeeping-checklists/)
**Categories:** Practice Management
---
### [Going Hybrid: Top Tips for Integrating Remote and Onsite Bookkeeping Services](https://www.aeroworkflow.com/going-hybrid-top-tips-for-integrating-remote-and-onsite-bookkeeping-services/)
**Published:** November 24, 2024
**Author:** Angelena Pierce
**Content:**
Remote work is here to stay, but a hybrid model might be the answer your bookkeeping firm is looking for. When the COVID-19 pandemic struck, a lot of businesses found themselves trying remote work for the very first time. But because of the many benefits of working from home, this trend didn’t just stay a trend. Remote working environments can [help your business](https://www.forbes.com/sites/laurelfarrer/2020/02/12/top-5-benefits-of-remote-work-for-companies/) save money and increase employee satisfaction.
Developing a hybrid work model, however, can make you more competitive in the hiring field without losing the personal touches that make your work rewarding. Here are some tips for integrating remote work at your bookkeeping firm without completely changing your operations.
### Choose the Right Technology
The right technology is what makes any type of remote work possible. No matter where you and your team are, you need to have the ability to communicate effectively and still have some oversight. You’re probably already familiar with tools like Zoom, Google Meet, and Teams that allow you to still work face-to-face, even at home. But a workflow app might be the tool you’re missing. A good workflow app can help you track and time tasks, allowing you to see what your team is up to and how their work is progressing.
### Utilize Synchronous and Asynchronous Work
At your bookkeeping firm, there are obviously tasks that require collaboration and tasks that are better completed by one person. Successful hybrid work often involves balancing the two. Identify which projects would benefit from collaborative efforts. For those projects, you can utilize your office time and video meetings to work as a team. However, you don’t want to burn out your team by requiring too many meetings during remote working hours. A lot of people like working independently and find they can work more efficiently this way.
### Don’t Neglect Team Bonding and Building
One of the major drawbacks of remote work is the loneliness some employees may feel. Rather than seeing your coworkers every day and developing a strong work culture, remote work can make your team more isolated from one another. When creating a hybrid working environment, it’s important to prioritize team bonding where you can. This might mean training together, celebrating accomplishments as a team, and going out of your way to make your team members feel at home.
There are a multitude of benefits to adopting a hybrid working model. Offering some WFH hours will help you attract and retain more talented team members. Remote work can also increase productivity at your firm and reduce your daily operating costs. Need some more help choosing the right technology before you make the switch? [Check out our other blog here for some tips. ](https://www.aeroworkflow.com/tech-stack-for-virtual-bookkeeping/)
**Categories:** Practice Management
---
### [The Hidden Costs Of Hourly Billing: How To Maximize Profitability In Your Bookkeeping Practice](https://www.aeroworkflow.com/the-hidden-costs-of-hourly-billing-how-to-maximize-profitability-in-your-bookkeeping-practice/)
**Published:** November 17, 2024
**Author:** Angelena Pierce
**Content:**
In many ways, hourly billing is easy and effective for bookkeeping firms. It’s simple to explain to your clients and simple to implement. All it takes to set your price is calculating an hourly cost and adding your desired profit margin. Easy as pie, right? Unfortunately, there are some downsides to this simple pricing model that make it less than ideal for bookkeeping firms.
### Drawbacks of Hourly Billing
The most glaring problem with this pricing model is the flimsiness of “time” as a primary metric for value. What ends up happening a lot of the time is work goes unaccounted for or your income fluctuates based on your own efficiency. The firm will also be vulnerable to write-downs and write-offs because you cannot bill clients until after your work is finished.
### The Benefits of Fixed-Fee Pricing
Fixed-fee pricing, which involves setting a flat rate for each service regardless of how long the work takes, is a great model to use if stability is your goal. It removes all the guesswork, ensuring that you know exactly how much you are going to make for every engagement. This model also allows you to improve margins without changing income and can help increase transparency with your clients.
### Another Option: Value Pricing
Unlike fixed-fee or hourly pricing, value pricing has less to do with you and more to do with your client. With value pricing, you can greatly increase your income because your services’ price depends on the perceived or estimated value of your services to specific clients. As with fixed-fee pricing, AR can be eliminated and your clients know exactly what to expect ahead of time.
### Determined to Stick With Hourly Billing?
Fixed-fee pricing and value pricing have their drawbacks too. Additionally, you may feel that it’s simply not the right time for a big change at your firm. If you’d prefer to stick with an hourly billing model, a few changes may help you maximize profitability.
The first step is ensuring that all your time working is accounted for. A reliable time-tracking tool is essential, as well as the ability to easily organize and add new tasks. If you’re looking for a new accounting software that will allow you to track your hours easily, don’t forget to check out [Aero Workflow’s free trial](https://app3.aeroworkflow.com/CreateTrialAccount)!
With hourly billing, communication is also a key component to success. A well-written engagement letter can help you protect your business if disagreements arise after the final bill comes.
Additionally, using multiple pricing models may be right for your firm. Even if most of your services are fixed-fee, one or multiple could be at an hourly rate instead. You may also charge different hourly rates for different types of work, like regular bookkeeping versus CFO services.
Interested in making a change? [Check out our other blog to learn how you can make the transition from hourly to fixed-fee pricing. ](https://www.aeroworkflow.com/fixed-fee-accounting/)
**Categories:** Practice Management, Pricing Models
---
### [The Ultimate Guide to Crafting a Client-Centric Experience in Your Bookkeeping Firm](https://www.aeroworkflow.com/the-ultimate-guide-to-crafting-a-client-centric-experience-in-your-bookkeeping-firm/)
**Published:** November 10, 2024
**Author:** Angelena Pierce
**Content:**
Your clients are the heart of your bookkeeping firm, and that’s why it’s so important to develop a client-centric experience. Essentially, that just means putting your client’s experience at the forefront of your mind as you develop services and workflows. But how do you make sure you’re focused on your clients?
### Learn More About Your Clients
The first step in creating a client-centric experience at your firm is developing a deep understanding of who your clients are. There’s a variety of great methods you can use to gather data about your clients, such as questionnaires and social media analytics. Knowing information like where your clients work or what social media they tend to use will help you better advertise your business.
### Build Profiles
Once you’ve gathered enough data about your clients, you can build [ideal client profiles](https://www.forbes.com/advisor/business/customer-profile-template/). For example, are there certain industries you tend to attract? It’s much easier to target your marketing when you have that answer. You can start to tailor your marketing towards “healthcare and medical practices” instead of just sending out advertisements into the ether and hoping they find a client.
### Improve Communication
Good communication is key to any healthy relationship, and business relationships are no different. In bookkeeping, good communication can only be established through setting clear expectations. A client communication plan can help you achieve this. You should provide easy and clear instructions for how clients can reach you when they need to.
### Personalize!
Your clients want to feel special — and they should! After all, there wouldn’t be a firm if it wasn’t for them. You can help personalize their experience by tailoring your guidance to their industry and customizing your outreach (even if that just means using their names in your emails!).
### Use the Right Technology
The right tools can help make your client experience even more seamless. Consider the tools you use to communicate with your clients or the tools that they have to interact with. Another area that’s important to look at is your website. While designing your client’s web experience, you should constantly be imagining yourself in their shoes, browsing the site. What questions might they have and how can you make sure they have access to those answers?
### Check-In
Even if you’ve designed an impeccably client-centric service model, there’s always room for improvement, especially as your firm grows and evolves. It’s good to keep your finger on the pulse with clients through acquiring regular feedback.
[Need more help on developing a client-centric practice? Check out our other blog here!](https://www.aeroworkflow.com/is-your-accounting-firm-client-centric/)
**Categories:** Client Support, Practice Management
---
### [Top 7 Essential Features Your Accounting Firm's Website Must Have for Success](https://www.aeroworkflow.com/top-7-essential-features-your-accounting-firms-website-must-have-for-success/)
**Published:** November 3, 2024
**Author:** Angelena Pierce
**Content:**
Your accounting firm’s website is, in many cases, the first introduction a potential client will have to your business. As such, your website should adequately illustrate your brand and your service offerings. You might be thinking, “Well, that’s simple. I know who we are as a business and what we offer.” But while communicating those things might be easy face-to-face, website design produces a host of new challenges and obstacles to getting your message across.
Whether you’re designing your firm’s first website or doing an overhaul of an existing one, here are 7 essential features of a business website that you shouldn’t overlook.
### User-Friendliness
Above all else, your website should be easy to use. How many times have you exited out of a site because it was too confusing to navigate? In this fast-paced day and age, people don’t have the patience to click through endless pages to find the information they’re looking for. As you’re creating your website, try to imagine you are a first-time visitor trying to navigate it.
### Mobile Compatibility
Most web surfing these days doesn’t happen on a desktop. It happens on our phones. That’s why, when you’re designing your firm’s website, you want to make sure that it is well optimized for mobile devices.
### Clear Service Offerings
At the end of the day, you are trying to sell potential clients your services… So what are those services? Your website should communicate what you offer clearly. This means communicating in plain English and avoiding vagueness. You should outline what problems your firm is here to help clients solve.
### Reviews and Case Studies
Word of mouth is still one of the best ways to get the word out about your business — and you can utilize this strategy in your web design too. Potential clients don’t just want to hear your marketing pitch; they want to hear from people like themselves who have used your services and benefited.
### Content
Content marketing is a great way to show potential clients that you are knowledgeable in your field. This can include blogs, guides, free downloads, and even videos. This will also help drive up the amount of time a visitor will spend on your website, and make it easier for them to find you through search engines.
### Contact Information
Perhaps the most important bit of information your website should contain is how to reach you. This information should be easy to find. It can even be a good idea to include your address and phone number on every single page of your website. You can also make it easy to reach you through forms they can fill out directly through your website.
### Security
Potential clients want to know that your business is one they can trust. This trust starts building long before you draft the engagement letter. From their very first interactions with your business online, they should feel that their information is [safe and secure](https://www.forbes.com/advisor/in/business/software/how-to-secure-a-website/).
A good online presence can help take your business to the next level, allowing you to find new clients and attain a more professional look. Interested in delving into content marketing for your website? [Check out our guide on how to get started!](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)
**Categories:** Marketing, Practice Management
---
### [How to Improve Client Communication With Workflow Automation](https://www.aeroworkflow.com/how-to-improve-client-communication-with-workflow-automation/)
**Published:** September 22, 2024
**Author:** Angelena Pierce
**Content:**
Good communication can turn an average client experience into a *great* client experience — and workflow automation could be the difference maker. By using the right tools at your accounting firm, you can ensure that your clients stay in the loop and have their problems resolved promptly.
Here are some ways a workflow [automation tool](https://www.aeroworkflow.com/automate-at-your-accounting-firm/) may help improve your client communication — and how you can start using one!
### Updates and Alerts
Automating important notifications is a fantastic way to improve client satisfaction at your firm. Remembering to remind clients about every upcoming deadline can be a huge burden on your shoulders. Automation can help take the load off and give your clients peace of mind as they’ll know exactly what’s on the horizon.
### Streamlining Operations
We love workflow automation as a tool for improving client communication because it simplifies what can quickly become a complicated web of channels. Think about all the ways you communicate with clients and potential clients. Email, social media, chatbots — a workflow automation tool can filter these all through one system, helping you understand the overall picture of your relationship with a client.
### Ticket Management
When clients and potential clients reach out to you with a question or problem, a workflow automation tool can help sort those inquiries and ensure they are directed to the proper team members. This reduces wait time for both your team and your clients, resulting in smoother, more efficient communication.
### Data-Driven Decisions
One of the benefits of automation systems is their ability to record and analyze data. You can use this valuable information about the success of your client outreach and communication to improve those things. That way, you can better serve your clients in the long run.
### Getting Started
So where can you get started with automating your client communication? Not every tool suits every business, so it’s important to begin by assessing your automation needs and researching software that covers those areas. You want to find a tool that integrates well with the software you are currently using. This will allow you to connect multiple channels. Don’t forget to keep a close eye on your KPIs. Monitor to ensure your automation benefits your firm — it’s never too late to change strategies!
There are many ways that workflow automation tools can improve your client communication. One way that may get overlooked. Automation saves you time, allowing you to focus on your client work more. Instead of wasting your energy and hours scheduling emails, sending reminders, and sorting through inquiries, you can hand these tasks over to an automation tool. Then, you’ll get to spend your time on what really matters: providing your clients with excellent work!
**Categories:** Client Support, Practice Management
---
### [Optimizing Your Workflow to Scale your Bookkeeping Firm](https://www.aeroworkflow.com/optimizing-your-workflow-to-scale-your-bookkeeping-firm/)
**Published:** September 15, 2024
**Author:** Angelena Pierce
**Content:**
Are you trying to scale your bookkeeping firm? Good workflow can be the key. As we approach Q4, it’s time to start setting goals for next year. And if you’re looking to scale your bookkeeping firm in 2025, there’s no time like the present to audit your current workflows.
### Why Focus on Workflow?
Your workflow comprises everything you do. It’s all your essential tasks that make work at your firm possible. It’s the way your team and apps work together. It defines how your day goes, every single day.
The larger your business grows, the more necessary it becomes to perfect your workflow by having the proper systems and procedures in place. Everyone at your firm should know what to do, be trained to do their work correctly and have access to the documentation that will help them work efficiently and effectively.
### Utilize Checklists
Bookkeeping checklists help you keep all your ducks in a row. A vital part of scaling any firm is standardizing services across your business. The larger a business gets, the more difficult it can become to guarantee that clients get the same excellent service across the board. Checklists are an excellent tool to alleviate that worry. With procedural checklists, you and your team can ensure you’re all completing every step of every task, in the same way!
### Check Your Tech
[The right technology](https://www.aeroworkflow.com/the-role-of-technology-in-scaling-your-bookkeeping-firm/) can drastically improve your day-to-day life at work. On the flip side, the wrong technology can make hard tasks even more tedious. Your time is precious, and any time you spend fiddling with apps that don’t work well together is time you could be spending doing client work. Before you scale your firm, it’s important to do a tech audit so you can know if your tech stack is helping or hindering your business.
### Document
Once you have your procedures written out, it’s important to document them in a safe, easy-to-access place. In addition to helping you tackle procedures, proper documentation also protects you and your team from any potential legal trouble down the line.
### Go Paperless
What does [going paperless](https://quickbooks.intuit.com/r/accounting/paperless/) have to do with your workflow? Well, how long does it take you to find paper documents? How long does it take to acquire them from clients? Going paperless can help increase efficiency at your firm by making it easier to access important documents when you need them. Switching to digital storage also enables your team to work from anywhere, reducing the chance of unexpected circumstances disrupting anyone’s workflow.
### Track Key Metrics
It doesn’t just stop with optimizing your workflow — you must be prepared to improve it whenever the need arises. [Tracking key metrics](https://www.aeroworkflow.com/key-metrics-to-track-when-scaling-your-bookkeeping-firm/) will help you see if your current workflow needs updates.
Let us know below what goals you’re aiming for in Q4 and beyond!
**Categories:** Practice Management, Workflow Management
---
### [Maximizing Productivity: Best Practices for Delegation in Accounting](https://www.aeroworkflow.com/maximizing-productivity-best-practices-for-delegation-in-accounting/)
**Published:** September 8, 2024
**Author:** Angelena Pierce
**Content:**
Teamwork makes the dream work. Effective delegation can improve your accounting firm’s health in many ways. One of the most attractive benefits of delegating is that it frees up your time to focus on other tasks. But good delegation can also improve the happiness of your team! When work is assigned well, your staff can feel trusted, valued, and empowered in their workplace.
### The Problems With Delegation
Delegating tasks at your accounting firm isn’t as simple as just assigning jobs and letting the pieces fall into place. Though it may seem a deceptively easy aspect of practice management, there are plenty of obstacles that can reduce your firm’s efficacy and efficiency.
It can be difficult to relinquish important tasks to other people. When you care about your work, you may find that you strive for perfection and struggle to trust others to handle assignments that you feel you do well. But if your team has been trained well, then it’s time to trust them to be successful!
### Delegating With Confidence at Your Firm
- Pick the right team member: We all have unique skills and talents in the workplace that make us better suited to some tasks; likewise, we all have our weaknesses. Consider the talents of your team and who would be best suited to the task, while also considering their current workload.
- Provide clear instructions: Starting things off on the right foot is key. It’s difficult for your staff to do what is required of them if they aren’t sure what is required. Expectations and deadlines should be communicated clearly — and it’s helpful if instructions for different tasks are written down and easily accessible so your team can refer back to them.
- Communicate continuously: Poor communication is detrimental to any project. A lot of times, delegation doesn’t just end with the assignment. When team members have questions or need clarification, it’s important that they have a place to take them.
- Offer feedback: We’re always striving to improve, and it can be difficult when you first begin taking on a new responsibility. Encouraging feedback can motivate your team and correct issues before they turn into larger problems.
### Continue to Succeed
Providing consistent feedback is just one of the ways to ensure continued success in this area. If you want your ability to delegate to become a key asset, it’s important that your team feels empowered to complete their assigned tasks. [Establishing a learning culture](https://www.aeroworkflow.com/why-a-learning-culture-is-essential-for-modern-bookkeeping-firms/) at your accounting firm can encourage open-mindedness and energize your team.
### Using Aero Workflow for Delegation
Some accounting software, like Aero Workflow, can help make delegating even easier! Aero Workflow allows you to create, assign, and time tasks. You can even store checklists that enable your team members to follow procedures step-by-step. Additionally, Aero also allows you to organize resources required to complete said tasks — like client activity history and important passwords!
Looking for some help with delegation? [Don’t forget about our Free Trial! ](https://app3.aeroworkflow.com/CreateTrialAccount)
**Categories:** Practice Management
---
### [Why a Learning Culture is Essential for Modern Bookkeeping Firms](https://www.aeroworkflow.com/why-a-learning-culture-is-essential-for-modern-bookkeeping-firms/)
**Published:** September 1, 2024
**Author:** Angelena Pierce
**Content:**
It’s never too late to learn something new — or create a learning culture at your bookkeeping firm. In fact, promoting continuous learning at your firm can help you stay competitive in the industry and improve both client and staff satisfaction.
Things change, and in order to adapt to an evolving industry, it’s vital that you and your team stay on your toes. Fostering a culture of continuous learning and development enables open-mindedness and can help you stay up-to-date with trends in business and technology. So, here are some of the benefits of a learning culture and how you can encourage one at your bookkeeping firm!
### Improving the Happiness of Your Team
Employees are much happier in their workplace when they feel they are being supported professionally and have opportunities to advance. Providing your team with the tools they need to grow and improve in their trade can foster this mindset.
### Staying Competitive
When you and your team prioritize learning new skills, you’re also ensuring that you stay on top of your game AND trends in your industry. Continuous learning can give you a competitive edge by improving the services you provide and helping you attract talent. Consider this: would you rather work for a firm that offers professional development opportunities or one that doesn’t?
### Innovation and Growth
Having a learning culture also means being open to embracing new ideas and new ways of doing things. In addition to being able to keep up with trends and new tech tools, a learning environment encourages collaboration among your team. Employees that feel empowered in their workplace are more likely to share ideas and offer solutions.
### How to Create a Learning Culture at Your Firm
What helps you learn a new skill? Do you rely on apps or other resources? Maybe you need some sort of reward to keep you motivated. Do you need ways to measure your growth in that skill so you can see your progress?
Those strategies can also be useful in the workplace! The first step to creating a learning culture at your firm is providing the right resources to your team. There are plenty of free or low-cost learning solutions out there for professionals, and you can also pay for more professional courses or create your own. Additionally, learning opportunities can include workshops and collaborative activities.
Just as you would when learning a new language, skill, or hobby in your free time, find ways to measure growth and incentivize learning at your firm. It’s also important that your learning culture includes everyone. Leading by example is the best way to encourage growth among your team!
It doesn’t matter how long your firm has been operating — or how set in your ways you might think you are. It’s never too late to start learning new things! Ready to start making some more changes at your firm? Check out our guide for [choosing new tech solutions for your business](https://www.aeroworkflow.com/how-to-make-sure-new-tech-benefits-your-accounting-firm/)!
**Categories:** Practice Management
---
### [Essential Features to Look for in an Accounting Workflow App](https://www.aeroworkflow.com/essential-features-to-look-for-in-an-accounting-workflow-app/)
**Published:** August 11, 2024
**Author:** Angelena Pierce
**Content:**
An accounting workflow app may be just the tool you need — but not all tools are created equal. When you’re looking for any new type of technology to implement at your business, there are plenty of things to consider. You have an entire team who will need to be able to learn and master the new tool; you have an entire working ecosystem of devices and apps that your new software needs to fit into. [Adapting to a new workflow app](https://www.aeroworkflow.com/6-keys-successfully-implementing-new-apps/) is a huge commitment. That’s why it’s so important to consider the following features.
### Organization
An accounting workflow app should help you to organize your client services. That includes scheduling and assigning work to the various members of your team. You should look for an app that allows you to easily schedule your work and then step away, without having to worry about constantly adding new to-dos. Look for software that allows you to schedule both recurring tasks and quickly add new ones — just for those times unexpected work pops up.
Additionally, in terms of organization your app should help you to organize client activity history, contact information, and important usernames and passwords.
### Tracking
Time is money, but did you know that workflow apps can actually help you and your team keep track of how long it takes to complete assignments? Scope creep is one of the biggest threats facing your success as an accounting firm, which is why it’s vital to fully understand the amount of time and energy it takes you to complete client projects.
### Procedure Documentation & Storage
Good workflow is dependent on all the parts of your business operating effectively and in tandem. The problem is that there are *a lot* of parts. You and your team members wear a wide variety of hats throughout the day and tackle all kinds of procedures. An accounting workflow app can help you create and store all of your procedures. With software like Aero Workflow, you can even gain access to premade checklists to utilize throughout your workday. Our Aero Library has over 100 templates and procedure guides ready to go for you to use!
### Integration
For a seamless workflow, your apps should all play well with each other. A good workflow app for accountants is able to integrate seamlessly into your existing workflow and connect to the other software you use throughout your workday, such as Office 365 or your Quickbooks Online account.
Are you currently in the market for a new (or your first) accounting workflow app? Check out our [free trial of Aero Workflow](https://app3.aeroworkflow.com/CreateTrialAccount) today to see if we’re the right match for YOU!
**Categories:** Apps, Workflow Management
---
### [The Ultimate Guide to Streamlining Bookkeeping Processes](https://www.aeroworkflow.com/the-ultimate-guide-to-streamlining-bookkeeping-processes/)
**Published:** August 4, 2024
**Author:** Angelena Pierce
**Content:**
We’re always trying to work more effectively and efficiently, but streamlining your bookkeeping processes can be tricky. After all, you wear so many hats throughout the day and manage a wide variety of responsibilities. But when you’re ready to scale, it’s vital that you find the best and quickest way to tackle your work. Streamlining now will only save you time, money, and headaches in the long run. Besides, we all need the peace of mind that comes with knowing our workflow is… well, working. So, here are some of our tricks for streamlining your bookkeeping processes!
### Talk to Your Team
The first step to streamlining your processes is figuring out what those processes are and what areas within them can be improved. This is also where it can be useful to gather feedback from your team! Just as every team member conquers different tasks throughout the workday, they also encounter different roadblocks. Work together to decide to make a list of your processes and ascertain where improvement is needed.
### Utilize Bookkeeping Checklists
You may have heard us talk about the importance of checklists before. Do you want to know why? Because they work! Bookkeeping checklists are a fantastic way to keep track of your procedures and all the steps they involve. A good checklist can be used across your firm to ensure that every member of your staff is completing tasks the same way.
### Check Your Tech
While shiny, new technology is designed to catch your eye — and may even succeed at times — its primary purpose is to make your life easier. And while ‘if it ain’t broke, don’t fix it’ is a fine philosophy for some areas in life, it doesn’t necessarily apply here. If you’ve settled into a routine with technology and haven’t branched out in a while, it might be time to check and see if there are better solutions out there.
### Automate!
Speaking of technology, there are so many amazing automation tools on the market that can help you streamline your processes by taking simple, repetitive tasks off your to-do lists. Processes like payroll, expense reports, and monthly closes can all benefit from automation. Check out our other blog to learn more about [how automation can improve your workday](https://www.aeroworkflow.com/how-to-leverage-generative-ai-in-your-bookkeeping-firm/)!
### Consider AI Tools
AI has been all the rage lately, and while the landscape may still be a bit murky as companies adjust to these new technologies — and develop usage frameworks around them — it is worth considering how you might be able to utilize generative AI at your firm. You might be able to work more efficiently by employing AI in communication, marketing, and risk management at your firm. Like automation, AI tools can take some of the simpler tasks off your plate so that you can focus on what matters: being there for your clients.
With the rate this year is flying by, we’ll be back at year-end before you know it! That’s why NOW is the perfect time to start working towards streamlining your processes. Are you looking for the perfect tool to help you work smarter? [Check out our free trial of Aero Workflow today!](https://app3.aeroworkflow.com/CreateTrialAccount)
**Categories:** Practice Management, Workflow Management
---
### [Top Hiring Practices for Expanding Your Bookkeeping Team](https://www.aeroworkflow.com/top-hiring-practices-for-expanding-your-bookkeeping-team/)
**Published:** July 28, 2024
**Author:** Angelena Pierce
**Content:**
Adding new team members to your bookkeeping firm is exciting, but hiring them can be a challenging and complex process. You need to find the right person for the job, someone who blends seamlessly into your existing team and workplace culture. That means adopting the right hiring processes so you can accomplish the job as efficiently and effectively as possible. Here are some recommendations from your friends here at Aero Workflow!
### Advertise in a Variety of Ways
To find the right candidates, you have to look in the right places. Job searchers use a wide variety of methods to research openings in companies, and you want to make yourself as visible as possible to up your chances of being seen. This could mean advertising on sites like Indeed, posting openings on your social media pages, and making appearances at career fairs and networking events.
Don’t forget that transparency and accuracy are vital when writing your job description! Your advertisement should include a clear explanation of what you are asking for and what you are offering in return.
### Ask the Right Questions
Finding the right candidate is about more than just finding someone with the right qualifications. During the interview process, you’ll want to ask questions that give you insight into their knowledge of the industry, their problem-solving skills, their ability to collaborate with others, and the things they value in the workplace.
### Offer the Right Things
Potential applicants aren’t just competing for your attention — you’re competing for theirs. In addition to offering a competitive salary, highlight your benefits, work culture, and additional incentives like hybrid/WFH working models. If members of your team get tuition reimbursement or even a gym membership, tell your job candidates about that!
### Consider a Recruiting Agency
Depending on your budget and bandwidth, you may want to look into hiring a recruiting agency. Agencies can help you increase your firm’s visibility and target unique and qualified candidates in their hiring pool. A recruiting agency can also take some of the process off your hands. If you’re tight on time, they can manage the entire process, both advertising your listing and managing your applicant pool.
### Look for Non-Traditional Candidates
A barrier you may be running into when hiring new team members is a small hiring pool. Have you considered broadening it? Good qualities like tech-savviness, creativity, leadership skills, collaborative abilities, and having a knack for customer service can sometimes outweigh experience in the field. If you’re looking to attract non-traditional candidates for your firm, be sure to check out [our other blog post](https://www.aeroworkflow.com/unlocking-hidden-talent-how-to-recruit-non-traditional-candidates-for-bookkeeping-roles/) for some tips!
### Be Patient
Rome wasn’t built in a day, and neither are excellent bookkeeping teams. Be prepared to take your time to find the right candidate rather than settling on applicants you aren’t completely sure of. One more thing: it’s important to find candidates who are forward-thinking. You want team members with the creativity and leadership abilities to take your bookkeeping firm to the next level. Want to utilize your hiring process to future-proof your firm? [Check out this further reading!](https://www.aeroworkflow.com/future-proofing-your-cas-firm-success-strategies-for-2024-and-beyond/)
**Categories:** Practice Management
---
### [Managing Client Expectations: Best Practices for Accountants](https://www.aeroworkflow.com/managing-client-expectations-best-practices-for-accountants/)
**Published:** July 21, 2024
**Author:** Angelena Pierce
**Content:**
Managing client satisfaction at your accounting firm starts with managing client expectations. Imagine you’re a kid going to a party and you expect there to be a bounce house. If you arrive at the party to find cake, games, and a pool… You might still be disappointed because you built it up to be something else in your head. In the adult world, this happens in business relationships all the time.
It’s not as much about good or bad service as it is expectations. When clients expect one thing but get another, they can end up dissatisfied with your business. That’s why it can be vital to carefully manage your clients expectations. When everyone is on the same page, everyone stays happy. Here are some best practices for establishing and maintaining expectations at your firm.
### Utilize Your Engagement Letter
Your engagement letter is the first line of defense when it comes to setting expectations with clients. In your engagement letter, you define the scope of the services you will provide along with the expectations YOU have for your client. When your engagement letter is specific, clear, regularly updated, and readily available for your client to review, they should have a better understanding of what they can expect from you.
### Create a Communication Plan
Good communication is a key part to a good relationship… and one of the ways a client relationship can fall apart. Ask yourself: Have you set clear expectations for your clients in terms of how you will communicate? What channels should they be reaching you through and at what times? When are you unavailable to clients? How are you communicating longer absences, like vacations or emergencies, and who can they contact when you’re not there?
### Send Reminders About Deadlines
You can’t do your job unless you have everything you need, exactly when you need it. Setting clear deadlines and sending reminders as the due dates approach is one way you can set a clear expectation for your clients. They need to know what is due, when, and what happens if they do not meet that deadline.
### Talk to Your Clients
Gathering feedback is a great way to gauge how your clients are feeling about your services and your working relationship. You can utilize surveys or simply schedule meetings with your clients to talk to them about how things are going. Ask them if there are any areas you can improve in. Even just showing that you are adaptable and care about what they have to say can make a big difference in their overall satisfaction.
Managing client expectations is an integral part of managing an accounting firm. You may be great at your job and provide excellent service, yet unclear expectations can still create dissatisfaction among clients. No one wants that. We all want happy clients who stick around AND refer others to our business. So, be sure to try out these tips — and check out our guide to [creating a client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/)!
**Categories:** Practice Management
---
### [The Role of Engagement Letters in Preventing Scope Creep](https://www.aeroworkflow.com/the-role-of-engagement-letters-in-preventing-scope-creep/)
**Published:** July 14, 2024
**Author:** Angelena Pierce
**Content:**
For accounting professionals, there aren’t many phrases scarier than “scope creep”. [Many things can cause scope creep](https://www.accountingweb.co.uk/community/industry-insights/scope-creep-why-it-happens-and-how-to-avoid-it), but essentially it boils down to doing more work than you’re being compensated for. It can be difficult when originally outlining a project to predict how large it will become. Underestimating the time or effort that it will take to complete certain tasks, however, can eat away at both your time and your bottom line. Likewise, clients who expect more work than you bargained for can be detrimental to your business’ success.
A solid engagement letter can be your ticket to preventing scope creep at your firm. But what is an engagement letter, how does it help, and how can you write the perfect one?
### What is an Engagement Letter?
An engagement letter is a contract that defines the scope of the services you are providing to a client. Engagement letters also outline what your professional relationship looks like. For example, these letters can outline your client’s responsibilities in addition to your own. The engagement is not only part of your sales process and client onboarding, it is also a legal document that can protect you from future trouble.
### Engagement Letters and Scope Creep
Your engagement letter is your first line of defense in preventing scope creep. It’s where you outline the depth of your work and the time you will spend doing it. Having this outline is vital when it comes to explaining to your clients why you cannot do additional work for them outside of your initial agreement. Renewing this document annually also allows you to regularly review your engagements and identify any scope creep that could be eating into your bottom line.
### Writing Your Engagement Letter
In order to best protect your business from scope creep and any legal trouble that may arise, you have to ensure that your engagement letter is accurate and thorough. If you need a place to start, there are plenty of templates out there that can serve as a jumping-off point. There are, however, some key things you’ll want to make sure your engagement letter includes.
- Naming of involved parties: It is still a contract, after all.
- Scope: This is the crux of your engagement letter and the true key to preventing scope creep. When outlining the scope of your work, you’ll want to be as specific as possible.
- Cost: When, how, and how much will you be paid for your services? What happens if an invoice is not paid on time?
- Client’s role: What tasks and deadlines is your client responsible for?
- Time frame: How long will the engagement last? Also, consider [renewing your engagement letter annually](https://www.aeroworkflow.com/review-your-engagements-annually/) to account for increases in your prices.
- A breakup policy: Sometimes, things just don’t work out. Be sure to outline in your letter what will need to happen if your client decides to terminate the engagement.
Scope creep doesn’t have to creep up on you — not if you have the right tools in place to protect your time and money. Once you have your engagement letters drawn up, don’t forget to consult a legal professional.
**Categories:** Practice Management
---
### [Streamline Your Workflow: How to Design Bookkeeping Checklists](https://www.aeroworkflow.com/streamline-your-workflow-how-to-design-bookkeeping-checklists/)
**Published:** July 7, 2024
**Author:** Angelena Pierce
**Content:**
Is your workflow not… working? It may be time to start utilizing bookkeeping checklists! Workflow checklists allow you to maximize your efficiency and standardize your procedures. By following the same template every time you do a bookkeeping task, you can ensure you never miss any important steps. But of course, not all checklists are created equal. Creating a bookkeeping checklist isn’t the same as making a regular to-do list. So, here are some of our tips for documenting your processes to make your workflow more efficient.
### Why Use Bookkeeping Checklists?
You wear a lot of different hats at your job and do a wide variety of tasks throughout your workday. It can be difficult for even the most veteran bookkeeper to keep track of all those procedures. Aside from that, as you scale your firm, you’ll find that it can become increasingly difficult to guarantee the same service across the board. When followed correctly, checklists make it so tasks are completed the same way by every member of your team.
### Talk To Your Team
Your team is the lifeblood of your firm, and no one understands the ins and outs of the workday better than them. It can be incredibly useful to involve everyone in the process of designing your checklists. Gather feedback from your team to decide what procedures need documenting and how to make your checklists as user-friendly as possible. Remember that checklists that are stored digitally, [like those through Aero Workflow](https://app3.aeroworkflow.com/CreateTrialAccount), can include helpful links and additional information a team member might need.
### Figure Out the Steps
Designing a checklist means being as meticulous as possible. It may sound silly to write down everything, but it’s best to be overly cautious when you’re dealing with time-sensitive tasks or sensitive client information. Work with your team to ensure every step of every task is accounted for. For example, a client onboarding checklist might include items like *send a welcome email* or *set up cloud storage*. Missing any one of these steps in the process could result in decreased client satisfaction and more work later on.
### Store Your Checklists
Having a secure, easily accessible place to store your checklists is vital once you’ve created them. You don’t want to keep your checklists lying around in an old filing cabinet. Utilizing cloud-based storage will allow your team to access them easily, wherever and whenever needed.
### Plan for Change
Your bookkeeping checklists should also be designed to evolve. A checklist can’t be set in stone because procedures change. Maybe you adopt a new technology or maybe you just find a more efficient way to do an old task. Either way, you’re going to need a system in place for updating your existing procedures. (Tools like Aero Workflow [allow you to customize and edit your checklists with ease!](https://www.aeroworkflow.com/year-end-checklists-2/))
Looking for more advice on writing bookkeeping procedures? Be sure to check out our other blogs!
**Categories:** Practice Management, Productivity, Workflow Management
---
### [The Role of Technology in Scaling Your Bookkeeping Firm](https://www.aeroworkflow.com/the-role-of-technology-in-scaling-your-bookkeeping-firm/)
**Published:** June 30, 2024
**Author:** Angelena Pierce
**Content:**
The right technology can make all the difference for your bookkeeping firm. It’s easy to get distracted or overwhelmed by all the tech options out there, especially with the recent rise of generative AI technology like Chat GPT. But at the end of the day, software and apps should be like tools in your toolbox. You should be able to use them to patch holes and solve problems.
### How Good Tech Helps You Scale
Finding the right tech stack for your firm can give you the necessary edge to scale your firm. Technology can improve your efficiency and quality of work. It can increase collaboration on your team and the effectiveness of that collaboration. It can improve client satisfaction by enabling you to provide quicker, quality work and bettering communication. Some tech can even help you standardize your practice, allowing you to provide the same excellent service to every single one of your clients.
### Is Your Tech in the Way?
Technology is supposed to make our lives easier, not harder. Is your tech stack holding you back rather than providing the support you need to grow your firm? Suppose you’ve noticed that your software does not integrate well with each other, that tasks are taking an unnecessarily long amount of time due to tech problems, or that there’s an area in your business you’re still doing the old-fashioned way. In that case, it may be time to [make some updates](https://www.aeroworkflow.com/how-to-make-sure-new-tech-benefits-your-accounting-firm/).
### What Technology Can Help You Scale Your Firm?
- Workflow and Project Management: You’re busy. That’s where workflow and project management software come in. Tools like Aero Workflow can help you store your procedures, schedule and track tasks, and collaborate with your team.
- Automation: Though it may sound intimidating, automation is quickly becoming a close friend to many industries. Automation tools allow you to forget about simple, repetitive tasks so that you can focus your energy on what matters: serving your clients.
- CRM: A CRM, or a customer relationship system, allows you to easily collect and manage client information. This can enable you to provide better customer service and understand your client base better.
- Time-Tracking: These kinds of tools are essential for bookkeeping businesses that use an hourly pricing model, but they can also be useful for fixed-fee services. Time-tracking lets you accurately see how long each task takes you, helping to prevent scope creep in your business.
- Communication: It may seem like a no-brainer, but good communication tools are vital to efficiency in business. The right tools can make your communication more effective, enabling you to reach your clients and staff easily whenever a need arises.
While technology can’t do all the work for you, it can certainly help you work faster and smarter. With tools like automation taking simple tasks off your plate and workflow management software streamlining your workflow, you can even scale your business. Are you in the market for a new tool that can help you standardize your practice? [Check out our Free Trial today to see if Aero Workflow is the right tool for you](https://app3.aeroworkflow.com/CreateTrialAccount)!
**Categories:** Apps, Practice Management, Workflow Management
---
### [From Satisfaction to Advocacy: Nurturing Client Loyalty in Bookkeeping Service](https://www.aeroworkflow.com/from-satisfaction-to-advocacy-nurturing-client-loyalty-in-bookkeeping-service/)
**Published:** June 2, 2024
**Author:** Angelena Pierce
**Content:**
Referrals are by far the best way to get the word out about your business, so how do you turn a client into an advocate for your bookkeeping firm? The answer lies in excellent and personable service. Loyalty is earned, after all, not given. But don’t worry: we’ve got some great strategies down below to help you increase client satisfaction and, in turn, organically spread the good word about your bookkeeping firm. At the end of the day, there’s no better marketing strategy than being good at what you do.
### Get to Know Your Clients
There is some basic information you should already know about your clients, like their birthdays or the day that you started working together. It may seem trivial, but a simple happy birthday message can go a long way in increasing client satisfaction. You should also try your best to be personable! There’s nothing wrong with starting a meeting by asking a client about their day.
### Get Personal
A one-size-fits-all approach to marketing and communication can be detrimental to client loyalty. Instead, make your clients feel special by tailoring your communication to them individually. No more sending out the same, blanket emails to everyone in your contact list. Personalize them!
Collecting data about your clients’ needs, interests, and preferences can also help you anticipate opportunities. Some things you should keep track of include what services have been offered to them in the past and what topics often come up in meetings.
### Stay in Touch
There’s nothing more frustrating than bad communication. [A client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) can save both you and your clients plenty of headaches. This plan would include preferred methods of communication and outline your availability. When your clients know how and where to reach, they’ll feel much more at ease.
### Ask for Feedback
The best way to keep your clients happy is to listen to them and be proactive with problem-solving. Regularly asking for feedback can help prevent serious issues from arising. This can happen in in-person meetings or take the form of surveys you send out periodically. Don’t forget that this sort of feedback doesn’t just make your clients feel important — it can help improve your business overall.
### Be Direct When Asking for Referrals
It might sound awkward, but sometimes the best strategy is to just simply ask. Choose the right clients and the right time, and remind your clients how much value you have provided for their business. Asking for [referrals](https://www.linkedin.com/pulse/referral-marketing-101-comprehensive-guide-setting-up-hs2of) can even help clients feel appreciated because it shows them that you think highly of their opinion. You can also ask for reviews to feature on your website and encourage clients to share your social media posts!
Happy clients become happy advocates, and there’s no better person to represent your company than someone who has already benefited greatly from your services. Don’t forget to check out our other blogs to help you scale your bookkeeping firm, and let us know down below how you’re increasing client satisfaction in the second half of 2024!
**Categories:** Client Support, Marketing, Practice Management
---
### [Spring Cleaning: Time to Update your Bookkeeping Checklists](https://www.aeroworkflow.com/spring-cleaning-time-to-update-your-bookkeeping-checklists/)
**Published:** May 19, 2024
**Author:** Angelena Pierce
**Content:**
Spring has sprung, and there’s no time like the present for reviewing and updating your bookkeeping checklists! This time of year is perfect for sorting through old documents, seeing what works, and deciding which of your checklists just don’t cut it anymore.
Bookkeeping checklists are a fantastic tool for ensuring you don’t miss any important steps in your day-to-day procedures. When reviewed and updated regularly, these checklists can help you improve efficiency, reduce errors, and keep your clients satisfied through successful onboarding and client communication. But that’s the thing — they have to be reviewed and updated, or else these checklists will quickly become obsolete as your business grows and changes.
### Review Your Checklists
Change is natural, and your bookkeeping checklists were never meant to be permanent. No, a good bookkeeping checklist is meant to evolve with your business. But before you can make any changes, you’ll need to do a complete audit of your existing bookkeeping checklists. Take stock of what checklists you currently have and go through them, one by one, to look for any glaring holes. This is also a good time to add checklists if you realize there are any procedures you’ve yet to record.
### Talk to Your Team
When revising your checklists, the best place to start is with your bookkeeping team. You can either stage a meeting or send out a survey to your team members requesting feedback. Ask them if anything about their procedures has changed in the last year. Oftentimes, we make tweaks to our processes long before they are updated on paper — or maybe when the checklists were originally made, a particular step was not accounted for.
### Update Your Checklists
Hopefully, you already have a procedure in place for updating your procedural checklists. As you go to make changes, consider who needs to be notified of these changes and whether or not additional training will be required as you switch to the new, modified procedure. Make sure the checklist is updated everywhere that it exists. The last thing you want is for your team members to be working off of different versions of the file. It’s also vital that you continue to improve your checklists as you go. It may sound redundant, but it isn’t strange to have a checklist… for updating checklists!
It’s a good idea to regularly review and update your bookkeeping checklists to ensure compliance across your firm. You want every client that passes through your doors to receive the same excellent service. Checklists help build that consistency and standardize your practice.
Maybe you aren’t reviewing your checklists this year but just starting to create them. If that’s the case, don’t forget to check out some of our [other blogs](https://www.aeroworkflow.com/year-end-accounting-checklists/) to help you get started!
**Categories:** Practice Management, Workflow Management
---
### [Work Smarter, Not Harder: Streamline your Accounting Workflows](https://www.aeroworkflow.com/work-smarter-not-harder-streamline-your-accounting-workflows/)
**Published:** May 12, 2024
**Author:** Angelena Pierce
**Content:**
It’s time to do some spring cleaning… and by that, we mean streamlining your accounting workflows!
You complete so many tasks during your workday, and it can be hard to find the time to overhaul those tasks and decide what’s working… and what isn’t. But by making a few tweaks here and there, you can save yourself time and money by working more efficiently. Here are some ways you can get started streamlining your workflows today!
### Gather Feedback
Your team is the lifeblood of your accounting firm, and they intimately understand the business’s day-to-day operations. They probably even have workflow issues they’d like to solve or processes they think could use improvement. You know what they say: two heads are way better than one. Start the process of streamlining your workflows by talking to your team. Bringing everyone together can help you identify problem areas.
### Do a Tech Overhaul
The right tech can make or break a business. If your firm has been in business for a long time, you may find that you’ve become a little set in your ways when it comes to technology. We get it: there are new innovations in tech every day, and it can be difficult to keep up. But you don’t need to have the newest, shiniest apps and tools — you just need the right tech for your business. With your team, discover your tech pain points. Keep in mind that having apps that integrate well with each other can save you a lot of time and headaches!
Looking for a new accounting software? Don’t forget to check out our [free trial](https://app3.aeroworkflow.com/CreateTrialAccount)!
### Create Checklists
Checklists are an essential step towards standardizing procedures at your accounting firm, which in turn will help save you time and money. Your work day can be broken down into many smaller tasks, from onboarding a new client or collecting important documents in a timely manner. Documenting your procedures allows you to ensure you aren’t missing any important steps AND deliver the same, great service every time. Imagine how much time you’ll save when every part of your task is clearly outlined for you to follow along!
### Automate Where You Can
Automation is a great way to cut out some of those simple, repetitive tasks that eat into your workday. Consider tasks like sending reminder emails or sorting invoices. When you let automation take the small stuff off your hands, you can focus your energy where it really matters: helping your clients. This can help you and your staff be more productive.
This spring, let’s work smarter, not harder. Sometimes, a few little tweaks can make a huge difference in your day-to-day workflow — and the best part is, these tweaks are relatively low-effort changes with potentially big rewards. Let us know what you’re doing this quarter to streamline your accounting workflows!
Are you ready to start documenting your procedures? Be sure to read our other [blog](https://www.aeroworkflow.com/from-chaos-to-order-building-procedures-in-your-cas-firm/) for a more in-depth look at how checklists can benefit your accounting firm!
**Categories:** Workflow Management
---
### [The Art of Asking: Techniques to Secure Referrals for Accounting Firms](https://www.aeroworkflow.com/the-art-of-asking-techniques-to-secure-referrals-for-accounting-firms/)
**Published:** May 5, 2024
**Author:** Angelena Pierce
**Content:**
Asking for referrals from your clients can be awkward, but they can be necessary for a growing accounting firm. Though times have certainly changed, [word of mouth](https://www.businessnewsdaily.com/2353-consumer-ad-trust.html) remains the best way to find new clients. People are going to trust their close friends and trusted colleagues more than they’ll trust complete strangers, and it always helps to be able to showcase examples of how your work has provided value to other businesses.
### What is a Referral?
A referral is just what it sounds like — when a client recommends your services to a potential client. How often do you give your friends recommendations? Surely you’ve recommended movies, songs, restaurants, and even other businesses to people in your circle. That’s just what you do when you’re satisfied with a good or service you’ve received. Referrals can be individualized, from one friend or colleague to another, or they can take the form of reviews that you feature on places like your website. But we know that referrals can be useful, so how do you get them?
### Be Selective About Who You Ask
No one likes to admit they have favorites, but when it comes to referrals, you should start by asking your best accounting clients. There are a lot of different metrics you can use to determine this, like which clients are the most pleasant to work with or which clients provide the most income to your firm.
### Ask Directly
If you’re going to ask for a referral, you want the request to be personal and direct. This will help your clients feel more valued and important, which in turn will give them more positive things to say about your firm. You can ask clients either in person or over email. Pro tip: be sure to remind them of the scope of the services you have provided and how your firm has benefited their business.
### Look for Connections
The more specific you can be with your ask, the better. If you know that your client has connections with another business owner, you can ask them directly to speak to that potential client on your behalf.
### Ask at the Right Moment
Do you remember when you were a kid and you’d be careful to catch your parents in a good mood before asking them for things? Likewise, you should ask clients for referrals at the right moment. Choose a time when you know they are not going to be busy with work. Ideally, the best time to ask for a referral is directly after you have demonstrated your value to their business through your hard work.
### Ask for Reviews
In addition to direct referrals, you can ask for reviews that you can display prominently on your website and share on social media. While these may not be as personal as direct referrals, reviews can also help potential clients feel good about their decision to work with you. Think of it like this: if you’re shopping online, are you more likely to buy a product with zero reviews or several positive ones?
Referrals can be a vital key to scaling your accounting firm. Need to bolster your client relationships first? Be sure to check out our [other blog here](https://www.aeroworkflow.com/how-to-set-and-meet-client-expectations-at-your-bookkeeping-firm/)!
**Categories:** Client Support, Marketing, Practice Management
---
### [From Leads to Loyalty: The Impact of CRM on Accounting Firm Success](https://www.aeroworkflow.com/the-impact-of-crm-on-accounting-firm-success/)
**Published:** April 21, 2024
**Author:** Angelena Pierce
**Content:**
A CRM could be the difference between a lead and a loyal accounting client. Is the way you’re organizing client information holding you back? Spreadsheets may be a good solution in the short term, but as your clientele base becomes larger, they can become messy and unmanageable. The last thing anyone wants is to lose a client due to lost information.
A customer relationship management system (CRM) is a type of software that collects and manages client data along with managing your client interactions. Utilizing a CRM tool can help you improve efficiency at your firm and improve client satisfaction. Still not convinced? Here are some of the various ways a CRM can help your firm succeed!
### Better Customer Service
The biggest drawback of unsophisticated client management systems, such as spreadsheets, is the risk of upsetting or even losing clients. For example, if you have to ask your client the same questions about their business history over and over again, they may grow dissatisfied with the service you’re providing. Having all your data in one secure, easily accessible place will also help your team locate client information and reach out to potential and existing clients promptly.
### Improved Retention Rates
You want your clients to stick around. The best way to keep your best clients is to know and understand them. That’s where a CRM comes in. A CRM can help you inspire loyalty to your firm by helping you understand when your clients are not engaged with your content when they aren’t responding well to your communication, and when there are problems that need to be fixed.
### Better Reporting
A good CRM software will also be able to analyze your client data and give you insightful information about your existing client base. Demographic information, along with site metrics like click-through rates, will help you better target your ideal clients. With your CRM’s reporting abilities, you’ll also be able to assess your team’s performance and track progress on your goals.
### Increased Efficiency & Improved Collaboration
Part of what makes CRMs so useful is the fact that they utilize automation. With [automation](https://www.journalofaccountancy.com/issues/2023/may/increase-capacity-with-automation.html), simple, repetitive tasks can be taken off your team’s hands. Additionally, communication among your team can be improved by using your CRM dashboard. You can see how far along your team members are on projects and communicate about projects within the CRM.
### Where Do I Start?
We’re glad you asked. If you’re in the process of scaling your firm or are experiencing increased dissatisfaction among your client base, then there’s no time like the present to look into adopting a CRM tool. There are a few things you’ll need to consider in your search, such as cost, how well the software will integrate with your existing tools, and how you will train your team to use the new tool.
As with any new tool, it’s vital to choose the right CRM for your accounting firm. Are you interested in increasing satisfaction at your firm in other ways? Don’t forget to check out our [blog](https://www.aeroworkflow.com/how-to-set-and-meet-client-expectations-at-your-bookkeeping-firm/)!
**Categories:** Apps, Practice Management, Sales
---
### [Why Your Bookkeeping Firm Should Have an AI Usage Framework](https://www.aeroworkflow.com/why-your-bookkeeping-firm-should-have-an-ai-usage-framework/)
**Published:** April 14, 2024
**Author:** Angelena Pierce
**Content:**
AI is here to stay; does your bookkeeping firm have a plan for how AI should be used? An AI usage framework is necessary for any business trying to adjust to the changing technological landscape while still keeping the trust of your team and clients.
While there are many benefits of using AI at your firm — such as improved efficiency, reduction of human error, and the ability to comb through large amounts of data in very little time — AI also comes with some drawbacks. That’s why establishing guidelines is vital before making any drastic changes to the way you work. Here are some other reasons why YOU should have an AI usage framework.
### It Impacts Your Clients
Big changes at your bookkeeping firm should always be communicated to your clients, and the implementation of AI is no different. It should be company policy that you disclose your usage of AI and explain how you are using AI to your clients.
### It Impacts Your Team
Many are concerned about how AI will impact the workforce. There are lots of everyday tasks that can be transitioned over to AI, meaning the roles of your team members could be subject to change. A usage framework can help outline how you will update roles and retrain your team members for new responsibilities, should the need arise.
### Accuracy
Perhaps one of the largest concerns regarding AI is the accuracy of data outputs. An AI usage framework can help you establish a system for checking the accuracy of AI data outputs, performing audits, and being on the lookout for better options if your current system is resulting in too many errors.
### Data Privacy
As a bookkeeper, you handle a lot of sensitive information. Your clients are trusting you to keep their information safe and secure. As you begin to work with AI, be careful to select tools that prioritize privacy. Do a thorough read-through of the terms of service. Also, be sure to review the TOS regularly to catch any changes that may affect your business.
### Compliance
AI is a rapidly growing industry, and it seems that every day large strides are made in AI technology. As the industry changes and becomes more prevalent, regulations around AI are also subject to change. Keep that in mind when creating a usage framework. Adaptability is key when working with AI.
AI technology can greatly improve many aspects of your workday and, ultimately, could help you scale your firm. But there are also some ethical and logistical concerns regarding its usage. As with any tech addition to your business, it is important to set some ground rules.
Don’t forget to check out our blog to learn about the ways [AI can benefit your firm](https://www.aeroworkflow.com/how-to-leverage-generative-ai-in-your-bookkeeping-firm/)!
**Categories:** Apps, Practice Management
---
### [Onboarding New Bookkeeping clients: First Impressions Matter](https://www.aeroworkflow.com/onboarding-new-bookkeeping-clients-first-impressions-matter/)
**Published:** April 7, 2024
**Author:** Angelena Pierce
**Content:**
Your onboarding process is the perfect time to show new bookkeeping clients that you’re personable, available, and won’t let them down. For many clients, the difference between a good bookkeeper and a great bookkeeper is all about communication. A good bookkeeper will do the job well; a great bookkeeper will provide excellent customer service on top of their more basic job description. Providing personable service can also help you land more clients and retain them for the long haul.
It all starts with a [good first impression](https://www.forbes.com/advisor/business/customer-onboarding/)!
### Be Responsive
There is no worse first impression than no impression at all. Are you losing leads at your bookkeeping firm by not being responsive enough? Are you responding to email inquiries and answering phone calls ready to strike a deal? How long has it been since you cleaned out your voicemail?
### Be Available
If you’re difficult to reach, you’ll probably have a lot of dissatisfied clients on your hands. Put yourself in your client’s shoes for a moment. Money is a huge stressor for businesses, and your clients are looking to YOU a lot of times before making difficult decisions for their business. That’s why it’s important to make yourself available. Make sure there are a variety of channels through which clients can reach you and that your hours of availability are easy to find.
### Set Clear Expectations
A lot of disappointment in business relationships stems from unclear or unmet expectations. This is why your client engagement letter should be a core aspect of your client engagement plan. To learn more about crafting the perfect engagement letter, be sure to check out our other blog [here](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/)!
### Listen, Listen, Listen
The best way to be a client-focused bookkeeper is to keep your ears peeled. Nothing makes clients feel more appreciated and cared for than having a bookkeeper who hears them. You can ensure your new bookkeeping clients feel heard through active listening. Call them by their names, repeat what they’ve said, and present their options in a clear and easy-to-understand manner. You can also make it a regular practice at your firm to check back in with clients through surveys!
### Standardize Client Procedures
Every client who walks through your doors (or joins your online calls) should have the same great experience with your firm. To achieve that, you need to standardize your client procedures. You can create standard scripts for answering phones, sending inquiries to new clients, and responding to conflict. You can also create written procedures that your staff can use to ensure they don’t miss any vital steps of the client onboarding process.
It’s rare to get second chances when it comes to business relationships, and that’s why the initial stages of meeting and onboarding a client are so important. Happy clients create happy bookkeeping firms, after all. Let us know down below how you’re improving your onboarding process at your bookkeeping firm down below!
**Categories:** Client Support, Practice Management
---
### [Boosting Your Accounting Firm's Profitability: Working Smarter, Not Harder](https://www.aeroworkflow.com/boosting-your-accounting-firms-profitability-working-smarter-not-harder/)
**Published:** March 10, 2024
**Author:** Angelena Pierce
**Content:**
Increasing your accounting firm’s profitability doesn’t have to mean working twenty-four hours a day. You also don’t need to take on more clients and more work. Making simple changes in the way that you approach your work can prevent you from [becoming burnt out](https://www.forbes.com/sites/forbesfinancecouncil/2022/03/25/four-tips-for-accountants-to-beat-burnout/) while also helping you increase your firm’s bottom line. You know what they say — it’s far better to work smarter than it is to work harder. Here are some small changes that may make a big difference for your business!
### Don’t Waste Time on the Wrong Clients
Just because a client isn’t necessarily “bad” doesn’t mean they can’t be bad for your firm. What does your ideal client look like? Maybe they work in a certain industry or generate a certain amount of revenue each year in their business. No matter the profile, an ideal client should at the very least be increasing your profits rather than eating into them. Learn to say no to potential clients if you don’t think you can add value to their business and vice versa.
### Leverage Your Existing Clients
Finding new clients can certainly increase your profits, but don’t turn a blind eye to existing clients. The easiest way to increase your income without putting in more work is by taking a look at your existing contracts. Are there expenses or costs you can cut back on? Are there additional services or more advanced service packages that may be useful to your client?
### Record & Store Your Procedures
Efficiency is key to increasing profitability. How much time do you waste trying to figure out the proper way to[ conduct a procedure](https://www.aeroworkflow.com/from-chaos-to-order-building-procedures-in-your-cas-firm/)? You can cut out the confusion by writing down your procedures and storing them in the cloud, where all of your team members can easily access them.
### Automate Where You Can
“Work smarter, not harder” might as well be the slogan for automation. Many accounting firms are learning that automation is not an enemy. Rather, automation tools can be incorporated into your work life to handle simple, repetitive tasks. This will help free up time for your team so that they can focus on what matters and increase their productivity.
### Take Care of Yourself
While increasing profitability should always be front of mind for your accounting firm, so should the well-being of you and your team. The good news is this: working smarter can help both your bottom line and your peace of mind. The better you feel, the better you’ll be able to assist your clients.
Using profitability as a metric for success is different from revenue-based assessments. Because profitability takes your expenses into account, you can increase your profitability through higher productivity, reduced scope creep, and cutting back costs where you can. In the long run, this may be a more sustainable way to approach your firm’s success.
More work and more clients will also mean more exhaustion, more burnout, and more difficulty remaining consistent in your success. Through increasing your profitability with smaller adjustments, you can enjoy continued success AND improved well-being.
**Categories:** Practice Management, Productivity
---
### [Mastering Pricing Strategies: Growing Your Bookkeeping Business](https://www.aeroworkflow.com/mastering-pricing-strategies-bookkeeping/)
**Published:** March 3, 2024
**Author:** Angelena Pierce
**Content:**
The right pricing strategies can elevate your bookkeeping firm to new heights. We know: pricing can be a tricky issue. Working with money and talking about money, after all, are two very different things. You may know that your services are valuable, but you may also have time to quantify that value or explain it to your clients. That’s why we’re here to break down some pricing strategies that may be useful if one of your goals for this year is to grow your firm.
### Know Your Clients
Probably the most important strategy when it comes to pricing your services is knowing your clients. Understanding your clients can help you understand your business too. What do your clients generally look like? How much revenue do their businesses generate? How much value would you say you create for them? What are their pain points and how can you best communicate your usefulness to them?
### Create Packages
Once you understand your client base, you can create packages with them in mind, all set at different price points. This will help simplify your bookkeeping services to those who may not be as well-versed in what you do. Along with creating packages, you can also utilize menu pricing. This is a strategy wherein you offer numerous packages at different price points but start your pitch with the most expensive one. This will help clients to immediately understand the bracket your firm is in.
### Understand Different Pricing Methods
- *Hourly Billing:* This is probably the pricing method most people are familiar with. With this model, you set an hourly rate for your services and charge clients accordingly based on the amount of time spent on bookkeeping work. There are a lot of downsides to this model. Though it may be easy to implement, hourly billing is extremely vulnerable to scope creep. It can be difficult to define bookkeeping tasks solely by the amount of time they take to complete. Further, hourly billing puts a cap on how much your firm can earn. There are only so many hours in the day, after all.
- *Fixed-Fee Pricing:* With this model, bookkeeping firms set a fixed rate for each specific type of work. This rate does not change, regardless of the amount of time it takes to complete the tasks associated with the job. Fixed-fee pricing can help you eliminate accounts receivable, but if your operation costs increase, you’ll have to update your prices too.
- *Value-Based:* Value-based pricing is where you charge based on the perceived value of your services, rather than based on time spent or type of project. If you are doing bookkeeping work for a larger business, for example, you would bill them higher because you are adding more value to their business. The drawback to this model is that it relies on your abilities as a salesperson.
Every bookkeeping firm is unique, and at the end of the day, multiple pricing methods and strategies may be needed for optimum results. Considering moving to a fixed pricing model? Don’t forget to check out our other blog for tips on [transitioning your bookkeeping firm](https://www.aeroworkflow.com/fixed-fee-accounting/)!
**Categories:** Pricing Models
---
### [Avoiding Bookkeeping Client Nightmares: 5 Red Flags Firms Must Spot](https://www.aeroworkflow.com/avoiding-bookkeeping-client-nightmares-5-red-flags-firms-must-spot/)
**Published:** February 25, 2024
**Author:** Angelena Pierce
**Content:**
Not every bookkeeping client is going to be a perfect fit for your firm, but some truly terrible clients can make your job a nightmare. You probably have some client horror stories of your own (who doesn’t?) but there are ways to avoid another worst-case scenario. You just have to learn how to spot clients that should be avoided. Here are 5 red flags for bookkeeping clients that should make you run in the opposite direction.
### 1. They’re Unhappy With Your Prices
When a potential client disagrees with your pricing, it may be a good idea to go ahead and jump ship. Your skills and expertise are highly valuable, and you’ve set your prices to reflect that. A simple question about pricing that can be answered with a simple explanation is fine. However, when a potential client starts trying to bargain with you or openly complains about the cost of your services, they are already showing signs that they don’t respect your value.
### 2. They’re Unprofessional
Your time is precious, and any potential bookkeeping client who arrives late to a meeting or doesn’t come prepared is wasting it. You should be on the lookout for unprofessional behaviors when first getting to know a client, from tardiness to passive-aggressiveness. It’s always important to keep in mind that you are looking for people you can work with long-term. If they seem difficult to work with, they probably will be.
### 3. They Talk Negatively About Their Previous Bookkeeper
This partially falls under the umbrella of “unprofessional”. Imagine you’re on a date with someone and, out of nowhere, they start badmouthing their ex in front of you. Weird, right? While there are certainly bad bookkeepers out there, this kind of talk usually reflects more on the speaker. Besides, word of mouth is important. What are the odds of this client turning around and talking about you in the same way?
### 4. They Aren’t Communicating
Good relationships are built on [good communication](https://www.aeroworkflow.com/how-good-communication-leads-to-good-accounting-clients/). In your earliest interactions with clients, you should pay attention to how quickly they respond, how clearly, and whether or not there are any issues with your communication. As a bookkeeper, you often deal with time-sensitive matters. If you have a gut feeling that this client’s lack of good communication will cause you stress in the long run, it’s good to trust your gut.
### 5. They Aren’t Even Real
There’s no bigger client nightmare than a scammer. In the digital age, scammers are pretty tech-savvy. It’s good to be aware of [current scamming techniques](https://www.bbb.org/article/business/19932-bbb-warning-businesses-dont-fall-for-that-scam) and to be careful about responding to every email from potential “clients”.
Bad clients can create all sorts of problems for your bookkeeping firms ranging in complexity and severity. Spotting red flags in potential clients not only protects you from bad days at work, but from legal ramifications, scope creep, and even fraud. Do you have any other client red flags? Let us know down below!
**Categories:** Client Support, Practice Management
---
### [Smarter Accounting with Chat GPT: CAS Firm Best Practices](https://www.aeroworkflow.com/smarter-accounting-with-chat-gpt-cas-firm-best-practices/)
**Published:** February 18, 2024
**Author:** Angelena Pierce
**Content:**
The future is now; is it time for your accounting firm to evolve using AI tools like ChatGPT? As AI advances, businesses nationwide are drawing up usage guidelines for their staff and finding creative ways to incorporate this new technology into their daily lives. Accounting firms are in a unique position to benefit from this tech due to the high volumes of data accounting professionals work with daily. But it can all be pretty overwhelming, which is why we want to help you get started with using AI at your firm.
### What is Chat GPT?
You’ve probably seen AI-generated images flooding your Facebook timeline recently and heard the tech frequently compared to science fiction shows like Black Mirror. While AI may have been first popularized in science fiction classics, with robots becoming horrifyingly intelligent, actual AI is a pretty broad field. [ChatGPT](https://chat.openai.com/), a generative AI tool, focuses on something called Natural Language Processing (NLP) which uses machine learning technology to help computers understand human languages.
So, how can accounting firms take advantage of tools like ChatGPT and other AI technology?
### Automating Tasks
You probably have many necessary, repetitive tasks that eat into your time daily. This is where one of our favorite uses for AI comes in: automation. From data entry to sending reminder emails about deadlines to clients, AI can help take simple tasks off your plate so that you can focus on the work that really matters.
### Analyzing Data
One of the greatest benefits of AI technology is that it can comb through large quantities of data in very little time. As an accountant, think of how much time you spend analyzing data. AI tools like ChatGPT can help take some of that work off your hands by analyzing trends and predicting outcomes.
### Communicating With Clients
While not all client interactions can be substituted with AI, you can certainly use ChatGPT in a chatbot. This will help you answer common questions that clients might have instantaneously. AI probably won’t be replacing human connection anytime soon, but it can assist you in helping your clients even when you aren’t directly available to serve them.
### Creating Content
What ChatGPT is probably best known for is generating content. Content is a necessary part of today’s marketing landscape. For your accounting firm, you can use ChatGPT to help generate ideas for things like blog posts. Curious about what other types of content you can use for marketing? Take a look at [our content marketing guide](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)!
### Risk Management
Human errors can be very costly for accounting firms. In addition to being capable of analyzing large amounts of data, AI can also be used to detect fraud and data inconsistencies. This can save your firm money and legal troubles in the long run.
While advancements in AI may seem scary and overwhelming, this emerging technology has already proved itself useful. AI might be here to stay. Whatever that may look like for your firm, it’s important to talk changes over with your staff. Stepping into the future doesn’t have to be so frightening when you’ve got a great team by your side!
**Categories:** Practice Management
---
### [The Art of Saying No: How Bookkeeping Firms Can Set Boundaries with Clients](https://www.aeroworkflow.com/the-art-of-saying-no-how-bookkeeping-firms-can-set-boundaries-with-clients/)
**Published:** February 11, 2024
**Author:** Angelena Pierce
**Content:**
Although it can be scary to say, “no” isn’t a bad word. It can be a vital part of your vocabulary when it comes to setting boundaries with your bookkeeping clients. You have a specific vision for your bookkeeping firm, which is why you have to be strict with your rules. Boundaries help you and your clients stay on the same page and help protect you from stretching yourself too thin. But how can you say no with confidence while also avoiding harming your client relationships?
## Set Expectations
Your [engagement letter](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/) is a key part of boundary-setting with clients. It would help if you tried to set clear expectations upfront and spell things out in writing. Your clients should be aware of your working hours, availability, and response time for emails and calls. It’s also a good idea to review your engagement letter annually so that your client is reminded of your service terms.
## Be Confident in Your Decision
If you’re “no” sounds like a maybe, clients may try to push you to “yes”. That’s why, when you’re establishing boundaries, it’s important to be firm and assertive. Remember, at the end of the day, it’s your firm. You get the final say in how you conduct your business.
## Consistency is Key
No one likes it when people play favorites, and you don’t want your clients to get that impression of you. If you say no to one client, you should say no to ALL your clients. Regardless of what your client’s circumstances may be, your boundaries are meant to protect your business and your own well-being.
## Don’t Beat Around the Bush
Your clients value your honesty. When you have to decline to do certain work or remind your clients of a term in your engagement letter, be honest with your client. Explain your reasoning directly. They may not need a super detailed explanation, but just saying why you have a certain boundary can help them understand your perspective.
## It Pays to Be Nice
Just because you’re saying “no” doesn’t mean there has to be any sort of confrontation. Being respectful and polite can go a long way in protecting your client relationships. The way you treat your clients will also help create an expectation about how *you* should be treated.
## Give Another Option
Sometimes, no doesn’t have to be the end of the conversation. For some client problems, you may be able to suggest other solutions that don’t involve crossing your boundaries. This can look like suggesting a meeting time inside your working hours or telling them about [a different service package](https://www.forbes.com/advisor/business/what-is-upselling/) that includes the type of work they want.
We all have to have difficult conversations in business, but setting boundaries is both necessary and wonderful. With clear and consistent boundaries, you can protect your bookkeeping firm and also your mental health. At the end of the day, you can’t provide good work to your clients if you aren’t looking after yourself first. And it all starts with being able to say NO.
**Categories:** Client Support, Practice Management
---
### [Building Trust Online: The 5 Key Elements of a Bookkeeping Firm Website](https://www.aeroworkflow.com/building-trust-online-the-5-key-elements-of-a-bookkeeping-firm-website/)
**Published:** February 4, 2024
**Author:** Angelena Pierce
**Content:**
White digital marketing can help you build a brand and attract clients, a bad website could also be holding your bookkeeping firm back. Is 2024 the year to revamp your online presence?
In the 21st century, building a profitable business without building an online presence is nearly impossible. Think about the last time you needed to hire a professional — where did you look for one? Did you search for someone in your area using the web? Maybe you read reviews from other customers online. Perhaps you looked at their web page or their social media profile to learn more about their work…
Most importantly, have you ever decided against using a company or product because of its bad online presence? It happens all the time, which is why it’s important to take a look at your bookkeeping website and make sure you haven’t left out these five key elements.
## User Experience
If you visit a website that is poorly put together… Well, you’ll probably exit out of it pretty quickly. Slow loading times, confusing navigation, sloppy design, and unresponsive pages can destroy your chances of turning a visitor into a client. That’s why UX (or user experience) is an important element to consider when building your website. Throughout the design process, you should keep the client’s experience front of mind.
## SEO-Driven Content
“Content is king,” wrote Bill Gates in 1996. In 2024, the phrase still rings true. Content marketing is a great way to establish trust in your brand and get your name out there. Plus, there are all sorts of things you can create! From informative videos to fun articles and blogs (like this one!), the possibilities are endless. You can use your content to show potential clients you are an expert in your field. With [good SEO](https://www.forbes.com/sites/forbesagencycouncil/2023/02/07/seo-what-it-is-and-why-its-important/) (search engine optimization), you can also create content that ranks higher on search engines and generates more leads for your website.
## Testimonials
While a bookkeeping client who finds you via the Internet might not know anyone who has worked with you in the past, they should still be able to hear from your past or former clients. An element that is essential to a good website is the testimonial. Whether that looks like quotes from satisfied customers or success stories highlighting businesses you’ve worked with in the past, potential clients want to see your impact in action.
## The FAQ Section
Most people don’t want to have to call or email a company to learn basic facts about their business and offerings. That’s why it can be helpful to have basic information readily available on your website. A FAQ section — along with an About Us page, introductory video, etc. — can be a great self-servicing feature that allows potential customers to find the answers they need with a few simple clicks.
## A Call-To-Action (CTA)
Your potential client has found your website via a Google search. They’ve read through your blog, checked out your FAQ page and learned about your offerings, and they think you might be a good fit… So, what next? How do you turn a potential client into a real client? Well, you have to have a clear CTA on your website. If you want them to contact you, tell them that! A big “Contact Us” button on the first page of your website is much clearer than a form tucked away in a random tab.
Are you interested in boosting your digital presence in 2024? Don’t forget to check out [our guide to Digital Marketing here](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)!
**Categories:** Marketing, Practice Management
---
### [From Chaos to Order: Building Procedures in Your CAS Firm](https://www.aeroworkflow.com/from-chaos-to-order-building-procedures-in-your-cas-firm/)
**Published:** January 28, 2024
**Author:** Angelena Pierce
**Content:**
We could all use a little more structure in our day-to-day life. We buy planners, set reminders on phones, and strive every day to sort through our busy schedules. Now add clients, deadlines, and managerial tasks into the mix. Operating a successful CAS firm can be… chaotic. There is a lot to keep track of and a lot of essential tasks that must be done right, every time. Building out and documenting your procedures can help you turn chaos into order — and it could also help you scale your firm! So, here are some of our tips for how to start building your procedures.
## Get the Team Together
Your team is filled with professionals with unique strengths AND unique daily tasks. Chances are, you do a lot of delegation at your practice, so you might not know what goes into every job before it’s completed. One person can’t do it all, after all. That makes every member of your team an expert in their own right. It’s best to bring everybody’s heads together to get a clear idea of what your procedures currently look like and how they can be improved.
## Determine Your Goals
At your CAS firm, it’s important to constantly be looking to the future. What are the things you want to accomplish in 2024? How about by 2028? We all know how work can be a drag when it doesn’t feel like you’re working towards something. That’s why it might be a good idea to also clearly write down the goal associated with every procedure that you plot out. What is the procedure for and why is it important?
## Document Your Procedures
Once you’ve worked with your team to dissect your daily procedures, it’s time to document them! Writing things down may seem like a no-brainer, but having well-documented, easily accessible procedures can be invaluable to a growing CAS firm. If consistency and scalability are your goals, look no further. Write down your procedures, step by step, making notes of common mistakes and tasks that may need extra attention. With [accounting software like Aero Workflow](https://app3.aeroworkflow.com/CreateTrialAccount), you can also turn these procedures into easy-to-follow checklists that your entire team can use!
## Find a Storage Place
The filing cabinet is far behind us. When storing your written procedures, we recommend a cloud-based approach. That way, you can reduce the amount of paper your firm uses while simultaneously ensuring that staff can access the documents easily, wherever they might be. This is especially useful when working from home! Plus, cloud-based storage is far more secure than regular old paper.
## Plan to Evolve
When you build procedures at your CAS firm, keep in mind that they shouldn’t be set in stone. Circumstances change. New tech gets implemented. Sometimes, you become aware of holes in existing procedures. Whatever the case, you need to be able to adapt. You and your team should constantly be looking for ways to improve your procedures. At the same time, you should be communicating clearly with one another so nobody is caught off guard by any changes.
Not sure which procedures you should start documenting? Don’t forget to check out our other blog on [4 procedures you can build NOW at your firm](https://www.aeroworkflow.com/4-procedures-accounting/).
**Categories:** Practice Management, Productivity, Workflow Management
---
### [When to Decline: A Guide for CAS Firms on Client Selection](https://www.aeroworkflow.com/when-to-decline-a-guide-for-cas-firms-on-client-selection/)
**Published:** January 21, 2024
**Author:** Angelena Pierce
**Content:**
Saying “no” to a potential CAS client can make you feel like the bad guy… and nobody wants to be the bad guy. However, not every prospective client is the right fit for your firm. There are many reasons why you might decide to reject a client or business, and you shouldn’t feel guilty about it. Instead of wasting energy and resources on difficult or unprofitable clients in 2024, let this be the year you learn to say NO.
### Why Decline?
More business means more income — what’s not to love? Actually, there’s a lot. Approaching business with this mindset can cost your CAS firm more in the long run, draining both your resources AND your energy. You might choose to say no to a client because they don’t match your [ideal client profile](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/). Maybe you don’t feel that you have the specific expertise they need or maybe you already are stretched to your limits.
You might also be met with a client you’ve worked with before. Say you worked with this person before and they were always calling you outside of office hours — it’s perfectly understandable to not want history to repeat itself.
Whatever your reason may be, it’s alright. At the end of the day, you know what your firm does and doesn’t need. So, how do you navigate a rejection?
### Don’t Put it Off
Dragging your feet to respond to the prospective client will only worsen things. If you’re going to decline to work for them, be quick and be direct. It would be best if you also made it a point to respond in the way that you’ve already been communicating to this client. If you’ve only communicated over email, an email is an okay way to reach out; if you’ve met in person, then this might need to be a face-to-face conversation.
### Tell Them Why
The client doesn’t need a fifteen-page essay on why you’re rejecting them, but a simple explanation can be welcome. You have your reasons, after all, and you have nothing to hide or feel guilty about. Keep it short, but let them know how you reached your decision.
### Say “Thank You”
Manners matter. Parting ways on good terms can help prevent any bad reviews or negative conversations around your business. Maybe next time someone asks this client for a CAS referral, they’ll remember how professional and kind you were even when having a difficult conversation.
### Give Them Some Options
One way you can go above and beyond in your customer service is by providing alternatives. Do you know another CAS firm that would be a better fit for this prospective client? Give them a referral!
### Stay Poised & Polite — No Matter What
In conversations like these, you can’t predict how the other party will react. Sometimes, emotions take over. People raise their voices. People say harsh things. In the age of social media, it’s also incredibly easy to hop online and spam a business with negative — and sometimes even hateful — comments and reviews. It’s important to remember one thing: the only person you control is yourself. If you handle negative reactions with poise and professionalism, onlookers will take note and probably take your side to boot.
Have you ever had to say no to a potential client? Let us know in the comments how you navigated the conversation successfully!
**Categories:** Practice Management
---
### [Unlocking Hidden Talent: How to Recruit Non-Traditional Candidates for Bookkeeping Roles](https://www.aeroworkflow.com/unlocking-hidden-talent-how-to-recruit-non-traditional-candidates-for-bookkeeping-roles/)
**Published:** January 13, 2024
**Author:** Angelena Pierce
**Content:**
Non-traditional candidates might be just what you need to bring a fresh face to your bookkeeping firm. In our last blog, we discussed the importance of hiring [forward-thinking staff](https://www.aeroworkflow.com/future-proofing-your-cas-firm-success-strategies-for-2024-and-beyond/) who can carry your firm into the future. But what do those team members look like, how do you find them, and is your hiring pool as limited as you might believe?
If you’ve been trying to fill positions at your bookkeeping firm, you may have noticed something about young applicants. Namely, there aren’t as many of them. Fewer young people are studying accounting, and Gen Z seems particularly disinterested in the field. However, don’t go raising the alarm bells just yet. There are plenty of highly skilled, adaptable candidates that can fill the gaps at your bookkeeping firm and help carry it into a new era — you just need to know how to find them.
## Prioritizing Qualities Over Experience
What industry professionals are learning is that candidates with good qualities – like leadership skills and ingenuity — can sometimes be more valuable than a candidate with more experience who lacks those qualities. The job market is changing. It isn’t uncommon to see professionals with different degrees working in the same field. Regardless of their experience in that specific industry, these candidates have easily transferable skills and qualities that make them good employees for any business.
When looking at new job candidates, rather than looking solely at their degree or experience, here are some qualities that could prove valuable to scout:
- *Creativity:* Will this new hire bring fresh ideas to your firm? Will they be able to use their creativity to adapt to unexpected challenges?
- *Tech-Savviness:* How well does this potential hire utilize and learn new technologies?
- *Leadership Skills:* Can this candidate take charge of projects with confidence?
- *Collaboration:* Can this potential hire work well with a team?
- *Customer Service:* Is the candidate friendly and empathetic? Do they have experience in customer service or sales? Do they seem like the type of person you can trust your clients with?
## Attracting and Hiring Non-Traditional Candidates
First things first: the job posting you have listed on Indeed and LinkedIn might need a fresh face. Use this space to talk about the qualities that you are looking for and the skills you think potential hires will need to succeed in the workplace. Be sure to talk yourself up too. The candidates you’re after are probably being pursued by other jobs and industries as well. Tell them what makes your firm and industry unique, exciting, and fulfilling.
Good onboarding can make all the difference when dealing with a non-traditional hire. They may have more to learn about the job environment than most, and you want to provide solid up-front support. Non-traditional hires call for non-traditional onboarding, after all. Job shadowing is also a great tool to utilize! Let your new, non-traditional hire learn by watching your expert, existing staff. Through job shadowing, they can learn both how the work gets done and why it gets done a specific way — along with some helpful expert tips from experienced professionals!
Looking to make some tech changes in 2024 in addition to hiring changes? Don’t forget to check out our [completely FREE trial](https://app3.aeroworkflow.com/CreateTrialAccount) to see if Aero Workflow is a good fit for your business.
**Categories:** Practice Management
---
### [Future-Proofing Your CAS Firm: Success Strategies for 2024 and Beyond](https://www.aeroworkflow.com/future-proofing-your-cas-firm-success-strategies-for-2024-and-beyond/)
**Published:** January 7, 2024
**Author:** Angelena Pierce
**Content:**
Accountants may be great at predicting financial performance, but nobody can predict the future. Anything can happen, which is why you must prepare your business for the ups… and the downs. [Future-proofing](https://hbr.org/2021/09/future-proofing-your-organization) means strategically planning for your CAS firm to succeed regardless of what obstacles may appear. By considering your company’s long-term well-being in your daily decision-making, you can tackle 2024 — and 2034 — with a necessary sense of security.
So how do you future-proof your CAS firm? Here are some strategies to consider!
## Be Selective With Clients
Say it with us: it’s okay to say no! We tend to think success means more. After all, more clients equals more money, right? But not every client is truly profitable, and biting off more than you can chew will leave your team burnt out and your resources drained.
2024 can be the year you define your business on your terms! What kind of firm do you want to be? What kind of clients do you prefer? What strengths do you have that can be reflected in your niche? By focusing only [on the clients you want](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-clients-are-a-good-fit/) — and saying “no” to the ones who won’t work — you can conserve energy and resources. You can also save money by targeting your marketing towards only ideal clients.
## Aim for Retention
Having good, loyal clients can give you long-term peace of mind. As we said, you don’t need to have a lot of clients, you need to find the right ones and then keep them. In 2024, try to focus your energy more on client retention to future-proof your CAS firm. Some strategies to try might be increasing communication, keeping clients engaged with a newsletter, or showing them your appreciation more often.
## Build the Proper Team
When the going gets tough, you need the right people. Hiring can be very difficult for CAS firms in the current age, but increasing WFH options and creating a welcoming working environment can put you ahead of the curve. While future-proofing your CAS firm, you need to hire forward-thinking team members. Prioritize leadership and imagination in hiring to build a team capable of carrying the firm into the future.
## Use Tech to Improve Efficiency
Did you know you can save time and money when you invest in the right tools? It’s true. Future-proof your CAS firm by investing in the tech that can make your job easier in 2024. Automation can be a great way to cut out repetitive, simple tasks; [good accounting software](https://app3.aeroworkflow.com/CreateTrialAccount) can help drive efficiency in your day-to-day. Work with your team to figure out what tech stack is right for your firm. Check-in with your team regularly to see if their needs change or if consistent training needs to be implemented.
While we set goals for 2024, let’s think even bigger! Through strategic decision-making, you can protect your firm for years to come and ensure your success no matter what rough seas lay ahead. Let us know your 2024 business resolutions down below and tell us how you’re future-proofing your CAS firm!
**Categories:** Practice Management
---
### [Having Price Increase Conversations With Bookkeeping Clients](https://www.aeroworkflow.com/having-price-increase-conversations-with-bookkeeping-clients/)
**Published:** December 10, 2023
**Author:** Angelena Pierce
**Content:**
Do you need to have a difficult price increase conversation with your bookkeeping clients? We’ve got you covered! Things happen and businesses grow, but hard conversations can be much easier when you’re prepared.
Each new year brings new changes. At your bookkeeping firm, this might mean [onboarding new clients](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) and firing others, but it also may mean increasing your prices. If you’re dreading a price increase conversation, don’t fear! Your friends at Aero Workflow have your back. As we round out 2023, we want to share some of our best tips for talking about pricing with your clients to prepare you for changes in 2024.
## Start With Your Team
If you’re managing a bookkeeping team, regardless of how large that team is, everybody must be on the same page before you begin to approach clients about pricing increases. Talk to your staff and ensure that they are aware of what is changing and why. That way, they can be prepared to represent the firm and justify the decision confidently.
## Clearly State Your Reasoning
Nobody likes it when their bill goes up without an explanation. The best thing to do when increasing your prices is to sit your clients down and explain why, without beating around the bush too much. That might sound daunting. After all, it’s never fun to talk about money, but it’s best to just be honest. Don’t be afraid to explain to your clients if your costs of operations have increased or if your firm has grown larger. Good clients will be understanding.
## Give Them Time
Ideally, you should [give your clients plenty of notice](https://www.forbes.com/sites/forbesbusinesscouncil/2022/10/17/the-right-way-to-communicate-price-increases-to-customers/?sh=716db0e87c37) before the price increase goes into effect. Contact your clients directly and in advance. Remember, the more difficult the conversation, the more important it is to have face-to-face. Also, it’s a good idea to prepare answers to the questions you know are likely to come up ahead of time.
## Justify the Change With New Offerings
Adding value to your current service packages is a great way to make your clients feel like they’re still getting a great deal! When prices go up, clients may not understand at first why they’re paying more for the same service they received last year. Adding small bonuses to your packages will help add perceived value for clients. Advisory services might be a great place to start!
## Let Them Know Their Options
Sometimes, clients don’t have that extra change in their budget – but that doesn’t necessarily mean you have to go your separate ways. This might be a great opportunity to offer them a different package that is more within their budget. At the end of the day, if it is time to say goodbye, then you can still end on good terms knowing that you did all you could to meet their needs without sacrificing your bottom line.
## Be Confident
You know your stuff. You’re great at your job. Your skills and experience are incredibly valuable. When it’s time to have a difficult price increase conversation, hold your head up and be confident about your decision. You might not be able to please everybody at the end of the day, but your most loyal clients will understand the value you provide.
**Categories:** Practice Management, Pricing Models
---
### [How Bookkeeping Firms are Evolving With Technology](https://www.aeroworkflow.com/how-bookkeeping-firms-are-evolving-with-technology/)
**Published:** December 3, 2023
**Author:** Angelena Pierce
**Content:**
The bookkeeping landscape is changing — is your firm prepared to keep up with evolving technology? New tech is proving to have a variety of benefits for an industry once thought to be staunchly traditional. With the power of great tech, tasks that once ate into our time budget can now be simplified, human error can be reduced through the power of automation, and how we view the workplace is shifting.
Here are some of the ways bookkeeping firms are taking advantage of new technological offerings – and some helpful tips for how you can get started following in their footsteps!
## Data Entry & Analysis
Throughout the busy season, the number of clients and the volume of projects you have can make your life… pretty difficult. That’s where new technology can help you. Tech can now comb through massive amounts of data and analyze those numbers in very little time. Natural language processing can take financial information from documents automatically, freeing up your time so that you can focus on your clients.
## Payroll
Traditional payroll may now be a thing of the past. Because of full-service options like [Gusto](https://gusto.com/), payroll duties that could otherwise eat into your workday can be automated. Automated payroll processes also improve compliance at your firm, the human error-free work of machines taking away the possibility of costly mistakes.
## Accounting Software
Cloud-based software has made huge waves in the bookkeeping world. Good accounting software can help your firm to manage financial information. Some accounting software allows you to manage daily tasks through time trackers and procedure checklists. Are you interested in trying out an accounting software? Don’t miss our [free trial](https://app3.aeroworkflow.com/CreateTrialAccount)!
## WFH
We’re all probably familiar with the plethora of work-from-home options that emerged at the height of the COVID-19 pandemic, but many of those technologies have proven to have staying power. Working from home can be a great option when team members are sick, traveling, or otherwise unable to come to the office for whatever reason. Meetings with your team and clients can be much more efficient in general when they happen over Zoom rather than at a physical location. Additionally, this technology allows firms to cast a much wider hiring net when looking for new team members.
## Adopting New Technology
Change can be scary, but adopting new technology doesn’t have to be. There are so many emerging tech solutions that can help tackle everyday problems. Tools can also help cut down on the time you spend doing repetitive tasks and enhance your security and compliance. The most important thing is this: do your research. As we said, there are so many options on the market. However, [finding the tools that work](https://www.aeroworkflow.com/how-to-make-sure-new-tech-benefits-your-accounting-firm/) for you and your team is essential. Be on the lookout for demos and free trials so that you can take potential tools for a test drive before committing.
Have any tech goals for 2024? Let us know what they are down below!
**Categories:** Practice Management, Productivity
---
### [Bookkeeping Checklists: Get Ready NOW for Year-End](https://www.aeroworkflow.com/bookkeeping-checklists-get-ready-now-for-year-end/)
**Published:** November 26, 2023
**Author:** Angelena Pierce
**Content:**
It’s crunch time, bookkeepers. We all know that for bookkeeping firms, year-end can be the most stressful and hectic time of the year. The busy season is all booked with tax season preparation, staff shortages due to holidays and illness, and the general stress of the holiday season. You’re balancing a difficult workload on top of a long to-do list at home. That’s why we here at Aero want to help give you the best chance at having a successful year-end with a little advice…
Use bookkeeping checklists! Though it may seem like a simple strategy, we can’t endorse the checklist enough. Bookkeeping checklists allow you to nail your procedures every time without missing any crucial details. Here are some of the many year-end tasks that solid checklists can help you get through at year-end!
## 1099s
When it comes to 1099s, you can create two checklists – one for preparation and one for filing. To prepare for 1099s, you should create a checklist including steps like *run* a *vendor list* and *send W9 requests to vendors that don’t have them on file*.
## Holidays & Shortages
Unexpected staff shortages don’t have to throw the workday entirely out of whack. Plan for unplanned absences by documenting client work with written checklists and procedures and creating lists that include some of the following items: *notify staff of deadline to file time-off requests*, *identify areas where cross-training is a good option and implement cross-training*, and *make sure everybody is up-to-date on the firm’s sick policy and Work-From-Home options*.
## Client Communication
There’s a lot of important documents and information you have to gather at year-end, and checklists can help YOU remember to send our client reminders. Make a list of all the items you need to request from clients. That way, you’ll know which reminders you still need to send out and by when.
## Onboarding & Offboarding
At year-end, it’s out with the old and in with the new. You might have new clients signing on in 2024 and you might be saying goodbye to some others, but luckily checklists can help with both. Onboarding and offboarding both involve detailed processes with vital steps that can set the tone of a relationship and protect your firm from legal consequences. For example, forgetting an item like *close client accounts in appropriate apps* or *update passwords* can create a security risk.
## Reviewing Engagements
As we prepare for a new year, it’s important to review our current engagements in order to ensure profitability and reduce scope creep. When you create your checklist for this task, it can include items such as *run a job-costing report* *by client* and *look for unbilled, out of scope activities*.
Do you need more help getting started with year-end checklists? You can download our free guide [here](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/)! Aero Workflow also comes loaded with all sorts of ready-to-use checklists that you and a library of detailed procedures. Plus, you can create an unlimited number of checklists with Aero and customize them to suit your unique business needs. [Check out our free trial!](https://app3.aeroworkflow.com/CreateTrialAccount)
**Categories:** Practice Management
---
### [How Bookkeeping Firms Can Scale With Aero Workflow](https://www.aeroworkflow.com/how-bookkeeping-firms-can-scale-with-aero-workflow/)
**Published:** November 19, 2023
**Author:** Angelena Pierce
**Content:**
The holiday season is in full force, and what better gift is there than software that can truly help you scale your bookkeeping firm? Aero Workflow has a variety of tools designed to help you work more effectively and efficiently. Through ready-made checklists, the ability to easily record procedures, a clear dashboard that allows you to track and manage assignments with ease, and simple-to-use scheduling tools, Aero Workflow could be just the software you need to grow into the next phase of your firm.
Without further ado, here’s how Aero Workflow can help you successfully scale your bookkeeping firm in 2024!
## Bookkeeping Checklists
The foundation of a scalable firm is reproduction. If you can guarantee the same quality of services to clients across the board, then you have a business model that can grow successfully. That’s where using bookkeeping checklists with Aero Workflow comes in. At Aero, we’re firm believers in the power of checklists. Each Aero account comes with our ready-to-use checklists and a library of detailed procedure guides to help you get started. You can create an unlimited number of checklists with Aero Workflow
## Scheduling
Time is money, which is why it’s vital to have software that can help you manage your schedule well if you want to scale your firm. Aero Workflow makes keeping track of the variety of types of tasks you perform a breeze through an unlimited menu of choices. As you scale your firm, it can also become difficult to keep track of client information, which is why each client has a secure vault in your Aero account where you can store information like tax ID numbers, usernames and passwords, and capitalization thresholds. Additionally, Aero Workflows allows you to use email to send requests and integrates well with many apps you might already be using, like QuickBooks Online, Office365, and Zapier.
## Managing Your Firm
Bookkeeping firms have their own sprawling ecosystems with many key components that have to work in tandem. That’s why managing your practice will always have new, unique challenges. Aero Workflow allows you to easily see all your open work and deadlines on your dashboard. You can also time-track assignments to get a clearer idea of how long each type of assignment takes you. This can help when it comes time to update your prices. In the age of remote work, and without an in-person team there to help you with assignments and remind you of deadlines, it can also be easier to lose track of things. Good management software allows you to always be in the know.
This holiday season, why not give your team the tools they need to work effectively toward a scalable firm? You can grow your bookkeeping firm in 2024 while also improving the way you work every day. Ready to give Aero Workflow a try? [Check out our free trial today](https://app3.aeroworkflow.com/CreateTrialAccount)!
**Categories:** Uncategorized
---
### [The Benefits of Cloud-Based Bookkeeping with Aero Workflow](https://www.aeroworkflow.com/the-benefits-of-cloud-based-bookkeeping-with-aero-workflow/)
**Published:** November 12, 2023
**Author:** Angelena Pierce
**Content:**
Switching to cloud-based bookkeeping can keep your information safe, encourage collaboration, and improve your day-to-day workflow. As a bookkeeper, you deal with a lot of sensitive information, which is why security is always top of mind. [We’re concerned about your data too](https://www.aeroworkflow.com/security-2/), and that’s why Aero Workflow uses cloud-based storage.
Here are some of the many ways switching to cloud-based bookkeeping with Aero Workflow can benefit your firm!
## Accessibility
Teamwork makes the dream work, and it can be a huge setback when your team doesn’t have all the resources they need to do their job effectively. If you’re currently storing data on a desktop or in a physical filing cabinet, there’s an obvious drawback – you can only access your data in a very specific location. As more and more offices move to remove or hybrid workplaces, and because illness, travel, and unforeseeable circumstances can keep staff from the office, the old way of working… doesn’t work. There are so many reasons your team may need to access things outside of the office.
## Data Security
When you utilize cloud-based storage, you can rest easy knowing your data is secure and safe from being lost. One of our favorite things about cloud-based storage is that your data is encrypted during transfer to and from your browser. With Aero Workflow, all databases are backed up daily, database changes are backed up every few hours, and transactional logs are backed up every 5-10 minutes. Thanks to our cloud-based storage, you won’t have to worry about losing the important things!
## Customization
Your business is incredibly unique. With Aero Workflow and the power of cloud-based bookkeeping, you can customize so many things to suit your unique needs. You can tailor your workflows and processes to better reflect the way you work.
## Sustainability
Another great benefit of cloud-based bookkeeping is that it takes you one step closer to becoming a paperless firm! Going paperless is good for the environment, and we pride ourselves on the sustainability of our model. Because documents are stored on the cloud, not only can you stop making tons of paper copies of important forms, but you also don’t need to worry about saving original documents in a secure space in the office. Additionally, going paperless also lets you reduce energy consumption – another win for your carbon footprint!
Are you interested in giving Aero Workflow a try? Well, you’re in luck! [We’ve got a completely FREE trial you can try to see if Aero is right for your firm.](https://app3.aeroworkflow.com/CreateTrialAccount) Be sure to check it out, and let us know down below if you’re making moves toward paperless bookkeeping.
**Categories:** Aero
---
### [How Attending Accounting Conferences Benefits Your Firm](https://www.aeroworkflow.com/how-attending-accounting-conferences-benefits-your-firm/)
**Published:** November 5, 2023
**Author:** Angelena Pierce
**Content:**
Accounting conferences are a wonderful way to meet new people, learn more about your industry, and see new tech in action — plus, they’re wonderfully fun! There are accounting conferences [throughout the year](https://www.linkedin.com/pulse/11-must-attend-accounting-conferences-2023-xenett/) and all over the country (which means attending some of them also means exploring exciting new cities). There’s bound to be a conference that’s right for you.
Not sold yet? Here are some of the fantastic benefits of attending accounting firms and why you should register for at least one in 2024.
## Learning New Things
It’s never too late to learn a new skill or perfect an old one. One of the best parts of attending conferences is getting the chance to broaden your education. You can learn all sorts of new ways to conduct business and improve your processes by meeting other accountants, attending sessions, panels, and workshops, and discovering new technology offerings.
## Networking
Conferences also give you the chance to meet and socialize with people in your field. Other accountants can be a great source of knowledge AND a great way to get referrals. These connections that you form can also be incredibly valuable when the going gets tough. Having a support network of professionals in your field can help you overcome challenges together.
## Seeing What’s New
Staying up to date in your field is paramount to having a successful business. Luckily, many accounting conferences showcase cutting-edge technology specifically for businesses like yours. At many conferences, you can even watch live demonstrations of software you might be interested in adopting and speak directly to spokespeople from the software company. This will help you confidently make decisions about new technology.
## Getting Out of the Office
We typically think of work as being confined to the office, of hours spent behind a desk alone, staring at a computer… and, let’s be honest, staring at a computer is a good chunk of it. But our jobs can also be incredibly fulfilling and provide us with excellent opportunities to experience new things. It’s important to get out of the office every once in a while. Accounting conferences give you the chance to travel, make new friends, and explore cities you’ve maybe never seen before. You should never underestimate the value of having fun.
You’ve heard the old adage that two heads are better than one? Well, what about hundreds of heads? Think of all that can be accomplished when like-minded individuals with unique strengths, facing the same challenges, come together to overcome them. That’s exactly what accounting conferences are for. Because of this, attending a conference can be incredibly motivating and inspiring.
Let us know down below what conferences you’re planning to attend in 2024!
**Categories:** Practice Management
---
### [Are Your Year-End Bookkeeping Checklists Ready?](https://www.aeroworkflow.com/are-your-year-end-bookkeeping-checklists-ready/)
**Published:** October 29, 2023
**Author:** Angelena Pierce
**Content:**
Are you already feeling the stress of year-end at your bookkeeping firm? We feel you, which is why we want to share one of our favorite tricks for conquering the year-end with less stress and fewer headaches: checklists! Year-end checklists help you ensure you don’t miss any essential steps when there are a lot of them.
Year-end is incredibly busy with the holiday season, vacations, staff shortages, and preparing for tax season. Tackling something like it takes preparation and mindfulness towards your procedures NOW so that it won’t be a concern later. So, here’s how to get started with year-end checklists!
## Why Checklists?
Checklists are an incredibly effective tool for SO many tasks at your bookkeeping firm, from onboarding new clients to adopting new technology. When you’re working with a team, it isn’t easy to know everything that’s happening, at all times. It’s essential that there is some level of standardization to guarantee that clients, no matter who they’re working with, all have the same great experience. That’s where checklists come in. Checklists allow you to perform the same task, the same way, every time, across the board.
## How Do I Get Started?
If you haven’t begun the process of documenting your procedures and creating easy-to-follow checklists to guide your team, there’s no time like the present! It all begins with identifying all the tasks, from the most minuscule assignment to much larger charges. Have your team put their heads together to create the list — and the collaboration won’t stop there!
After you have a list of tasks, it’s time to document your procedures. It’s vital to your business (and to any hope you have of scaling it) to standardize procedures. You can do this by breaking each job down into the smaller parts of the process. For example, offboarding a client is a lot more complicated than just cutting ties. You’ve got to review your engagement letter, notify involved parties, close out projects, and maybe even change some passwords for security purposes. Missing any of those steps could spell big trouble for your firm.
Once you have your tasks laid out in step-by-step checklists, it’s time to find a place to keep them. Store your checklists in a secure, accessible place so that your information is safe and your team can access the lists whenever they need them.
The final step is simply reviewing them. Make it a habit to go through your checklists every once in a while and update whatever needs updating. This might be necessary whenever you switch technologies, make staff changes, or just find a better way to do an old job.
## What Checklists Should I Have?
For year-end specifically, there are certain tasks you must prioritize documenting in order to prepare for tax season, such as preparing for 1099s. You can also create checklists for tasks like offboarding customers, delegating work when staff members are out sick, and gathering financial statements. Remember: the key to the checklist is that every little thing matters. You might not think you need a reminder about sending a thank you email… until you forget to do it in the midst of the year-end chaos.
Checklists should help make your year-end at your bookkeeping firm much easier, which is exactly what we all need. The Aero Workflow software also makes it easy to document and edit your procedures. [Check out our free demo here! ](https://app3.aeroworkflow.com/CreateTrialAccount)
**Categories:** Practice Management, Workflow Management
---
### [4 Essential Steps to Streamline Your Accounting Workflow](https://www.aeroworkflow.com/4-essential-steps-to-streamline-your-accounting-workflow/)
**Published:** October 22, 2023
**Author:** Angelena Pierce
**Content:**
Now that we’re officially in Q4, it’s time to start looking forward and making plans to streamline your accounting workflow for the year to come. Luckily, there’s still enough time to smooth out your processes before tax season is in full swing.
A good workflow is essential to a good business. That’s why it’s vital to establish a workflow that is effective, efficient, and error-free. Though it may sound like a Herculean task in and of itself, establishing a great workflow is as easy as taking a few simple steps. Without further ado, here are four ways that you can streamline your accounting workflow before tax season 2024!
## Update Your Tech
One of the many obstacles slowing down your workflow is outdated or cumbersome tech. You should be regularly taking stock of your tech stack to decide what’s working, what should be replaced, and what tech gaps need to be solved. Having the right tech that integrates well with your other apps will save you a ton of time in the long run.
Are you looking for a new accounting software? Be sure to try out our free demo to see if Aero Workflow is a good fit for your company!
## Standardize Your Procedures
If you want to streamline your accounting workflow, you’ve got to standardize your procedures. You know that saying about how you shouldn’t do the same thing every time and expect different results? Well, that’s great for business! When you do the same thing every time, your results will be as standard as the procedure. You can reduce errors and work efficiently by documenting your processes and having a clear system for each task that your team needs to take on.
## Fix Your Filing
If you don’t have a great filing system, or if you store documents in a myriad of places, now is the time to fix your filing system. Anytime you spend looking for misplaced files is time you could spend doing more important work. You can also go the extra mile and move towards a paperless practice! Using cloud storage can help you ensure that not only do you lose your files, but you can always back them up too.
## Embrace Automation
There are plenty of repetitive, simple tasks that[ automation can take off your hands](https://www.aeroworkflow.com/automate-at-your-accounting-firm/). These monotonous tasks, even if they are easy, can drain your time and resources. Instead, let automation tools take them off your hands. The time you would usually spend writing down expense reports or sorting invoices can instead be spent doing much more productive things. Plus, automating means eliminating human error from the equation!
Now is the perfect time to get your business in order. After taking these four steps, you should find that your workflow is more efficient and effective. Are you tackling any updates before tax season 2024? Let us know your Q4 goals down below AND what aspects of your workflow could use some improvement!
**Categories:** Workflow Management
---
### [Is Email the Best Solution for Accounting Client Communication?](https://www.aeroworkflow.com/is-email-the-best-solution-for-accounting-client-communication/)
**Published:** October 8, 2023
**Author:** Angelena Pierce
**Content:**
There was once a time when email was THE most cutting-edge technology, but is it still working for client communication at your accounting firm? While email is still a powerful business tool in some areas, there are [quite a few drawbacks](https://www.aeroworkflow.com/email-workflow-management-system/) to your old inbox. From the time drain of waiting for a reply to the lack of file management in your inbox, it can be less of a tech solution and more of a tech barrier…
It’s time to face some hard truths about email. Here are some of the reasons why it might not be the best fit for your communication needs, and some ideas for alternatives!
## Email Threads Are Awful
It’s officially spooky season, and we can’t think of many things spookier than [trying to find an old email](https://www.aeroworkflow.com/5-ways-to-tame-your-email-inbox/). There can be a lot of back and forth when dealing with clients, and having those conversations over email means you’re likely to miss messages or lose important details as they become buried in the dreaded thread.
## Where The Heck is That File I Need?
As an accountant, you send a LOT of files back and forth with clients. A revised and signed engagement letter, tax forms, income statements, etc… There’s a ton of paperwork, and it can be a real pain to comb through your inbox in search of a file — especially when multiple versions have slightly different names.
## In a High-Speed Era, Email Is Slow
How many hours do you spend waiting for specific emails from clients? If you’re dealing with a time-sensitive request, waiting for clients to open their inbox and send a reply can feel torturous. Depending on how a client has their notification settings adjusted, you may be dependent on how often they even check the inbox.
## Security… Who’s That?
Security is one of the main drawbacks of using email to send sensitive files back and forth with clients. Every day, hackers develop more and more sophisticated ways to steal YOUR information. Aside from that, it’s also very easy for you or a team member to email the wrong address.
But What Else Is There…?
It can be easy to fall into old habits. We’ve been using email as a primary form of communication in the office for decades now. There’s something comforting about the inbox, the clear format, and the familiarity of each notification. However, [there ARE solutions](https://www.linkedin.com/pulse/top-8-email-alternatives-effective-business-communication-yoroflow?trk=pulse-article) out there that might be an even better fit for your firm.
Voice and video chatting platforms have seen a major spike in popularity in the past few years. If you need to chat with a client and need their response immediately, a video call could be much more efficient than email. Likewise, instant messaging apps like Whatsapp and business “social media” apps like Yammer allow you to communicate quickly and effectively. Text message CRMS, collaborative platforms, and video email tools allow for even more ways to talk to your clients.
While it may not be time to scrap your email entirely, it’s certainly time to look into other tools for some client communication. Let us know down below if you’re moving away from the inbox — and in what direction!
**Categories:** Client Support, Practice Management
---
### [How AI Can Help You Scale Your Accounting Firm](https://www.aeroworkflow.com/how-ai-can-help-you-scale-your-accounting-firm/)
**Published:** October 1, 2023
**Author:** Angelena Pierce
**Content:**
AI, or artificial intelligence, is all the rage right now — but did you know that AI can actually help you scale your accounting firm? When you automate repetitive processes, utilize AI to automate your business, and improve customer satisfaction through generated responses, you can grow with limited growing pains. The benefits of AI are great, so here are some of the many ways AI can help YOU at your firm.
## What Can AI Do?
If you read our article on[ ways to use AI in bookkeeping procedures](https://www.aeroworkflow.com/how-to-leverage-generative-ai-in-your-bookkeeping-firm/), you might already be familiar with the lengthy list of processes AI can simplify. Some areas where AI is making the largest impact in accounting include budgeting and forecasting, fraud detection, invoice processing, bookkeeping and data entry, audit support, tax compliance, and predictive financial analysis.
That’s quite a lot, isn’t it? Now you might be thinking, “Sure, AI can do all these things, but how will AI actually change my day-to-day work life?”
## What are The Benefits of Using AI At Your Accounting Firm?
*Increased Productivity.* Your team is talented, and too often that talent can be wasted on simple, repetitive tasks that eat their hours away. With AI, you can automate repetitive tasks like BLANK and BLANK so that your team can spend their time tackling the meaningful work they’re more suited for.
*Reduced Human Error.* When you’re entering lots of data, the room for error can be pretty great. Eliminate these errors by letting a computer enter the data instead!
*Happier Customers.* Your staff probably has their hands full already, meaning it can be difficult to juggle their regular tasks with managing client satisfaction. That’s where AI can help! One of the best ways to use this technology at your business is customer support. You can use generative AI to craft responses to clients,
*Better Predictions.* AI can comb through lots of data, very quickly, which means it can help you develop accurate business forecasts — and fast too!
*Savings.* Time is money, and because AI can help your team be more productive by taking care of time-consuming, repetitive processes, YOU can cut expenses.
*More Leads.* Content marketing is probably one of the most popular ways businesses are using AI. Generative AI can help create content like blogs, social media posts, and BLANK to market your business on the web. More clicks means more exposure, and more exposure can mean more potential clients.
*Happier Accountants.* At the end of the day, your team’s job satisfaction should be top of mind. Let AI take on all the busy work they probably would rather not do. What better way to improve your team’s days?
## How To Get Started
Getting started with AI is more simple than you might imagine. Work with your team to figure out what processes you’d like to involve AI in. Then, do some research to find the right AI for you. There are plenty of options on the market, and more and more are added each day! Develop a training regimen to get your team caught up on the new changes.
Like with any business update, introducing AI to your accounting firm might be bumpy at first. You’ll need to adjust to the new workflows and assist your team as they grow accustomed to the changes. But once AI is implemented, we’re sure you won’t ever go back!
Let us know down below if you’ve automated anything at your firm or plan to in Q4.
**Categories:** Practice Management, Workflow Management
---
### [Leveraging Process to Grow Your Bookkeeping Firm](https://www.aeroworkflow.com/leveraging-process-to-grow-your-bookkeeping-firm/)
**Published:** September 10, 2023
**Author:** Angelena Pierce
**Content:**
Did you know good process management can be great for scaling your bookkeeping firm? The larger your business grows, the easier it can be to lose control. You have to trust that the other members of your team are representing your brand well; you can’t be everywhere at once!
Leveraging your processes can help prevent variation in client services and experiences. When your processes are under your control, the firm is under your control too! So, here’s how you can get started taking charge of your operations — and scaling your firm through them.
## Write Your Processes Down
You should control your processes — not the other way around! The first step to taking control of your operations is writing them all down. It might seem a little redundant, especially for the more simple jobs you take on at your bookkeeping firm. However, having recorded processes can help you with onboarding new team members, standardizing services across your firm, and improving day-to-day workflow. To start the recording processes, make a list of all the tasks you do throughout the day, and then break those tasks into the individual steps it takes to achieve them.
## Make Some Changes
The next step is getting feedback and… being ready to make some important changes. While recording your processes, you probably noticed some things you hadn’t before. Namely, some tasks may take way too many steps. Gather some feedback from your employees regarding issues in their workflow to find the source of the problems. Maybe a lack of integration between your apps is causing the hold-up; maybe it’s a general lack of clarity. Once you’ve identified the problem, you can alter your processes accordingly in order to streamline procedures and further free up time and resources.
## Systemize Systemize Systemize
The real key to scaling your firm through leveraging your processes in systemization. When you think about big businesses, like chain restaurants or grocery stores, what are their main appeals? No matter which location you go to, you’re likely going to have the same experience. That’s what you want with your bookkeeping firm. Every client that comes to your firm, no matter the team member they work with, should have the same experience. Having recorded, efficient processes can help you with that. As your team members are working through their daily tasks, they can refer to the written processes. Then, they’ll all be completing tasks in the same fashion, without missing a step.
Scaling a firm is like scaling a mountain — it’s one step at a time. With each process that you record, improve, and standardize, you’ll make your bookkeeping firm more efficient and thus more profitable. With the resources you free up, you’ll be better able to take on more clients and ensure that each client receives the same, excellent service. Need some help getting started? Check out [our guide](https://www.aeroworkflow.com/bookkeeping-procedures/) for recording your bookkeeping processes!
**Categories:** Practice Management, Workflow Management
---
### [Is “Niche” the Right Strategy for Your Bookkeeping Firm?](https://www.aeroworkflow.com/niche-bookkeeping/)
**Published:** September 3, 2023
**Author:** Angelena Pierce
**Content:**
Are you having a difficult time attracting the right clients for your business? Developing a bookkeeping “niche” may be the solution you’re looking for. This is a bookkeeping business strategy that allows you to focus on your strengths and position yourself as an expert in your corner of the market. Is a niche the change YOU’VE been looking for? Read on to see if this is the right strategy for your firm!
## What is a niche?
In the simplest terms, a [niche](https://www.aeroworkflow.com/how-to-find-your-niche-building-a-profitable-niche-accounting-firm/) is a specialty. Having a specialty, or niche, is great for marketing your business! Think about it. When you google services you need, do you look up “babysitter”? Or do you search for “babysitters in Los Angeles”? You’re probably going to get pretty specific with your search terms to ensure you find exactly the person you’re looking for. To continue with our babysitter example, you might want someone in your area, with more than five years of experience, to care for a child under five years of age. When potential clients look for bookkeepers, they are searching the same way!
To help us illustrate what we mean, which of these seems like a better pitch for your business?
*I am a bookkeeper who works for small businesses.*
*I specialize in auditing services for small businesses.*
You can see how the second pitch might help you land the exact kind of job you’re looking for!
## Should you develop a niche?
There are a couple of things you should consider before diving headfirst into developing a niche for your bookkeeping firm. Namely, is this strategy right for you? How could you benefit from specialization? Here are some questions you should be asking yourself before you make your mind up.
- *Am I having a difficult time reaching potential clients?* As we’ve previously alluded to, having a niche is great for SEO. If this is a marketing problem you’re having, utilizing a niche could be a good strategy for scoring on keywords.
- *Do I have a specific client I tend to serve?* The easiest way to decide if having a niche is for you is by looking at who you’re already serving. You might already, in practice, be a specialist! For example, if the bulk of your clients come from one industry, that industry could be your niche.
- *Is there a specific client I’m looking for?* Okay, maybe you don’t already have a specific type of client you cater to, but it’s never too late to change your business model.
- *Is there something I’m really good at?* If overhead analysis is your thing, do your thing! Whatever it is that you have the most experience in, are exceptionally skilled or trained in, or just prefer doing, let that thing guide your business.
Sometimes, it’s okay to think small. In fact, thinking small might be just the change you need to start attracting the right clients for your bookkeeping firm. Finding your niche is all about embracing the qualities that make your firm unique, and letting your individual strengths guide your marketing decisions.
Show off your strengths below and tell us what your niche would be!
**Categories:** Marketing, Practice Management
---
### [How to Say “No” to Accounting Clients](https://www.aeroworkflow.com/how-to-say-no-to-accounting-clients/)
**Published:** August 27, 2023
**Author:** Angelena Pierce
**Content:**
Nobody wants to be the bad guy, and saying no to accounting clients often makes you feel like one. It can be difficult to manage client expectations, especially when you aren’t sure of your own value. You might be afraid you’ll lose a client, or afraid that someone will be unhappy with you. At the end of the day, taking on work you don’t have time for or aren’t being adequately compensated for will only hurt your business. So, it’s time to draw the line. Here are some tips for learning to say no to accounting clients.
## Setting Boundaries
Saying no is all about setting boundaries and sticking to them. When you first onboard a new client, make sure that they understand that you will not do additional work that you have not agreed to in advance. When a client asks you to do something, give them a quote for how much that service will cost. Don’t be afraid to speak clearly and candidly with your clients while still being polite.
## Avoiding Scope Creep
[Scope creep](https://www.aeroworkflow.com/controlling-scope-creep-in-client-accounting-advisory/) is what happens when the work you’re doing for your client goes beyond the bounds of your engagement letter… meaning you’re giving them additional services for the same rate. Scope creep can be detrimental to your business, using up your staff’s time and resources. That’s why it’s so important to not stray from the terms of your original agreement. If you’re hesitant to tell a client no, use your engagement letter as a shield; explain to them that the terms you outlined must be respected.
## Giving Clients Options
Saying no doesn’t have to be the end of the conversation. In fact, these talks can be a great opportunity for upselling your services. When you say no to a client, be sure to show them the path towards getting the services they’re after. If you have another package that includes the service they’re looking for, tell them about it! Explaining your service offerings and what each package entails will also help them better understand the accounting business. Sometimes, clients are just asking because they don’t understand how much work goes into different tasks.
## Knowing Your Worth
Oftentimes, we say yes when we really want to say no because we undervalue our own skills and experience. We say yes because we think it’s not a big deal to do a little extra work. It can also be easy to think of clients, who you see often and probably get along well with, as friends. You wouldn’t mind doing a favor for a friend, would you? However, only bad friends undervalue you. If you don’t know your own worth, it’s easy to be taken advantage of. The best guard against this is knowing your business, your offerings, and how to navigate difficult conversations like the back of your hand.
At the end of the day, you understand your business. You know how much time you have, what your resource limits are, and how much you are worth as an accountant. When it comes down to it, it’s important to trust your gut and say no when a client’s expectations are too high.
**Categories:** Client Support, Practice Management
---
### [How to Price Your Bookkeeping Services](https://www.aeroworkflow.com/how-to-price-your-bookkeeping-services/)
**Published:** August 20, 2023
**Author:** Angelena Pierce
**Content:**
Are you struggling to find the right price for your bookkeeping services? We understand — numbers might be our business, but talking about money is always hard. It can be difficult to determine the value you provide to your clients AND defend that value when setting your prices. Nevertheless, the services you provide are incredibly valuable. That’s why you shouldn’t be struggling for hourly rates while much of the work you really do for your clients isn’t taken into account. So, here’s some of our best advice for pricing your bookkeeping services!
Use a Fixed (or Value-Based) Pricing System
When it comes to setting your bookkeeping prices, we recommend using fixed or value-based pricing. Fixed pricing means you have a set rate for your services rather than billing an hourly rate. With this model, you use internal metrics to dictate how much each service will cost. These can include the time it takes to complete the tasks associated with the service and how much value the service brings to your client.
Use Your Experience
We all sell ourselves short sometimes. That tends to happen when we talk about the value our experience and expertise bring to clients. When it comes to deciding the fixed fees for your bookkeeping services, you’ve got to start by assessing your team’s experience. The experience needed to complete different assignments should affect their pricing.
Understand That Time is Money
One of the most essential first steps to pricing your bookkeeping services fairly is understanding the time it takes to complete each task. Even if you are using a fixed pricing system, time is a useful tool to use in your decision-making. Calculate the amount of time it takes to complete your work and how much revenue is needed to cover that work and turn a profit.
Factor in Software
You use a lot of tools in your daily work, and those tools cost money too! When your clients are paying for your services, they’re also paying for access to the resources at your disposal. Be sure to factor in the cost of any technology and software you use to complete work for your clients into your individual pricing.
Package Your Services
After you’ve priced your individual services, you can start creating packages! Packaging your services is a great way to provide your clients with all the help they need! The most basic package should include full bookkeeping and tax filing. Beyond that, your packages should reflect the pairings clients will be most interested in. For example, one client might need tax planning, payroll support, AND basic reporting.
You know that your services are valuable — now, you just have to put a number to that value. Once you understand your own business and your client’s needs, the actual numbers should fall into place much more quickly. For more information on [pricing advisory services](https://www.aeroworkflow.com/pricing-your-client-accounting-advisory-services/) or the difference between [fixed billing and hourly rates](https://www.aeroworkflow.com/fixed-fee-value-pricing-hourly-billing/), check out our other blogs!
**Categories:** Practice Management, Pricing Models
---
### [5 Important KPIs for Accounting firms](https://www.aeroworkflow.com/5-important-kpis-for-accounting-firms/)
**Published:** August 13, 2023
**Author:** Angelena Pierce
**Content:**
KPIs, or Key Performance Indicators, help you measure how your accounting firm is performing in different areas, like client satisfaction or marketing. In business, the goal is always to grow and improve your company. Unfortunately, you can’t do that unless you have defined perimeters for what growth means to you.
That’s where your [KPIs come in](https://www.forbes.com/advisor/business/what-is-a-kpi-definition-examples/). To help you get started measuring success, here are some of the main KPIs you can track at your firm to improve financial results, productivity, client profitability, marketing and lead analysis, and client retention.
## Financial
One of the most critical types of KPIs you can track is financial indicators. The most surefire way to know if your business is a success is by asking yourself “Am I making money?” So, financial KPIs you can track are profit and loss, the costs of your processes and tech, the number of invoicing disputes, and operational costs per collection.
## Productivity
Your firm includes a lot of moving parts. Just as you want to know how your company is performing, your team needs to know how they’re doing. Your staff may be working harder when they could be working smarter. How many days does it take to complete the monthly close? Annual close? How many errors can be detected in employee work? How much time is taken for each task? These KPIs can help you [identify problems in your team’s processes](https://www.aeroworkflow.com/process-improvement-cycle/) and find solutions.
## Profitability
Not all clients are created equal, and assessing your current client pool for profitability is a great way to discover if it’s time to cut ties with anyone. You can also use profitability KPIs if you are trying to decide the direction or niche of your firm. If you have a lot of clients in one industry, and that’s where you’re making the bulk of your profits, it might be time to develop a niche. Good KPIs to track in this are net profit, gross profit, and income per project.
## Marketing & Lead Analysis
How are you getting new clients? How much value do new clients bring on average? These are questions that lead analysis and marketing KPIs can answer. In general, you should be tracking how many people are visiting your website, how many people are engaging with you on social media, web conversions, how many clients come from referrals, and how many potential clients become actual clients.
## Retention
Keeping your clients happy is essential for business, which is why client retention and satisfaction KPIs are also vital. Client retention rates, ratings and reviews of your firm, and how many client referrals you’re receiving are all KPIs you might track to ascertain your success in this area.
As an accounting professional, you know just how significant the numbers are. When you name your objectives and collect tangible data, you can take the guesswork out of scaling your business. Let us know down below what new KPIs you’ve been keeping track of — and if you’ve seen results through tracking any of the KPIs we’ve mentioned!
**Categories:** Practice Management
---
### [Using LinkedIn In Your Hiring Process](https://www.aeroworkflow.com/using-linkedin-in-your-hiring-process/)
**Published:** July 30, 2023
**Author:** Angelena Pierce
**Content:**
LinkedIn is one of our favorite ways to keep up with old colleagues, spread the news about our business, and make lasting connections, but did you know that it’s also a great tool for your hiring process? It isn’t easy to find the perfect candidate, and chances are, you’ve been through your fair share of awkward interviews and dreary evenings shuffling through applications. You don’t just want an employee, after all; you want someone who is the perfect fit for an already-established team. And candidates aren’t just looking for a gig either — job applicants are looking for a company where they can thrive and find satisfaction in their work.
If you’ve begun the search for qualified candidates, we can’t recommend enough that you [give LinkedIn a try](https://www.aeroworkflow.com/accountant-linkedin/) — and here’s why!
## Focus On Yourself First
At the end of the day, LinkedIn is a social media site, and potential candidates typically won’t respond to any job listing or message from a page that doesn’t even have a profile picture. You have to communicate that your business is legitimate and professional. Build out your profile before you even consider advertising your openings or making connections. This will also give potential applicants a good idea of what kind of company you are in terms of personality and values.
## Make Connections
Business is all about good connections, and LinkedIn was built for that specifically! One of the best ways to find great new employees is through word of mouth. If skilled candidates see that people they trust love your firm, they’ll know that they can trust you too. Connect with current employees, former employees, and your clients. You can also personalize your invitations to connect when you want to reach out to potential candidates!
## Find Some Candidates
There are many ways you can search for job candidates on LinkedIn. Even if you’re searching for people, you can easily see which bookkeepers and accountants are searching for work. You can also find candidates by joining LinkedIn groups and asking current employees to promote your company on their pages.
## Advertise Your Openings!
LinkedIn isn’t just a social media site for making professional connections — they also have a job board where you can post your listings! Whether you have the free or premium version of LinkedIn, you can post job openings. Candidates are able to apply directly on LinkedIn and view your company’s profile with a simple click. They can also see how many people have applied and discover if anyone they know is associated with your firm.
Let us know if you’re using LinkedIn in your hiring process — and if not, how are you finding the best candidates for your firm? We wish you the absolute best of luck in your hiring search!
**Categories:** Practice Management
---
### [5 Mistakes to STOP Making in Your Bookkeeping Firm](https://www.aeroworkflow.com/5-mistakes-to-stop-making-in-your-bookkeeping-firm/)
**Published:** July 9, 2023
**Author:** Angelena Pierce
**Content:**
We all make mistakes, but some mistakes can be costly – and detrimental – to your bookkeeping business. The good news is that many bookkeeping firms are making the SAME mistakes, and those mistakes can be easily remedied once you know what they are. So, here are 5 common errors that you might be making with your business too.
## Not Listening To Customers
You may know a lot about your field, but your clients know what their experience is like working with you. That’s why they are the best place to receive recommendations from. Make it clear that you are open to feedback and ask your clients good questions. You can even create a form that you can send out regularly!
## Only Focusing on Money
You may be in business to make money, but you’ll make much more money when you learn to focus on other things. Sometimes, the decisions we make that are NOT money-focused can be the most lucrative. For example, choosing an app that is more costly may be harmful to your budget now but better for your business in the long-run if it helps your firm be more efficient.
## Not Marketing Their Business
Chances are, you aren’t spending enough time or money on getting the word out about your business. Most business owners don’t. You’ve probably heard before that word of mouth is the best kind of marketing, but gossip alone won’t do it. This is the 21st century, and it’s impossible to avoid digital marketing if you want your business to succeed. Need a little help? Check out our [guide](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/) to get started!
## Working Harder, Not Smarter
We glamorize working ourselves to the bone, but oftentimes, that extra work really isn’t necessary. Why work harder when you can work smarter, right? There’s no gloy in working long hours – or working your staff long hours. Guzzling coffee, arriving early and leaving late, and stressing constantly over work won’t make you a great bookkeeper. It will just make you too tired to take good care of yourself and your customers.
## Avoiding Change
Change is a scary but vital thing for businesses. If you’ve been avoiding updating your tech or switching things up at your bookkeeping firm, it might be time to make a daring leap into the future in order to scale your firm. Or, alternatively, if you’ve been dragging your feet about making process changes around the office, there’s no better time than today to tackle them.
Have you ever heard that quote that insanity is doing the same thing over and over again and expecting different results? Well, you can stay sane by changing it up! Identifying the common mistakes that your bookkeeping firm is falling prey to is the first step to remedying them. Then, you can see your business begin to thrive!
**Categories:** Practice Management
---
### [How to Create a Technology Plan For Your Bookkeeping Firm](https://www.aeroworkflow.com/how-to-create-a-technology-plan-for-your-bookkeeping-firm/)
**Published:** July 2, 2023
**Author:** Angelena Pierce
**Content:**
A technology plan is a long-term strategy for how you utilize and prioritize technology — and it’s time for your bookkeeping firm to adopt one! We know it can be tempting to always go with the “new thing” regarding tech. Shiny gadgets always catch our eye too! Having a technology plan helps you avoid that impulse AND more specifically tailor your tech to satisfactory client experiences.
## Why YOU Need a Technology Plan for Your Bookkeeping Firm
Your bookkeeping firm is unique, with its own unique capabilities and challenges as a business. That means you need technology that is especially suited to your needs AND helps you stand out for the qualities that make your firm great. If you want to stand out, you’ve got to have the right tools that make working with you a wonderful experience for clients. Plus, technology doesn’t have to isolate us — in the workplace, it can help us be more connected than ever!
## Consider Client Experience
You should never make assumptions about what your clients want when it comes to technology. Rather, you should listen to their feedback and make it clear to them that you want it. Take a look at your current client base. What industries do they work in? What tools do they use? Be sure to ask your clients what their current experience is like with you and what tech they are currently using.
## Consider Your Team
Your team should also be front of mind when it comes to decisions about technology. After all, who’s going to be using this technology on a day-to-day basis? Create a training plan so that your entire team is up to speed when new tech comes into play. You should also make your tech selection process inclusive so that your team’s needs are at the forefront of decision-making.
## Assess Your Needs
Do you know what you’re looking for in a new app? Researching any kind of technology can be a hassle, with a million results at your fingertip for any inquiry. That’s why you have to make a list of what your needs are before you even start your search. Narrow your needs down to 1-3 pain points and try out some demos! You should be considering how the tech integrates with your other tools, how it improves productivity, what the application programming interface is like, and pricing, contract, and cancellation terms.
## Develop a Process For Implementing New Tech
If you’ve got a lot of technology gaps at your firm, you might feel the need to tackle everything at once. That’s… not exactly a great idea. Instead, you should only implement one new change at a time. This is where it becomes essential to consider what the new tech offers in terms of support and resources.
Just adopting new tech whenever it’s time to update isn’t a sustainable solution to your tech needs. Instead, you have to go into all technology decisions at your bookkeeping firm with a plan and process. That way, new systems are implemented and selected in a way that is efficient and thought-through.
Are you in the market for new accounting software? We’ve got a demo you can try [here](https://app3.aeroworkflow.com/CreateTrialAccount) to see if Aero might be a good fit for you!
**Categories:** Apps, Practice Management
---
### [Happy Employees, Happy Clients: How You Can Drive Client Satisfaction by Taking Care of Your Team](https://www.aeroworkflow.com/happy-employees-happy-clients-how-you-can-drive-client-satisfaction-by-taking-care-of-your-team/)
**Published:** June 25, 2023
**Author:** Angelena Pierce
**Content:**
Did you know that satisfying your clients starts with satisfying your employees? It’s true. Happy employees can lead to happier customers. Think about it: do you feel more energized at work when you’re happy? Are you more eager to do a good job when you know there are opportunities for advancement? When you feel like your boss appreciates you, how much more likely are you to approach them with your ideas and feedback about client relationships?
If your employees aren’t happy, your business can suffer in many ways, but one of the most detrimental aspects is client relationships. If you want satisfied clients, you’ve got to start with a happy team. Here’s why!
## Satisfied Employees Stick Around
People don’t stay in workplaces where they feel unappreciated, undervalued, or stifled creatively. Unhappy employees leave, creating vacuums that new employees fill… and when those employees leave, you have to onboard yet another new hire. This means that you won’t retain team members long enough for them to become experts. The longer you stay with a company, the better you understand your job and your clientele.
## The Happier You Are, The More Positive Your Attitude
Having a bad time at work? It often shows in your interactions with clients. Happier employees will be more attentive to clients, more creative in finding solutions to problems, and more pleasant to work with. It takes a lot of energy to keep clients engaged, and this energy can only come from having a positive attitude.
## A Happy Team is a Productive Team
According to [Forbes](https://www.forbes.com/sites/forbescoachescouncil/2017/12/13/promoting-employee-happiness-benefits-everyone/?sh=327ee96f581a), happy employees can be up to 20% more productive than unhappy ones. Imagine how much more work you’d get done if you were 20% more productive! You know the time that might have been spent toiling away on one task or procrastinating? That can be spent on responding to client inquiries, scheduling meetings, and sending reminders to clients about upcoming paperwork deadlines.
## Creating A Happy Team
Everyone needs to know that their hard work is noticed and valued. When your staff doesn’t feel appreciated, that’s when they are bound to look for positions elsewhere or let their workmanship suffer. To [create a happy team](https://www.aeroworkflow.com/improving-workplace-satisfaction-after-tax-season/), focus on finding opportunities to show your appreciation. It’s nice to have lunch delivered to the office once in a while or have a team get-together outside of work! You should also work towards building a strong company culture and encourage communication. You want your team to feel comfortable coming to you with their ideas and concerns.
The happier your employees are at your workplace, the better situated they’ll be to help your clients with all their needs. You won’t be able to grow your business or maintain a happy clientele if your workplace culture is lacking.
How do you keep your team happy at your accounting firm? Let us know your strategies down below!
**Categories:** Client Support, Practice Management
---
### [How to Leverage Generative AI in Your Bookkeeping Firm](https://www.aeroworkflow.com/how-to-leverage-generative-ai-in-your-bookkeeping-firm/)
**Published:** June 18, 2023
**Author:** Angelena Pierce
**Content:**
You’ve probably been hearing a LOT about generative AI lately, but did you know that you can leverage this technology to your bookkeeping firm’s benefit? Generative AI is artificial intelligence that produces content. This can include the written word, music, art — and, most importantly, synthetic data. Apps like Chat GPT have recently been making headlines, bringing this sort of technology to top-of-mind for businesses.
Technology like this can be scary, and we’ve all heard our fair share of stories about Roombas becoming robot overlords. The truth is, AI can take care of a lot of repetitive, time-eating tasks at your firm, letting you spend your time on the work that really matters. AI can help you improve your marketing, increase client satisfaction, and prevent disasters through cybersecurity and fraud detection. Keep reading to find out how!
## Communication
How you communicate with clients takes many forms, and there are many smaller tasks throughout your day that AI can help you tackle in this regard. Generative AI can help you write emails to your clients and respond to common questions, but it can also help you improve customer support with chatbots! AI chatbots can help your clients when you are unavailable, or help with simple troubleshooting.
## Marketing
When it comes to [marketing](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/), AI can certainly make your life loads easier. Generative AI can write blog articles, create email newsletters, and draft posts for your social media accounts, helping you cut down on the work you spend trying to reach out to potential clients. Not all AI tools are created equal, though; if you’re going to be using AI for content generation, be sure to do the research and pick the one that works best for your needs.
AI can also produce images for you to use in your marketing materials. Need an image of a woman on the beach stuck doing her taxes? AI can fill in the gaps if you can’t find the stock image you need.
## Risk Management
By feeding AI synthetic examples of fraud, you can teach it to recognize fraudulent transactions. Being able to rely on AI for this task can lead to finding fraud faster, thereby preventing more disasters. Similarly, generative AI can detect cybersecurity threats in the same way, protecting your firm from data breaches and the loss of sensitive information.
Advanced technology like generative AI doesn’t have to be frightening, despite the horror stories you may have seen on the SyFy Channel. This technology has the potential to make many aspects of our jobs so much easier, leaving us free to do what really matters — helping our clients.
We’ve only just scratched the surface of [how beneficial this technology can be for businesses](https://hbr.org/2023/04/generative-ai-will-change-your-business-heres-how-to-adapt), so keep your ears peeled for new developments that can help your firm! And let us know down in the comments how you’re tackling AI at your bookkeeping firm.
**Categories:** Practice Management
---
### [How to Effectively Communicate With Difficult Clients](https://www.aeroworkflow.com/how-to-effectively-communicate-with-difficult-clients/)
**Published:** June 11, 2023
**Author:** Angelena Pierce
**Content:**
Not every accounting client is going to be a walk in the park. As a matter of fact, some of them are going to be incredibly difficult to do business with. You’ve probably already encountered your fair share of difficult clients and dealt with all the stress that comes along with them. Wherever money is involved, disagreements are bound to spring up.
Conflict is natural, but it can be awful for business. One wrong move during a spat can land your reputation in pretty hot water. It doesn’t matter who’s in the right, or how unreasonable a customer is being — a negative review is a negative review. That’s why we want to give you some tools for conflict resolution at your accounting firm!
## Don’t Lose Your Composure
The quickest way to escalate a challenging situation is to lose your composure. No matter what happens — and no matter how difficult your client is — it’s important to stay calm if you want the matter to be resolved quickly. Even if a client is being unreasonable and it doesn’t seem fair, you still need to remain calm. After all, they have the ability to ruin your reputation through word of mouth. If you keep your side of the street clean, you never have to worry about a difficult client finding ammunition to use against you.
## Practice Empathy With Difficult Clients
Disagreements and miscommunications are bound to happen, and anyone can be at fault. Before you make up your opinion about a client, try to take a step back and see things from their point of view. It could just be a simple misunderstanding at the end of the day. Either way, their frustration stems from a deep desire to be heard. Listen to them. Remember to empathize with your clients first and foremost, and this will help you keep your calm when conflict arises.
## Resolve Things Quickly
Though time usually makes the heart grow fonder, the opposite is true for clients who are waiting for their issues to be resolved. The quicker you can answer their email, return their call, or address their concern — the better.
## Develop a Conflict Resolution Plan
[Conflict resolution](https://blog.hubspot.com/service/conflict-resolution-skills) should be an established procedure at your accounting firm. Just as your staff can refer to a detailed procedural guide as they interact with your accounting software and accomplish their daily task, you should make a point to provide a similar resource for conflict resolution. Develop a conflict resolution plan that your team can refer to any time things go awry.
## Improve Your Client Criteria
The best way to deal with difficult clients is to not have difficult clients in the first place. You can avoid issues through proactive communication. By developing a [client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) early on and [managing your client’s expectations](https://www.aeroworkflow.com/expectations-and-boundaries/), you can avoid misunderstandings that result in conflict.
Sadly, there’s no way you can avoid conflict completely. The only thing you can do is improve how you react. You want to de-escalate situations before they result in harm to your business. Let us know your favorite tips for resolving conflict down below!
**Categories:** Client Support, Practice Management
---
### [How to Tailor Your Communication Styles to Different Types of Clients](https://www.aeroworkflow.com/how-to-tailor-your-communication-styles-to-different-types-of-clients/)
**Published:** May 28, 2023
**Author:** Angelena Pierce
**Content:**
Running a successful accounting or bookkeeping firm takes excellent communication — and, oftentimes, it takes many styles of communication. Consider this: do you talk to your grandpa the same way you talk to your friends? What about your 7-year-old nephew? We automatically adjust our manner of speaking for different audiences in our day-to-day lives, and it’s just as important to do so when it comes to marketing and communication with clients.
A potential client who is looking to scale their business is going to be looking for particular things in an accountant or bookkeeper. On the other hand, someone who is trying to cut costs or define a succession plan will be drawn in by a very different pitch. Factors like age, demographic, business size, niche, and your own end goals will alter the way you talk to clients and potential clients AND the channels you communicate through. That being said, here are some tips for tailoring your [communication style](https://www.aeroworkflow.com/the-impact-of-effective-communication-on-accounting-procedures/) to different types of clients.
## Know Your Audience
The first step is understanding who you’re talking to. We’ve already talked about age, but what about industry? You may be able to use complex jargon with your colleagues, but that same language could confuse the owner of a paper company seeking advisory services. You will need to pay special attention to where your audience is, what they’re looking for, and what they DON’T want.
## Define Your Goals
What you say will always depend on what you want. Are you trying to advertise your new advisory services to older clients? Have you recently decided to target a niche group of business owners and are trying to reach them via Facebook? Are you informing clients of a price increase? Each of these situations will be approached differently because your end goals are different.
## Understand Channel Differences
Even if you don’t realize it, you’re probably already tailoring your marketing content for [different channels](https://blog.hubspot.com/marketing/marketing-channels). After all, a LinkedIn post can be longer than a Tweet can, meaning you have to be choosy with your words. Channels also have different target audiences. Your grandpa, for example, probably is not on Tik Tok — but he might be on Facebook! You will also need to keep in mind the industries your clients work in. A client with a young, trendy business will be using young, trendy apps.
## Look for Reactions
Sometimes, you’ve just got to be good at reading the room. People change, and communication styles have to adapt as well. Beyond that, it’s nearly impossible to get things right on the first try every time. When it comes to marketing, pay attention to metrics like clicks and follow-ups. When you realize something is working, keep doing that! You can also constantly adapt your communication with clients based on their reactions. If they seem to respond positively to you, you know you’re doing something right, if not, make the proper adjustments.
Communicating clearly and effectively is hard enough. Adjusting your communication styles for different audiences, and still communicating to each audience well, may sound near-impossible at first blush. However, if you pay attention to your different audiences and try to understand different channels, adapting your communication can help you improve the way you run your firm.
**Categories:** Client Support, Practice Management
---
### [The Impact of Effective Communication on Accounting Procedures](https://www.aeroworkflow.com/the-impact-of-effective-communication-on-accounting-procedures/)
**Published:** May 21, 2023
**Author:** Angelena Pierce
**Content:**
Communication is key at your accounting firm, and effective communication is especially vital for conquering your daily procedures. Everyone’s had those days where simple miscommunication makes your tasks take twice, even three times as long. A break in the chain of instruction can cause a lot of stress and take up a lot of bandwidth. If you want to tighten up procedures and potentially grow your accounting firm, you have to start with [good communication](https://www.accountingtoday.com/opinion/communicating-clearly-about-communication).
## Establish Some Ground Rules
To communicate effectively with your staff and clients, you need to know how and when to contact everyone. Utilizing a [client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) can help with one part of the puzzle. These documents outline everything you need to know, such as how and when you’ll communicate, how often, and what you SHOULDN’T do. For example, if a client never checks their voicemail, you’ll know not to waste any time leaving one. Regarding your staff, the best rule of thumb is to standardize communication across the firm. That way, no one ever misses a meeting because they weren’t sure if it was on Zoom or Teams!
## Check-In, Again and Again
You’ve heard it said before: there’s no such thing as a stupid question. At your firm, you should encourage questions and feedback frequently. After all, it’s better to answer the same question twice than end up with mass confusion. Establish a system for client and staff feedback so that all concerns and suggestions can be taken into account. You can also check in regularly with clients and your team, making them much more comfortable communicating with you.
## Improve Your Decision-Making
If you want to scale your firm or improve your efficiency, the first place to look at is your procedures. That’s why good communication can drastically improve your decision-making and management skills. If you gather feedback and ask questions, you’ll know what procedures need improving. Sometimes, a process just needs to be completely overhauled. By making sure your clients and staff are comfortable enough to talk to you, you’ll be able to improve the health of your business.
## Market More Effectively
Want to know another benefit of successful communication? You understand your clients better. That means that you’ll be better situated to advertise to new potential customers! Think about it: the more you communicate with your clients, the more you’ll understand their business, their wants, and their needs. You can apply this information to your marketing strategy to draw in the best clients for your firm.
If you want a good business, you’ve got to communicate well. Your day-to-day procedures will run much more smoothly when everyone is on the same page. Start with getting a communication plan in place and developing a system to receive feedback and the next thing you know you’ll be on your way to growing and managing your firm more effectively!
Have any great communication strategies at your firm? Let us know YOUR tips and tricks for keeping everyone on track down below!
**Categories:** Client Support, Practice Management
---
### [How Good Communication Leads to Good Accounting Clients](https://www.aeroworkflow.com/how-good-communication-leads-to-good-accounting-clients/)
**Published:** May 14, 2023
**Author:** Angelena Pierce
**Content:**
We’ve all had “bad” clients, but did you know that good communication can help your experiences with clients be… well, good? Many common frustrations we run into at work, no matter your job, can result from information not being passed smoothly from one person to the next. Problems can never be solved if you don’t talk about them, and communicating ahead of time can help prevent issues entirely. In this article, we’re going to give you some communication tips that will help you convert even the most unruly of customers into clients you can enjoy working for!
## Identify the Problems
The first step to alleviating the problems that make your clients “bad” is figuring out what those problems are. Do they send you emails and then call you to make sure you got the email? Have they forgotten deadlines or returned paperwork half-finished? Do they miss meetings or get confused about whether you’re meeting on Zoom or Teams?
Good news! These are all problems that are fixable with good communication! Once you know what’s not working, you know what needs to be better communicated to your clients.
## Create a Client Communication Plan
The client communication plan is one of the most valuable documents you can have for managing relationships at your firm. Ideally, the plan should be outlined during the onboarding process — but it’s never too late to establish rules and boundaries if you want to start using communication plans with old clients! Remember, your clients ALSO want to know what’s going on, so they’ll probably be happy to have the guidelines.
Need some help getting started? We’ve got a more detailed guide that you can find [here](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) on how to develop a strong client communication plan.
## Gather Feedback Regularly
Instead of waiting to get [feedback](https://www.hubspot.com/customer-feedback) from a negative review once you and your client part ways, ask for it regularly. This will help you gauge whether or not you are communicating effectively with your clients. Think about it: if your client missed a meeting because they couldn’t find the Zoom link, they were probably just as frustrated as you were. Maybe that means meeting reminders need to be sent or the necessary links and codes should all be in one central location.
## Remember that Clients are Only Human
Unless you’re working for an infallible robot, mistakes are bound to happen sometime, and decisions will be motivated by emotions. Your clients seek out your business because they’re afraid. You understand things about accounting — and, most likely, the IRS — that they don’t. No one wants to get in trouble for making a mistake. Your clients need this to go smoothly just like you do. While not every client is sunshine and roses, most probably aren’t meaning to make your job difficult.
Maybe there are some terrible clients out there — but they’re few and far between. Most bad clients are just the result of poor communication. By improving communication, you can turn bad clients into good ones AND attract more good clients in the future.
**Categories:** Client Support, Practice Management
---
### [Is Your Accounting Firm Client-Centric?](https://www.aeroworkflow.com/is-your-accounting-firm-client-centric/)
**Published:** May 7, 2023
**Author:** Angelena Pierce
**Content:**
Did you know adopting a client-centric approach at your accounting firm could lead to happier customers and more business? You’ve probably already realized that people are at the heart of your firm; after all, businesses aren’t t machines made of cogs and gears — they’re ecosystems of living beings, all working together to create the whole. That’s why people-focused approaches to business are often more successful and rewarding.
However, you already work with many people and processes internally, and it can be difficult to see past all the tasks you face before even coming face-to-face with clients. So, here are some tips for making sure that your clients are considered in every part of your procedures.
## Check-in With Your Clients Regularly
One of the best ways to develop a client-centric approach in your work is to gather intel regularly. Feedback is SO important to the success of your business, and your clients are well-suited to provide it. Some of your customers have probably been with your firm for a long time. They’ll know which areas your firm needs to grow in, whether that’s something like communication or delivering materials in a timely manner. Be sure to ask for and encourage feedback from your clients.
## Work to Understand Your Clients
Utilizing a data-driven approach to understanding your clients will help you be there when they need it most. Keep track of things like the topics that are discussed between your staff and your client, what services are offered to them, referrals, and their communication preferences. With all of this information at your fingertips, you’ll be better suited to offer your clients what they need when they need it.
## Be Easy to Reach
Having a thorough [client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) can save you a LOT of hassle. Let’s face it: we’ve all sat in a meeting that could have been an email. Having preferred methods of communication outlined ahead of time can prevent unnecessary time spent struggling to get a hold of someone or scheduling meetings that don’t really need to happen.
## Pay Extra Attention to Your Onboarding Process
We can’t overstate the importance of first impressions. From your earliest interactions, your clients should feel that they matter. This is the time to hammer out a communication plan and clarify that you are open to feedback and communication. To make this easier, we’ve got a more detailed guide to developing this onboarding process [here](https://www.aeroworkflow.com/client-onboarding-control-costs-with-proper-procedures/).
You wouldn’t be anywhere without your clients, so it’s no wonder that focusing on your clients will take your business even further. Your customers are your main source of referrals — and they are the perfect candidates for cross-selling and up-selling your services. Plus, you just can’t sell services no one is asking for. Keep your clients constantly at the top of mind and stay in tune with their needs. Then, you can better operate your firm for success and client satisfaction.
**Categories:** Client Support, Practice Management
---
### [Do You Have a Succession Plan For Your Accounting Firm?](https://www.aeroworkflow.com/do-you-have-a-succession-plan-for-your-accounting-firm/)
**Published:** April 30, 2023
**Author:** Angelena Pierce
**Content:**
Having a succession plan in place at your accounting firm protects your clients and staff from uncertainty. No one can predict the future, and there are many reasons that leaders step down. Whether it’s time to retire or unforeseen life changes pop up, you don’t want anyone who relies on you to be left in the dark.
[Succession](https://www.google.com/aclk?sa=l&ai=DChcSEwj8xILpqdP-AhVu7-MHHVQGBzUYABABGgJ5bQ&sig=AOD64_1L8nX6F4inUNd4Z-oacE_5hviYSg&q&adurl&ved=2ahUKEwitjfnoqdP-AhWak2oFHUP3AqIQ0Qx6BAgDEAE) refers to the transition process from one leader to the next. This process, as you can imagine, can be quite hard. For this article, we will focus mainly on internal succession, where you identify a successor in-house and help them transition into their new leadership position. If this sounds ideal to you, here are some things to consider as you get started drafting your succession plan.
## Design a Training Regimen
No matter how long your successor has been associated with your accounting firm, a new job is a new job, and your successor will need a thorough onboarding process in order to feel comfortable with their new responsibilities. So, you have to design that onboarding process. You should tackle this the same way you tackle regular onboarding. First, you have to define and [document all the procedures](https://www.aeroworkflow.com/why-document-procedures/) that your new hire will be expected to perform. Then, you need to decide how you will decimate that information. This may include giving your successor access to an information database or allowing them to shadow you as you work through your daily tasks.
## Create a Time Frame
Rome wasn’t built in a day; likewise, switching leadership at your accounting firm can be a difficult transition. Handing over the torch comes with a lot of tedious little tasks. After you have your training materials prepared, you’ll need to take a look at a calendar. How early will you begin training your successor before you take your leave? When will you notify staff that the switch is going to take place? How will you address the topic? Your succession plan may also include how you intend to say farewell to your team.
## Be Open to Change
New leaders come with new ideas, and you should encourage your successor to bring their unique perspective to the new position. In fact, this should be worked into your succession plan! In your last months with your accounting firm, work with your successor to polish and implement their ideas for the company. They will value your expertise — and your staff will feel more confident in any changes with your stamp of approval. This will help your successor ease into their role as a leader.
All changes can be tough, and it’s hard enough to say goodbye without poor planning getting in the way. Hopefully, with the written procedures in place, you can reduce the number of tears shed in your final days with your accounting firm — at least the stress-induced ones!
At the end of the day, your accounting firm is far more than that. Your staff, their happiness, and their future employment matter to you, and your final responsibility as their leader is to see to it that the firm’s future is safeguarded.
**Categories:** Practice Management
---
### [Planning for Evolving Accounting Client Needs](https://www.aeroworkflow.com/evolving-accounting-client-needs/)
**Published:** April 23, 2023
**Author:** Angelena Pierce
**Content:**
Just like at your accounting firm, your client’s business, needs, and priorities will change and evolve over time. Sometimes, an approach might not work; other times, business is great and it’s time to take a giant leap into the future. But whenever a big change happens for your accounting client, you don’t want to be left behind.
As an accounting professional, you are uniquely positioned to understand your client’s business needs. You already know what their books look like, after all. The next step is using your own business savvy to market your services as circumstances change. If you stay vigilant, build strong client relationships, watch for the right moments to upsell and cross-sell, and never neglect old accounting clients, you’ll be able to grow with your customers. They get an accountant for life; your business prospers. It’s a win for everybody!
## Build Strong Client Relationships
The first step to understanding your client’s evolving needs is [communication and vigilance](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/). Accounting clients might not always tell you upfront if their priorities are changing, so you have to pay extra attention. Of course, you should focus on building strong client relationships for many reasons, but you don’t want to be a stranger to someone who can recommend your business and buy into new services.
Many evolutions in a client’s business can warrant changes in the services you provide to them, from growth to new product launches. To better anticipate these changes, make yourself a list of the sorts of business shifts that might lead to new opportunities for your firm.
## Work on Cross-Selling and Upselling
If you’ve been staying vigilant, you might have noticed a client seems ready for an advanced service like advising. Maybe your accounting client is trying to scale their business and needs some guidance. Whatever the case may be, this is the [perfect situation for upselling](https://www.forbes.com/advisor/business/what-is-upselling/) or cross-selling. If you have already built a strong relationship with your client, they’ll be much more receptive to your pitch.
If you’re paying attention to your client’s business developments and the time comes to offer additional services, you want to already have a plan in place. How will you frame and introduce the new offer? What changes will your client need to be made aware of? Do you have an engagement letter drafted?
## Don’t Forget: Existing Clients Can Still Be New Customers
As your firm adapts, scales, and evolves along with your clients, your service offerings will sometimes undergo changes. Marketing tends to target new potential accounting clients… But you should never neglect your old friends. Develop a plan for marketing new service offerings to existing clients. This could mean developing a specific email list for this group or introducing your new service offerings in a more personal manner.
Nothing stays the same forever; as the seasons change, so too do your clients’ needs. In order to grow your own business and maintain good, long-lasting client relationships, you just have to think ahead.
**Categories:** Client Support, Practice Management
---
### [Staff Onboarding: Are You Ready to Go When a New Person Joins Your Firm?](https://www.aeroworkflow.com/staff-onboarding-at-your-accounting-firm/)
**Published:** March 24, 2023
**Author:** Angelena Pierce
**Content:**
Welcoming a new accounting team member is exciting, and you don’t want to miss any vital step in your onboarding process. After all, you never get a second chance to make a good impression. This period in which you’re first getting to know a new employee — and they’re getting to know the company — sets the tone for their relationship with the firm.
Having a great onboarding process prepares new staff members for success, makes them more likely to stay, and improves your brand. It’s true! When people love where they work, they tell other people. This can help you attract even more incredible talent in the future.
So, here are some important onboarding components you don’t want to miss in your process!
## Communicate With Your Team
One of the most difficult — and essential — parts of training a new team member is integration! It isn’t enough for new hires to have all their accounts set up and know how to tackle processes on their own. They have to get to know the rest of the team and develop a workflow with their new coworkers. This can be especially hard for remote and hybrid-remote teams that don’t have as much time in the office together.
You should make sure your team knows about the new hire before they arrive, which can be done either in an email or during a team meeting. The team should know the new hire’s role and what they will be doing at the firm. Introductions should also begin on the new hire’s first day.
## Utilize Recorded Procedures
There are SO many new processes that new hires have to familiarize themselves with, which is why having a database of all your procedure checklists that they can access when questions arise can be incredibly useful. If you haven’t started writing down your procedures, don’t worry — we’ve got a more detailed guide [here](https://www.aeroworkflow.com/bookkeeping-procedures/) that you can check out.
Basically, you’ll want to consider every task you perform throughout the day, big and small. These should be written down in easy-to-follow checklists that are stored safely and easily accessible by members of your team. As new hires adjust to their new jobs, they can consult the written procedures as needed to ensure they’re doing things correctly!
## Check Back In After Onboarding
After the initial onboarding process is over and, say, a month has gone by, you’ll want to reconnect with your new hire. Plan to have one-on-one meetings at certain intervals. As work picks up, it can be difficult to get back into onboarding mode. Prioritizing these meetings, however, will help foster a culture of communication and make your new hire more comfortable coming to you with questions and suggestions.
A good onboarding process will let your new hire know that your firm is a great workplace! If you cover all your bases, your team members will feel confident in their new position and comfortable coming to you when something goes awry.
**Categories:** Practice Management
---
### [4 Procedures You Need to Have in Place Now at Your Accounting Firm](https://www.aeroworkflow.com/4-procedures-accounting/)
**Published:** March 19, 2023
**Author:** Angelena Pierce
**Content:**
Having the right procedures in place can make or break your accounting firm. We’re all familiar with the idea that you’ve got to clean your own house first. If you want your firm to run smoothly, you have to begin by cleaning up your internal procedures. Having certain processes nailed down AND recorded will ensure that you and every member of your team can replicate successes. So, we’ve picked out four procedures we think are absolutely vital to maintaining both internal and external relationships at your accounting firm! Figure out these procedures, and maintaining good clients and staff should be a breeze.
## Client Onboarding
Your onboarding process sets the tone of your client relationship… and you want those relationships to be good! A great place to start is with a client communication plan. This document will outline communication expectations so they can be standardized. Every new client aboard your firm should have the same, wonderful experience. How will you initiate contact? Do you have a standard welcome email? How do you gather client information? You’ll want to have a standard procedure for setting up things like cloud storage, payroll, and time tracking. Another part of your client onboarding process might include sending a welcome package!
## Client Offboarding
Sometimes, things just don’t work out. You can’t control whether or not a client is a good fit for your firm, but you can control your offboarding process to make sure clients are let go smoothly. After all, you don’t want any hard feelings; former clients can be some of your best marketing tools!
When it comes to your client’s offboarding procedure, it’s important you cover all the bases from onboarding. Your recorded procedures should include changing passwords and removing clients’ from your digital accounts. When it comes to offboarding, there are more legal and security issues to be aware of. Reviewing engagement letters should be part of your procedure so that you can ensure nothing comes back to bite you.
## Staff Onboarding
Just like with your clients, staff onboarding is your chance to make a good first impression. How great is it to show a new team member that your firm is efficient and well-prepared from your first interactions? Onboarding procedures should include all necessary training and assimilation into the team. Replicate this same process every time you bring on a new team member and they should feel right at home in their new work environment!
## Staff Offboarding
People leave their jobs for many reasons. Maybe things just didn’t work out; maybe they decided to change careers or reached retirement age. Whatever the case may be, it’s crucial that your team knows how valued they are right up until the very end. Having this process standardized will also ensure that you don’t miss any steps that [could result in legal complications](https://www.forbes.com/advisor/business/offboarding/).
With your onboarding and offboarding procedures for both clients and staff in place, you’ll be able to curate the kinds of relationships you want at your accounting firm. Then, everything else can fall into place.
Let us know what procedures you’re working on improving this year — and be sure to check out our more detailed [client onboarding guide here](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/)!
**Categories:** Client Support, Practice Management, Workflow Management
---
### [How Systemization Can Help You Scale Your Accounting Firm](https://www.aeroworkflow.com/how-systemization-can-help-you-scale-your-accounting-firm/)
**Published:** March 12, 2023
**Author:** Angelena Pierce
**Content:**
If scaling your accounting firm is on the agenda for 2023, you’re going to have to start with systemization! At this point, we’re well into 2023. We’ve made our resolutions, and started on the spring cleaning… but now it’s time to be practical about our goals and outline the steps we need to take to achieve them.
Ancient Rome could only grow so big; a collapse was inevitable. What is it about scale that affects overall operations? Well, the larger a company is, the harder it is to stay consistent. There are suddenly more clients, more team members working with those clients, and more people doing the same tasks throughout the day, often with their own flair and individualized approach. Then, it becomes hard to guarantee the same service across the board and control what’s happening throughout your firm.
That’s where systemizing comes in! By systemizing your firm, you can be consistent and efficient, which will allow you to grow without fearing your quality of service will dwindle. Systemizing also allows those in leadership positions to rest a bit easier — there’s no need to micromanage when staff already has detailed processes to guide them!
## Recording Your Processes
It doesn’t matter if you go to a McDonald’s in Alabama, California, or Vermont — you know exactly what is going to be on the menu. When you eat that burger, it will taste exactly the same. That’s because McDonald’s staff, no matter their location, are using the same recipe and guidelines for interactions with customers.
That’s basically your goal when it comes to [recording your processes](https://www.aeroworkflow.com/bookkeeping-procedures/). Figure out what you’re cooking throughout the day. You could be sending specific types of emails, scheduling meetings, interacting with software, etc. Then, write down the recipe. You want to have detailed written processes that are stored somewhere safe and accessible to your staff.
## Get Feedback
Your client’s satisfaction should consistently be centered in your approach to scaling your business. Your main goal in systemizing your services should be delivering the same excellent service to your clients, every time. Consider some of the places that can be systemized. Who is your target audience and how do you reach them? How do you deliver your services? How do you accept payment? It’s also a good idea to involve your clients in this process! We advise sending out regular surveys/feedback forms to glean your clients’ preferences and possible areas of improvement.
## Be Ready for Change
Nothing lasts forever, and in this case, it’s because things can always be better! Your processes should continually be improving and making your job easier, not harder. Your team should have an easy-to-follow correction process for introducing and implementing changes. That includes changes both big and small! Whether you initially missed a step in your written procedure or have adopted entirely new software, it’s important that all changes are implemented smoothly!
Now, your firm doesn’t have to look exactly like a fast food franchise. Rather, you’ll want to systemize the [most important, most repetitive processes](https://www.forbes.com/sites/theyec/2022/03/30/does-your-company-systemize-these-nine-important-business-functions/?sh=73db42fb4fa7). With these simple processes out of the way, you’ll have the capacity to be more creative in your processes AND free up the time that would be spent checking in on team members to make sure everything is up to par. When you systemize, your 2023 goal of scaling your business becomes much more reachable!
**Categories:** Practice Management, Workflow Management
---
### [QuickBooks Online Trends for 2023](https://www.aeroworkflow.com/quickbooks-online-trends-2023/)
**Published:** February 26, 2023
**Author:** Angelena Pierce
**Content:**
Quickbooks Online experts Laura Redmond and Kelly Gonsalves recently sat down to talk about their favorite Quickbooks Online features — and what trends are coming up in 2023! The full recorded webinar can be found [on our YouTube Channel](https://www.youtube.com/watch?v=n801OML5Xk4), but we wanted to briefly summarize what you can expect to see this year at your accounting firm.
## Connecting More with the Accounting Community
Quickbooks wants feedback! This year, QBO is working harder to gather input from the accountant community, and they’re asking for it from within the product itself. They’re also regularly publishing the changes they’ve made in response to accountant feedback. You can find those updates here!
## Hiring and Finding Talent
Many accounting firms are having a difficult time finding and keeping talent. You’ve probably already heard a lot about the Great Resignation and how a shrinking hiring pool is affecting accounting firms — in fact, your firm might already have been impacted. The COVID-19 pandemic made a lot of people realize they want more from their work, whether that means better benefits, flexible schedules, work-from-home opportunities, or just a bigger sense of meaning.
Many accountants have left their positions in order to open firms of their own, and there is also the problem of how many young people are coming into the industry. The AICPA will also have this on its radar throughout the year.
## Accounting Workflow Automation
Workflow automation can be great for your firm’s efficiency and bottom line. This year, automation is big! As you work on growing and improving your firm, take a look at trends in accounting automation. Look for areas you might be able to utilize automation. There are all sorts of simple, repetitive tasks you do at your accounting firm that can be taken over by technology. It’s also important to consider the return on your investment here. A heftier price tag for an automating technology might be worth it when you consider all the labor you’d be saving in the office.
## Cybersecurity
Another trend for accountants this year is the greater focus on cybersecurity. Technological advancements can lead to easier workdays and fatter paychecks. But, on the other end, hackers find new ways to circumnavigate your defenses every day. Having a plan in case of cyber security attacks is vital. You can protect your QBO data through 2-factor authentication, being cautious when integrating apps, not sharing sensitive information over email/phone, segmenting accounting workflows, and being careful where you put your data in QuickBooks.
Want to see the full webinar and learn more about 2023 with QBO? Check it out on [our YouTube channel](https://www.youtube.com/watch?v=n801OML5Xk4)!
**Categories:** QuickBooks Online
---
### [How Knowledge Management Is Crucial to Scaling Your Bookkeeping Firm](https://www.aeroworkflow.com/how-knowledge-management-is-crucial-to-scaling-your-bookkeeping-firm/)
**Published:** February 19, 2023
**Author:** Angelena Pierce
**Content:**
Your knowledge is valuable, and you can leverage knowledge management to scale your bookkeeping firm! As our jobs become second nature, we often forget how complex our daily processes are. It turns out, you know quite a lot about what it takes to do a good job — and so does every member of your team. In fact, the gathering of knowledge at your business is often a collaborative project. The exchange of ideas and best practices is how you get everyone on the same page and help your firm to flourish.
To achieve consistency at your bookkeeping firm, your information needs to be well-documented, frequently updated, secure, AND easily retrieved. Here are some steps to help you begin using knowledge management to your advantage.
## Knowledge Management
Recognizing the body of information that makes up your knowledge capital is the first step to capitalizing on it. If you aren’t already documenting your processes, now is the time to really take a look at what tasks you do throughout the day and how those can be broken down into steps. Feel free to check out our [detailed step-by-step guide](https://www.aeroworkflow.com/bookkeeping-procedures/) on how to document procedures at your bookkeeping firm!
## Experimenting With Format
Because your knowledge database will be filled with learning materials, it’s also a great place to turn to for onboarding new team members! Remember the last time you tried to learn something? What helped you the most? Did videos help you absorb the material? What about charts or brief articles? Who hasn’t found themselves falling down a Wikipedia rabbit hole?
Well, you can try any number of these approaches when it comes to recording your processes. Maybe a video database will prove helpful in training new employees or an internal wiki would be a fun, collaborative way to combine team knowledge.
## Storing Your Information
The key to knowledge management is accessibility. You want every member of your team to have access to the materials they need, the moment they need them. But you also want your knowledge capital to be secured. It’s valuable, after all, and we keep valuable things under lock and key. We recommend utilizing cloud-based storage for optimal security. It would help if you also cleaned up your processes regularly to ensure that your knowledge database, wherever it is located, is up-to-date and remains uncluttered.
Knowledge management allows you to streamline processes. Your team’s efficiency can improve and your interactions with clients can be more consistent. This is just one key element to designing the sort of workflow that helps your bottom line. It may take some time to establish checking the knowledge base as a regular part of the routine — but once your team has it down, it can make a huge difference!
Check out our previous article on [accounting scorecards](https://www.aeroworkflow.com/balanced-scorecard-accounting/) to learn how to pay better attention to the four main areas of your business that affect its overall growth!
**Categories:** Practice Management, Workflow Management
---
### [Balance the Scorecard at Your Accounting Firm](https://www.aeroworkflow.com/balanced-scorecard-accounting/)
**Published:** February 12, 2023
**Author:** Angelena Pierce
**Content:**
Translating business strategies from paper to practice can be difficult, which is why utilizing the balanced scorecard framework at your accounting firm might be just what you need to better analyze your business and achieve your goals.
You might think that financial outcome is the best way to measure your business’s success and set future goals. You are an accountant, after all. However, the balanced scorecard approach says that you cannot directly change financial outcomes. What you do have power over is the areas you can actually manage, like your efficiency and your interactions with clients. So, here are some of the basics of the balanced scorecard and how it might be able to help your business.
## That’s Where the Balanced Scorecard Comes In
The Balanced Scorecard framework has four main components to help you assess your business performance.
- Financial: Is your business financially healthy and performing well? Could costs to your company be reduced in any area?
- Customer/Stakeholder: Are your clients happy? What do your client relationships look like? You might be able to improve communication or your strategies for attracting new clients.
- Internal Processes: What do [your processes look like](https://www.aeroworkflow.com/bookkeeping-procedures/) and are they effective enough as is? There could be room to improve your efficiency and capacity here.
- Organizational Capacity: How many people are on your team? Do you have a physical office space or remote capabilities? What technology are you using? This area examines the much more tangible side of your business.
## The Benefits of the Balanced Scorecard
The pandemic and recent economic downturn have made it difficult for many businesses to stay afloat, and you yourself might be looking for creative strategies for recovery. Unfortunately, none of us can predict the future. That’s why it’s also important to utilize a model of performance assessment that focuses on adaptation.
Success isn’t merely defined by income. What does a successful onboarding process look like? What does a successful client relationship look like? Are you succeeding in your adoption of new technologies and your recording of internal processes? By recognizing these distinct areas of your firm’s health and actively looking for ways to improve them, you can be successful even in hard times.
The Balanced Scorecard approach also allows you to see your goals side by side and understand that meeting specific goals might affect other areas of your business. For example, adopting a new technology might improve your efficiency and capacity, but add to the firm’s costs. The scorecard also is a great document to share with stakeholders in your business so they can see the concrete, long-term goals that are set.
2023 can be the year you scale your accounting firm by focusing on a comprehensive view of your business. You just have to start with the scorecard. Design yourself a sheet or [use an online template](https://hbr.org/1992/01/the-balanced-scorecard-measures-that-drive-performance-2) to show the four areas of your business. Then, fill out your goals for each area and the steps you need to take to reach them. This scorecard can be filled with yearly, quarterly, or monthly plans. Start using the scorecard today to visualize your 2023 goals.
**Categories:** Practice Management, Workflow Management
---
### [Top Tips for Saving Time During Tax Season](https://www.aeroworkflow.com/top-tips-for-saving-time-during-tax-season/)
**Published:** February 5, 2023
**Author:** Angelena Pierce
**Content:**
The dreaded tax season is upon us, and you might already be feeling overwhelmed at your accounting firm. There’s a lot to do and not a whole lot of time to do it. Let’s face it: we could all use an extra hour in the day. So, we’ve compiled some helpful tips for saving time during the busy season! Here are some of our suggestions for making every minute count this year.
## Let Technology Do the Heavy-Lifting
Technology can be a total lifesaver during the busy season, especially with recent advancements in automation. During this time of year, you need absolutely every spare moment you can find, and sometimes the simplest tasks can eat into much of your day.
How much time do you spend sorting information from clients or adding meetings to your digital calendar? Eliminate these simple, repetitive tasks through automation! Plus, [good accounting software](https://app3.aeroworkflow.com/CreateTrialAccount) should help you manage your information and streamline your work processes even more.
## Stay Organized
We’ve all spent ten minutes searching for something we could have sworn was *right* there. Those ten minutes pile up if you’re struggling to find the information you need for your job multiple times a day. In order to prevent losing things, you’ve got to discover an organizational system that works for you. We also recommend [recording your processes](https://www.aeroworkflow.com/why-document-procedures/) clearly and storing these written procedures somewhere safe. That way, you’ll have an easier time not forgetting any necessary steps this season.
## Know There Will Be Obstacles
You can’t be caught off guard by an interruption in your work schedule if you’ve already factored in the room for change. Don’t plan out your day to the minute. Instead, leave some wiggle room for phone calls, emergency meetings, and answering emails. It doesn’t have to be the end of the world when something surprising comes up, as long as you’ve prepared for deviations in your schedule!
## Go Remote
Remote work is [pretty much here to stay](https://www.forbes.com/sites/bryanrobinson/2022/02/01/remote-work-is-here-to-stay-and-will-increase-into-2023-experts-say/), and many businesses are choosing to go either fully remote or institute a hybrid workflow. Some remote tools can be handy during tax season even if you’re not sold on giving up the office. Save time on your commute to the office by working from home some days, or schedule your meetings on Zoom so there’s no need to wait around for other parties to show up at a physical location.
We here at Aero hope you and your team have a blissful, stress-free tax season — or, at least, as stress-free as possible! It’s a busy time of year, but hopefully, now it can be a little less so. These tips should help you manage your time, and if you’ve got any other strategies for saving time, we’d love to hear them! Let us know down below how you’re planning to tackle the busy season.
**Categories:** Practice Management, Workflow Management
---
### [How to Achieve a Healthy Work-Life Balance](https://www.aeroworkflow.com/how-to-achieve-a-healthy-work-life-balance/)
**Published:** January 29, 2023
**Author:** Angelena Pierce
**Content:**
All work and no play isn’t good for anyone, which is why it’s so important for accountants to maintain a healthy work-life balance. Sometimes, it takes a lot of intentionality and practice to really set your work aside and prioritize your own health… but it’s absolutely worth it! When work becomes your only priority, your family life, mental health, and quality of life can suffer. So, here are some tips from your friends here at Aero on how to maintain a healthy balance between work and home. Having some fun outside the office might even [help you be more productive on workdays](https://thehappinessindex.com/blog/importance-work-life-balance)!
## Be Kind to Yourself
The first step in achieving a healthy work-life balance is learning to put yourself first. It can be difficult, especially if you are part of a small firm or are a sole practitioner, to step back and put your work aside. There are people relying on you, after all; the survival of a business is on your shoulders. However, you can only work as well as you feel. Focus on yourself and learn to recognize the signs of impending burnout. Then, allow yourself to take the time and space you need.
## Enjoy Your Time Off
Life is precious, and spending all your time at the office can mean missing out on life’s important moments. That doesn’t just mean milestones like weddings and graduations. When was the last time you got lunch with your friends or allowed yourself to spend time on one of your hobbies? In order to have a healthy relationship at work, let yourself have fun outside of the office. You don’t have to feel guilty for enjoying things you love or [putting off answering emails](https://www.aeroworkflow.com/5-ways-to-tame-your-email-inbox/) until Monday morning. In fact, the more satisfying and fulfilling your free time is, the more productive you’ll be when it counts!
Breaks are also a great time to prioritize yourself! Instead of organizing paperwork during your lunch break, read that book you haven’t had time to get to or take a relaxing walk. Listen to a podcast or watch an episode of that show you started binging Saturday. You can even use your breaks as an opportunity to call a friend or family member to catch up!
## Set Boundaries
Boundaries are essential for all relationships, including those between you and your clients and coworkers. Set a time aside for answering emails and don’t open your inbox outside of that time. Let people know which ways they should communicate with you. For example, texting rather than emailing or sending messages through a work channel is a way work can encroach on your personal life. Also, don’t be afraid to communicate when you are overwhelmed at work and need some help tackling a project.
Your mental health is important, and failing to prioritize yourself can lead to burnout. We know your work is important to you, but we also know the happiest version of you is the best version! When you take care of yourself, it’s much easier to produce quality work for your clients.
The balance won’t be perfect from the start. In fact, it’s best to start small. If you set too many resolutions all at once, you can be easily overwhelmed. But if you try tackling just one healthy habit this week, you can set yourself on a path toward a work-life balance that’s perfect for you.
We hope these strategies help you enjoy a happy, healthy, and productive 2023! Let us know what goals you’re setting this year and how you prioritize yourself during tax season.
**Categories:** Practice Management, Workflow Management
---
### [4 Takeaways From AICPA's CAS Benchmark Survey](https://www.aeroworkflow.com/4-takeaways-from-aicpas-cas-benchmark-survey/)
**Published:** January 22, 2023
**Author:** Angelena Pierce
**Content:**
The AICPA has released the 2022 CAS benchmark survey results, and we’ve taken the time to pull out the top takeaways that might affect your business decisions in the coming year!
Client Advisory Services (CAS) are becoming more and more popular, and many accounting and bookkeeping firms have begun to see the true value in their expert advice — to both their clients and their own bottom line. As CAS becomes more and more popular, the AICPA survey aims to collect information about what makes the best CAS practices so efficient and profitable. To read the full report, you can visit [AICPA’s website here](https://www.aicpa.org/professional-insights/download/2022-cas-benchmark-survey).
For the “tldr” version, here are 4 things that stuck out to us.
## Signs Point to Growth
According to the survey, since 2018, CAS practices have seen growth in the double digits. From 2021 to 2022, that growth was 16%. That’s definitely not too shabby. The top CAS firms are also projecting 15% on average for 2023. Additionally, 72% of practitioners have reported that their client pipeline is healthy and indicates growth.
## Standardization is Key
The next key takeaway from the AICPA survey is the increased standardization of CAS practices. Over 70% of firms now use workflow tools, which allows for improved consistency in processes. With such standardization in place, staff can interact with clients and conduct work without having to undergo specialized training for each tool and process.
## Don’t Be Afraid to Innovate
Many of the top-performing CAS practices attribute their growth and success to a willingness to innovate. Practices are trying new business models, including outsourcing bookkeeping. Another example of this innovation is the rise of remote work. According to the AICPA, nearly half of the surveyed practitioners report working at least 80% from home. Around 20% work entirely from home already.
## There is Room for Growth
Among the challenges facing CAS sales, practices cited their clients’ lack of understanding of advisory services and their values as the number one obstacle. It can be difficult to explain your prices and the value of your services when neither you nor your client has ever put a price on advice before. So, pay attention in the coming year to new and upcoming strategies for explaining and selling services.
The numbers are in, and the continued growth and success of CAS practices are proving their staying power and further future opportunities. If you’re in the consideration stage at your practice for developing advisory service, [check out our earlier post](https://www.aeroworkflow.com/types-of-client-advisory-services/) to help get you started. As an accountant, you already know the ins and outs of your client’s finances. That means you might be uniquely suited to become an advisor. For firms that have already made the switch, this survey offers some good insight into what’s working and what isn’t when selling your services.
**Categories:** Accounting Advisory
---
### [4 Accounting Best Practices to Implement This Year](https://www.aeroworkflow.com/accounting-best-practices/)
**Published:** January 15, 2023
**Author:** Angelena Pierce
**Content:**
It’s not too late to make some 2023 resolutions for your firm. Now is a great time to read up on industry accounting best practices that you can implement at your business.
By this point, you’ve probably had some time to assess what worked and what didn’t work in 2022. If you’re struggling with efficiency, failing to manage scope creep, or simply need some help keeping track of your documents, these 4 key changes might be what you’re looking for. So, here are some accounting best practices we recommend implementing at your firm in 2023.
## Document Your Procedures
Once you’ve decided on the best process for accomplishing a task, it’s important to document those steps. This will allow you to replicate your successes. Having your procedures clearly written down will also help you improve upon those processes. You can work on becoming more efficient throughout the year. Need some help getting started? We have a [more detailed guide](https://www.aeroworkflow.com/how-to-write-a-great-procedure/) on documenting procedures to help you begin!
## Utilize the Cloud
You need to find a secure yet accessible place to store your work after you document your procedures. We recommend using cloud-based technology in order to store documents and give your staff more operational flexibility.
What is cloud-based technology? Basically, it means your data is stored on a remote server, which allows your staff to access the information they need from remote locations. This is a huge asset for firms looking to develop a hybrid remote work model. It’s also a great way to for team members to stay caught up when they’re sick. Plus, your data will be way more secure.
## Adopt an Accounting Software
Trying to stay up-to-date with all the technological advancements in your industry can be… overwhelming. It can be especially difficult to make the switch if your accounting firm hasn’t divorced itself from good old pen-and-paper processes. However, if you want to improve your efficiency (and even your bottom line), learning to rely more heavily on technology is paramount.
We highly recommend adopting accounting software to help you stay organized and on track this year. [Good accounting software](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/) should be customizable, work well with your other software and tools, and keep your information secure. Luckily, many accounting software companies have free demos you can try before making your decision. You can access Aero’s [free trial here](https://app3.aeroworkflow.com/CreateTrialAccount)!
## Track Employee Time
One of the best ways to avoid scope creep at your accounting firm is by knowing exactly how much time you spend doing each task. Using a time tracker will allow you to see how much time each task you do realistically takes, allowing you to update your contracts accordingly. Having these times recorded also helps if you intend to raise your prices and need to justify those increases to your clients.
Implementing just one of these accounting best practices may make a big difference at your firm when it comes to your profits and your productivity — and we want to see your accounting firm flourish in 2023! Let us know down below which of these ideas you plan to try, and if there are [any resolutions](https://www.intuitiveaccountant.com/in-the-news/people-and-business/9-resolutions-every-cpa-should-make-in-2022/) you have for your accounting firm this year.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [5 Processes to Automate at Your Accounting Firm](https://www.aeroworkflow.com/automate-at-your-accounting-firm/)
**Published:** January 8, 2023
**Author:** Angelena Pierce
**Content:**
As we dive headfirst into the busy season, you might already have noticed there are some mundane processes at your firm that are cutting into your productivity way too much. Imagine how much time you would save if all the little, repetitive tasks you do throughout the day went away. That precious, saved time would lead to more efficiency at your accounting firm AND allow you to focus your energy on doing valuable work for your clients.
Luckily, we have the answer: automation!
## Automate Your Accounting Processes
Despite all the horror stories about robot takeovers out there, automation isn’t actually scary. In fact, it can be a great way to free up your time so you and your team can focus on the things that matter most. This is especially paramount during the busy season when your time is already tied up enough. As we push through this season and look ahead to the next one, here are some ideas for what processes YOU can automate at your firm.
## Payroll
One of the key things to consider when looking for processes to automate is this: how often do I do this task and is it the same every time? Surely payroll came to your mind as a task that is repetitive and occurs frequently! With automation, you can easily calculate net pay and send out paychecks with the click of a button.
## Expense Reports
If you’ve read [our blog on going paperless](https://www.aeroworkflow.com/paperless-accounting/), you know that it’s possible to make paperwork a thing of the past! The same goes for your expense reports. Instead of writing down expenses by hand and submitting them, you can enter information digitally and let the computer do the heavy work of inserting that information into the appropriate spreadsheet.
## Accounts Payable
One of the best ways to use automation is by paying and sorting invoices! This is an incredibly important, but very repetitive task that a computer can easily pick up. Use automation to keep track of due dates and process payments. There’s no better way to reduce invoicing mistakes at your firm.
## Accounts Receivable
Just like accounts payable, accounts receivable can also be automated to make sure you collect what you’re owed on time, every time. Automating can help you sort incoming invoices, keep track of due dates, [send reminders to clients](https://zapier.com/), and approve invoices.
## Monthly Closes
Let’s face it, reviewing the books at the end of the month takes a lot of time. It’s easy to feel rushed through your review, and this can lead to missed errors. Automation can take the stress out of the end of the month!
Though you undoubtedly have your hands full right now, consider taking some time to write down the processes that you’ve noticed eating into your schedule and your bottom line. Once the busy season is behind you, you can eliminate these time consumers through automation!
If you’re looking for ways to be more efficient NOW, be sure to check out [our year-end checklist](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/) so you don’t miss a single significant step this time of year.
**Categories:** Practice Management, Productivity
---
### [How to Make Sure New Accounting Clients Are a Good Fit](https://www.aeroworkflow.com/how-to-make-sure-new-accounting-clients-are-a-good-fit/)
**Published:** December 25, 2022
**Author:** Angelena Pierce
**Content:**
As an accounting professional, it’s essential to establish valuable, long-term relationships with quality clients. Not all business is good business, and you don’t want to waste time or resources on clients who are not a good fit for your firm. So, here are some strategies for getting to know potential clients and deciding if you’re right for each other.
## Get to Know Your Potential Client
When it comes to picking the right clients for your accounting firm, you’ve got to know far more than just names. It’s important to understand their business goals, their pain points, and what they’re looking for in a bookkeeper or accountant. Establish a list of questions to posit to potential clients in order to discern all information relevant to a possible relationship. Also, encourage them to be honest. If you aren’t a good fit for one another, it’s best to know that upfront. Be sure to cover all of your bases. Even details like what apps a potential client uses and needs an accountant to be fluent in are important to know.
## Make Sure Potential Clients Know YOU
A good relationship takes balance and communication — and your client relationships are no different. Mysteries might be fun to read and watch, but it’s never fun dealing with a mysterious professional. Just as it’s important for you to know the details of your potential client’s business and goals, your potential client will want to know the same. Be clear about what you do, what you specialize in, and what you’re looking for in an ideal client.
## Do A Trial Run
One of the best strategies you can implement at your firm to ensure potential clients are a good fit is [a trial period](https://www.firmofthefuture.com/content/packing-for-the-honeymoon-discovery-phase-checklist/). This is the time when you review a client’s books (without changing anything) in order to create an accurate picture of what work you would be doing for them. Now, you can give your clients a more precise cost and time estimate. You can also decide to back out if the work is beyond your current capacity.
## Be Honest With Yourself
It’s okay to say no to business. At the end of the day, no one knows your firm better than you. Do you have the capacity and resources to take on this client? Do they match the profile of your ideal client? Is there anything about this potential client that you just don’t like? Even if it’s just your personalities that aren’t meshing, that’s a valid reason to turn down the sale. If your gut is telling you “no”, it’s a good idea to listen. If you try to make it work against your better judgment, you’re probably going to be offboarding the client down the line.
With a new year approaching, set a goal to only accept clients who are a good fit for your firm. You don’t have to always say yes. Your goals, your capacity, and your compatibility with clients come first.
Don’t forget to check out our recent blog post on [reviewing engagements](https://www.aeroworkflow.com/review-your-engagements-annually/) so you can decide if it’s time to break off ties with any existing clients — and let us know down below what 2023 goals you have for your firm!
**Categories:** Marketing, Practice Management
---
### [Engagement Review: Is It Time to Increase Prices?](https://www.aeroworkflow.com/engagement-review-is-it-time-to-increase-prices/)
**Published:** December 18, 2022
**Author:** Angelena Pierce
**Content:**
Things change, and client relationships at your accounting firm are no exception. When circumstances change, initial arrangements might not be cutting it anymore. It might be time to increase your prices.
Because the circumstances surrounding your business relationships change so frequently, it’s a good idea to [review engagements annually](https://www.aeroworkflow.com/review-your-engagements-annually/) to assess your business goals, capacity, and whether or not scope creep is eating away at your bottom line. Here are some things to consider when conducting your annual engagement review at your accounting firm AND some tips for implementing changes!
## Your Service Model
There are many reasons you might consider [updating your service model](https://www.cpa.com/sites/cpa/files/2020-06/CPAcom-BDC_Biz%20Model_Report.pdf) in the upcoming year. For example, you might be considering moving to [fixed fee pricing](https://www.aeroworkflow.com/fixed-fee-accounting/) rather than hourly billing if you’ve realized there’s a lot of labor involved in your engagements that is going unaccounted for. Increases in fees could accompany this change. Your clients also might be willing to pay for additional services with your firm, like advisory. Reviewing your engagements annually can help you analyze your client’s needs – and what services they need to be added to your packages.
## Your Capacity
How much work you’re able to take on fluctuates. If your accounting firm is undergoing changes in structure or staffing, moving towards a smaller but high-value client list might be your next step. Scope creep is an ongoing problem in accounting…and you want to avoid that at all costs! The way you do that is by understanding your own capacity and your workflow inside and out. When you’re making sure all your work is accounted for, your prices will reflect that.
## Your Business Goals
It’s nearly time to ring in the new year, and you’re making resolutions for your health, your happiness, your productivity… and your business! Reviewing your engagements allows you to also review what work you’ve been doing. Does that goal align with your plans for the coming year? Maybe you’re wanting to change up your service packages or [niche down your firm](https://www.aeroworkflow.com/developing-a-brand-for-a-niche-accounting-firm/) – or simply focus your energy on more high-value clients. If that’s the case, your entire approach to your client relationships will change. That includes the cost.
## Having the Talk
Talking about money is never easy, but it’s much easier to discuss price increases after reviewing all the relevant information. Use your engagement review to your advantage. When talking to your clients, you can point to specific circumstances and numbers to justify the value you bring to their business.
Reviewing your engagements allows you to take stock, set goals for the future, and decide whether or not the value you bring to your clients is being compensated fairly. Set some resolutions for your business for 2023. This time next year, where do you want to be? How much revenue will you be bringing in? What rewards will your clients be reaping through working with you? After you’ve got your goals set, your prices are the next priority. Remember, as you discuss changes at your accounting firm and in your pricing models, be confident! You DO provide value, and you can show your clients exactly what that value looks like.
**Categories:** Practice Management, Pricing Models
---
### [Do You Need to Review Your Bookkeeping Engagements Annually?](https://www.aeroworkflow.com/review-your-engagements-annually/)
**Published:** December 11, 2022
**Author:** Angelena Pierce
**Content:**
Another year is coming to a close, and it’s time to start making some resolutions for 2023. Reviewing your bookkeeping engagements is a great place to start! Your clients are fundamental to your firm’s image. By carefully assessing which clients you want to continue to work with AND what those relationships will look like, you can shape your bookkeeping firm’s image how you want.
Do you have to review your engagements EVERY year, though? We highly recommend it. Even if you aren’t reviewing your engagements with the goal of reshaping your client list, it’s still an important step in managing scope creep at your bookkeeping firm.
## What Does a Good Engagement Letter Look Like?
A review of your engagements begins with the engagement letter. An engagement letter is a contract between a firm and its client that outlines the firm’s services, fees, and the responsibilities of both parties. They are essential documents to have on hand when disputes arise. A good engagement letter should include the following:
- What services are being provided
- Information about who the parties involved are
- What fees will be charged
- How payments will be delivered
- What responsibilities each party has
## Reviewing Bookkeeping Engagement Letters
In addition to being important documents for settling disputes, engagement letters can also [help prevent scope creep](https://www.accountingtoday.com/opinion/art-of-accounting-dealing-with-accelerated-scope-creep-or-engagement-extension) at your firm. Think about it: if everything you’re being paid to do AND how much time you will dedicate to tasks is clearly outlined in the letter, then you shouldn’t find yourself doing any unpaid work. Reviewing your engagements gives you a chance to take a look at the jobs you’re doing and whether or not all the work you do is accounted for. If the answer is no, it’s time to update that engagement letter.
## Setting Goals For Your Firm
We’ve established that reviewing your engagements is important, but why do it annually? The reason we here at Aero recommend doing this review as a tradition is that it’s a great way to reset. Your bookkeeping firm is constantly evolving — and your goals are too. Reevaluating your client list will help you decide who you are as a business and where you’re going. At the end of the day, [you want high-value clients](https://www.aeroworkflow.com/how-to-attract-high-value-accounting-clients/) and, if you’ve got a specific niche for your business, you want clients that reflect the industry and specialization that you’re going for.
Reviewing your engagement letters annually will help you redefine your firm’s goals and prevent scope creep — so there’s no time to waste. As the year winds to a close, make a plan to start reviewing your engagements. Be sure to start with your engagement letters and schedule some meetings with clients to discuss the next steps when you’re ready!
**Categories:** Practice Management
---
### [4 Ways to End the Year Strong at Your Accounting Firm](https://www.aeroworkflow.com/4-ways-to-end-the-year-strong-at-your-accounting-firm/)
**Published:** December 4, 2022
**Author:** Angelena Pierce
**Content:**
It’s officially December, and you’re running out of time to make this year count and your accounting firm! With another year drawing to a close, it’s important not to throw in the towel early. You’ve got several weeks left to reassess your firm’s goals, analyze your contracts, and make last-minute improvements that will help you in years to come.
With that being said, here are five ways you can finish this year out strong at your accounting firm!
## Conduct Year-End Reviews
It’s time for some reflection. You’ve got another whole year on the books, and that comes with more experience managing your team and working with clients. You know them better, you know their strengths and weaknesses, and you know how to motivate your staff. As the year closes up, it’s time to be a good leader. Make a plan to conduct year-end reviews and notify your staff so they aren’t caught off guard. Reviews shouldn’t be a cause for stress — they’re primarily a way to touch base with your team and work towards increasing overall efficiency and satisfaction. Be sure to recognize their hard work too.
## Check Your Engagement Letters
There’s no such thing as starting spring cleaning too soon. Now is a great time to start [reviewing your contracts](https://www.aeroworkflow.com/reviewing-your-engagements/) and deciding which arrangements are doing more harm than good. Go ahead and decide which clients you’ll want to keep in the coming year and which contracts need reshaping. What work are you doing that isn’t accounted for in the original engagement letter? The best way to fight scope creep is to ensure none of the effort you put in is overlooked.
## Take a Look at Your Processes
At your accounting firm, you should constantly be looking for ways to work smarter, not harder. As you reflect on your year, take note of what’s working and what isn’t in [your processes](https://www.aeroworkflow.com/reviewing-your-accounting-processes-busy-season/). This will be especially helpful as you begin to approach tax season deadlines. You can start by discerning which processes have been difficult this year. Analyze those problems and brainstorm ways to fix them with your team. Maybe the answer is adopting new software or finding tools that can take care of multiple tasks.
## Make Some Resolutions
What are your business goals for the coming year? Write them down! You’ve already figured out what processes need improving and what clients it might be time to cut ties with. Now, it’s time to focus on the positives. What do you want to [gain in the coming year](https://www.forbes.com/sites/theyec/2021/01/15/nine-strategies-to-make-your-new-years-resolutions-really-stick-this-year/?sh=1a578b425ebd)? Do you have educational goals? Is it time to get a new certification? Maybe you want to niche down your accounting firm or focus on attracting high-value clients. Narrow down your goals and start designing a path forward.
The year’s not finished yet! You’ve still got just enough time to end the year strong. Let us know down below if you’ve followed any of these tips — and what other items are on your end-of-year to-do list!
**Categories:** Practice Management
---
### [How to Attract High-Value Accounting Clients](https://www.aeroworkflow.com/how-to-attract-high-value-accounting-clients/)
**Published:** November 20, 2022
**Author:** Angelena Pierce
**Content:**
Not every client is the right fit for your accounting firm; if you want high-value clients that will help you scale your business, you’ve got to tailor your marketing plan towards those specific clients. You also have to know when to let go of old partnerships and when to say no to prospective clients. If you’ve got a vision for your firm, you’ve got to see it through.
To help you start improving your client list based on your business goals, here are some tips from your friends at Aero to help you attract high-value clients!
## Figure Out Who Your Client Is
You can’t attract a client unless you know who they are, what their needs are, and where they can be found. The first step to developing your marketing message is creating a profile of your ideal client. What is their budget like? Which industry are they in? What social media platforms do they use the most? Is there any specific demographic information you know about them? What way do they prefer to communicate?
## Don’t Be Vague
While you might think avoiding specifics will help you reach a wider base, it won’t help you reach high-value accounting clients. You’ve got to be clear about who you are and what you bring to the table. [Focusing on a niche](https://www.aeroworkflow.com/how-to-find-your-niche-building-a-profitable-niche-accounting-firm/) is a great way to attract clients that are looking for your unique product. Is it more effective to say that you are an accountant for government agencies OR that you specialize in overhead analysis for local government agencies? The second one is so much better. It tells prospective clients who you’re looking for and what you’re bringing to the table.
In all of your outgoing messaging, you should be answering certain questions. *Who am I talking to? What benefits am I communicating?* You can also go a step further — be specific when you talk to specific people. When you’re in talks with a prospective client, address them by name and tailor your communications to suit their needs.
## Overcommunicate
One of the surest ways to gain and keep high-value clients is by maintaining a good communication plan. Being available, being transparent, and being appreciative are all ways you can improve client satisfaction and retain high-value clients down the road. Sure, there might be a number of quality accounting firms offering similar services at similar price points — but are they all offering the same *customer service*?
Be the firm clients choose not just because you’re good at what you do, but also because they *like* working with you. Regardless of how good you are at your job, a client who doesn’t feel like their business is appreciated can leave at any time. Go the extra mile. Send warm welcome emails, ask them about their family and weekend plans during meetings, and send appreciation gifts to their door.
## Feel Free to Say “No”
It’s okay to be selective when choosing which clients you want to work with, especially if there is a specific type of client you’re aiming to attract. You don’t want to be wasting your time, talent, and resources on clients that are not bringing enough value for the effort. At the beginning of the year, [developing a ranking system](https://www.journalofaccountancy.com/issues/2008/jan/lettinggoevaluatingandfiringclients.html#:~:text=Clients%20are%20ranked%20A%2C%20B,the%20B%20clients%20into%20A's.) might be a good idea to decide which clients you want to keep… and which you’ll need to leave behind.
Center your focus on your client’s needs and wants. Then, you’ll have a much easier time attracting the right clients for your business. Always remember that the goal of your marketing is to communicate value — and that value goes beyond just the work you do. Your friendship, loyalty, and expertise are all benefits too.
Be specific about who you are, what you’re looking for, and what you can offer… and remind yourself that you DO bring a lot to the table. It might be hard at first, but you have exactly what it takes to bring high-value clients into your firm.
**Categories:** Marketing
---
### [5 Things You Can Do NOW to Get Ready for Year-End](https://www.aeroworkflow.com/5-things-you-can-do-now-to-get-ready-for-year-end/)
**Published:** November 6, 2022
**Author:** Angelena Pierce
**Content:**
The holiday season is finally here! Gift-giving, family get-togethers, decorations, taxes, year-end…
While the holiday season brings lots of cheer and good times, it also brings the busiest time of year for accounting professionals. As we approach year-end, it’s important to take preemptive measures in order to tackle the season with ease! So, here are some things you can add to your to-do list this week.
## Take a Look at Your Processes
Year-end can get pretty hectic — especially when your processes are hurting you more than they’re helping. Before things get hectic, you should go ahead and take a close look at your processes. Try to find chinks in your armor and address them before they become a serious problem. Involve the rest of your team too! This is a great time to reflect on the last year-end and discover what worked… and didn’t.
## Automate Where You Can
The old adage still rings true: work smarter, not harder. Automation is not your enemy. In fact, automating some of your more simple processes can save you a lot of precious time at year-end. [Apps like Zapier](https://zapier.com/) help with all the repetitive tasks that would otherwise eat into your day.
## Be Up-To-Date
One of the many challenges that come with each year-end is change. You want to ensure you’re up-to-date on any tax regulation changes well ahead of time. Be sure to follow relevant industry news sources and have the rest of your team do the same.
## Get Organized
You don’t want to be drowning in paperwork come year-end… so it might be time to get organized. Not only should your processes be well-documented, but they should also be stored away safely where every member of your team has access; likewise, all financial statements you have gathered should be organized and easy to locate. If you haven’t [made the switch to paperless](https://www.aeroworkflow.com/why-your-accounting-firm-should-go-paperless/) yet, take a look at our guide on making the jump!
## Tackle Those 1099s
Perhaps one of the MOST headache-inducing parts of the year-end is [the 1099s](https://www.aeroworkflow.com/start-on-those-1099s-now/). There are lots of little details you won’t want to miss, so it’s best to go ahead and start gathering all the information you need. Look through vendor information, collect W9s, and double-check that your clients haven’t missed any of the commonly overlooked services.
We know year-end is stressful, so here’s one last word of advice: take care of yourself. Remember that your ability to perform well at your job depends on how well you feel. It might be a good idea to take some time off before the busy season is in full swing — or even just find some ways to relieve stress ahead of time. Maybe just working on a puzzle, sitting outside with a cup of coffee, or carving out an hour for friends will help you maintain your sanity as the year closes out. Remember to take time for yourself in the midst of all the chaos.
Be sure to check out our other story on how to make sure [your clients are prepared for year-end](https://www.aeroworkflow.com/year-end-is-approaching-are-your-clients-ready/) — and good luck from your friends at Aero!
**Categories:** Practice Management, Productivity
---
### [Year End Is Approaching: Are Your Clients Ready?](https://www.aeroworkflow.com/year-end-is-approaching-are-your-clients-ready/)
**Published:** October 30, 2022
**Author:** Angelena Pierce
**Content:**
There’s something much scarier than Halloween right around the corner — year-end! As an accounting professional, you know year-end can be an incredibly stressful period. We don’t want you to be scrounging for paperwork at the last minute, so here are some tips for preparing your clients for the busiest time of year!
## Create a Year-End Calendar With Your Client
The best way to make sure that your client is ready for year-end is to sit down with them and sketch out a schedule. Figure when you’re going to meet, where, and how often. Set deadlines for handing over important paperwork and decide how you’re going to send reminders about these deadlines.
## Gather Financial Statements
The paperwork is about to start piling up (unless, of course, you’ve taken our advice and gone paperless!). As part of your preparation for year-end, you should list all the documents you need from your client… and then pass that list on to them! These documents include things like financial statements and cash flow statements.
## Prepare Your 1099s
Gathering W9s should be a year-long process, but now is the time to double-check that you have all the information you need. [1099s can be tricky ](https://www.aeroworkflow.com/5-essential-steps-to-include-in-your-1099-checklist/)because they cover a vast array of services — even landlords and medical corporations can fall into this category! Make sure your client is aware of this early on. Review vendor information with them and make a note to send reminders about turning in additional W9s.
## Do Some Research
One of the things that make your job so interesting (and difficult) is that [rules and regulations are always changing](https://www.irs.gov/newsroom/help-for-taxpayers-and-tax-professionals). To prepare your clients for year-end, you’ll need to do some research yourself. Make a list of everything you’ll need to be updated on and monitor accounting publications for any recent news you should be aware of. Be sure to fill your clients in on what they need to know.
## Know Your Client’s Preferences
You may run your firm like a well-oiled machine, but introducing third parties presents new complications. Before you find yourselves in the trenches of year-end, it’s good to establish [a communication plan with your client](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) and ensure that you’re on the same page technologically. You don’t want to be struggling last minute to share passwords or links with a client when those details can be taken care of in advance.
Year-end might be the scariest time for accountants, but you can definitely take some of the fright out of the season through preparation! You need to know your stuff AND pass that knowledge on to your clients in order to make the ride as smooth as possible.
**Categories:** Practice Management, Workflow Management
---
### [Defining Your Client Accounting Advisory Packages](https://www.aeroworkflow.com/client-accounting-advisory-packages/)
**Published:** October 23, 2022
**Author:** Angelena Pierce
**Content:**
Selling your client accounting advisory services is a lot easier when you lean into packages! Let’s face it: marketing is often the worst part of the job for accountants. You know your stuff, and you’ve got the record to prove it… and yet it can still be difficult to communicate these things to clients and have the confidence to ask for what you’re worth.
That being said, we want to give you all the tools you need to start [profiting from your knowledge capital with advisory services](https://www.aeroworkflow.com/pricing-your-client-accounting-advisory-services/)! Here are some things you should be keeping in mind when developing your CAS packages!
## What is an Advisory Package?
Packages help you market your advisory services to your clients. When it comes to advisory, clients aren’t looking for a one-time Q&A. They want a long-term, trusted guide they can turn to when they have questions about their business. The most basic package should at least include an Initial Planning Day, Scheduled Meetings, and an Annual Planning Event. Whether you want to make these advisory services part of your regular accounting services or keep them completely separate is up to you! Aim to offer a few options at different price points so your clients can find the right deal for them.
## Ask Some Questions
To create packages that will appeal to potential advisory clients, you need to step into their shoes. Start by asking yourself the questions that you know these clients will ask. Here are some to get you started!
- What problem will this solve and how?
- How much does this service cost?
- What is included at each level?
It might not sound simple, but that’s the point. The goal is to ensure all of the most fundamental questions are answered in your package pitch!
## Aim for Clarity
A good package is one that your clients can understand. When defining your advisory packages, try not to get bogged down in technical jargon or spend too long thinking up catchy titles. You don’t need a “diamond package” — labeling packages things like “advanced” or “basic” works just as well. You also want to ensure that your package information is easy to digest for your audience. If you can’t explain the offering in a few sentences, you’re probably making it sound too complicated.
## Seek Out Feedback
You don’t have to wait until an official release to hear what your clients think about your service packages. Part of the creation process should be receiving and responding to feedback. This is the time to turn to some of your trusted, long-time clients. Show them the packages you’ve designed and ask some simple questions about how they perceive the package’s value and appeal.
[Advisory services](https://www.firmofthefuture.com/content/what-are-accounting-advisory-services/) are not something everyone is familiar with. You might be the very first professional to introduce the concept to your clients. So, it’s important to keep that knowledge gap in mind. Keep it short, keep it simple, and keep it geared towards their business needs and pain points. Your client wants to know one thing: *what value will this bring to my company?* The goal of your advisory packaging is to answer that question and provide a few different options at different price points.
Consider this your first step as an advisor! You need to understand your client to advise them well, but you also need to understand their needs and concerns so you can sell them a great product!
**Categories:** Accounting Advisory
---
### [Pricing Your Client Accounting Advisory Services](https://www.aeroworkflow.com/pricing-your-client-accounting-advisory-services/)
**Published:** October 16, 2022
**Author:** Angelena Pierce
**Content:**
Client accounting advisory services can be invaluable to business owners. During tough economic times especially, your clients want guidance as they make the decisions that will make or break their business. However, it can be challenging to set a price for [advisory services](https://www.aeroworkflow.com/process-advisory-profit-from-your-knowledge-capital/).
So, to get you started on the road to advisory, here are some strategies for tackling the issue of pricing your services!
## Know Your Value
Before we talk about the specifics of pricing, one thing needs to be made clear: *your services are valuable.* Accounting professionals often [undervalue themselves](https://theabundantaccountant.com/showing-your-worth-how-to-explain-your-pricing-value/) or their work, so your first step is acknowledging that the services you provide make a difference. Then, you need to figure out how you want to charge for the value.
That’s right — fixed fee billing doesn’t work quite with advisory services. When you bring different values to different clients, the cost of your services should reflect this. For example, you might be saving one client $15,000 thanks to your advisory services while you’ve spared another $150,000. Would it make sense for the reward to be the same?
## Know Your Client
After acknowledging that your services have value, it’s time to figure out exactly how much. This will change from client to client, which is why it’s important that you understand your client, their business, and how much your services affect their bottom line. Knowing your client and their needs will help you know when they might be ready to take on an advisor AND how you should market yourself for that role.
## Create Packages
Needs will change. The same deal your client strikes with you now might not cut it next year. As their business needs and budgets fluctuate, your clients will want an advisor that can bend with them. An advisory package will allow you to be flexible. Your package should include an Initial Planning Day, Scheduled Meetings, and an Annual Planning Event, and whether or not you decide to combine your CAS and your compliance services is up to you. Regardless of which direction you go, you can market your advisory services through menu pricing.
Once your packages are ready, you can start by offering your most expensive package to your client first. Then, you can work down, allowing the high price to serve as an anchor.
Your advice is worth a lot, and it’s time you capitalize on your knowledge by offering that advice to your clients at a price that is fair for BOTH of you. The trick is understanding that value yourself and finding ways to help your clients understand that value. You can start by creating packages, paying attention to your client’s needs, and using menu pricing to market your services strategically. You know your stuff — now, it’s time to share that knowledge with the world!
**Categories:** Accounting Advisory
---
### [How Your Accounting Firm Can Thrive in a Turbulent Economy](https://www.aeroworkflow.com/how-your-accounting-firm-can-thrive-in-a-turbulent-economy/)
**Published:** October 9, 2022
**Author:** Angelena Pierce
**Content:**
Life isn’t always easy — and the economy isn’t always great — but you need your accounting firm to perform well even under intense pressure.
When times get hard, accounting firms are in the unique position of guiding other business owners. When COVID-19 hit, many small business owners felt lost and uncertain about their futures. Who did they turn to? Their accountants and bookkeepers! So, here are some ways you can make sure that, during difficult economic times, you know exactly what to do to be there for your clients and scale your business.
## Know Your Clients
The first step to maintaining a thriving accounting firm during rough times is understanding your clients. You should be intimately familiar with their financial status and the vision they have for their business. That way, when the going gets rough, your services can be useful in establishing a recovery plan or readjusting budgets.
## Diversify Service Offerings
Now more than ever your accounting clients need your help. You might already keep books for a business, but as times get tougher, their needs will change. You can change too to accommodate them! [Advisory services become more and more vital](https://www.aeroworkflow.com/process-advisory-profit-from-your-knowledge-capital/) as the state of the economy worsens and, as someone who is already familiar with your client’s business, you’re the top candidate to provide them guidance.
## Choose the Right Tech
A good tech stack is always important, but having the right software for your business is even more important when the economy is bad. You can’t afford to be spending money on tools that aren’t working for you. If you need to trim the budget, make [an honest assessment of your current software](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/). Which tools are worth the money and which aren’t? Is there software out there that can help you with more tasks?
## Know Your Company
Having detailed, documented processes always helps you save time and money, and this can be even more important when times get tough. Just as you understand the ins and outs of your client’s business, you should understand your own firm. Each process should be so clearly outlined that you can easily determine where corners can be cut if necessary. Take some time to figure out what streamlined processes can save you money and time.
## Risk Management
Of course, you can’t predict the future. You can, however, [have some plans in place](https://www.journalofaccountancy.com/issues/2021/aug/cpa-firm-risk-management-faqs.html) for what your firm will do when you lose clients. Some people might just not be able to pay for your services when the economy is bad, and there will likely be fewer potential clients in the pool. Work with your team on developing a plan for managing scope creep and disaster recovery.
When the going gets tough, you get tougher. As an industry professional, you know how to roll with the punches and get back on track. But, due to the unique nature of the accounting industry, you may be able to not only survive a turbulent economy but thrive during it! By using your knowledge to take care of your clients during hard times, you can grow your firm too.
**Categories:** Accounting Advisory, Practice Management
---
### [5 Ways to Tame Your Email Inbox](https://www.aeroworkflow.com/5-ways-to-tame-your-email-inbox/)
**Published:** October 2, 2022
**Author:** Angelena Pierce
**Content:**
Have you ever dreaded opening your email inbox? It’s okay — we’ve all been there. Sometimes, it seems like emails keep piling and piling up, and answering them is often a time-consuming task. To make matters worse, email scams and unwanted subscriptions can turn the inbox into the wild west. It can be difficult to sift through the noise and find the messages you’re looking for.
That’s why we want to share some of our tips for taming your email inbox and making it more manageable! Here are our top five ways to take back your inbox.
## Schedule Time to Answer Emails
Answering and deleting emails is a part of your job, so you should schedule it like you would any other task. Set a designated time for taming your email inbox, that way you can focus all of your energy on the task at hand.
## Don’t Be Afraid to Delete
Sometimes it can be hard to let go. But, if you really want your email to be more manageable, you might have to start being selective about which emails you keep. Start making a habit of deleting or archiving emails once you no longer need them. (Check out the section on apps to find out how some software can make it even easier to clear your inbox!)
## Unsubscribe
Chances are, we’re all subscribed to at least one email list we can do without. Subscriptions tend to pile up. You might have just given your email to access gated content once, or maybe you were automatically signed up and didn’t realize it. Either way, there are plenty of subscriptions you don’t need. Go through and unsubscribe from anything that goes unread most of the time.
## Try a New App
Automation is a friend, not a foe, especially regarding simple, repetitive tasks like sorting and maintaining an email. [One automation app we love is Zapier](https://www.aeroworkflow.com/apps-we-love-zapier/). With apps like Zapier, your email management strategy can be simplified. Take saving attachments for example. If you command Zapier to automatically save email attachments to a specific place, you can delete old emails without worrying about losing attached documents.
Choosing apps that integrate well with your email is also important. Calendly, for example, integrates with your email so that you can schedule meetings without leaving your inbox. Aero also plays well with email. In fact, you can forward emails from your inbox directly to Aero!
## Take An Email Vacation
Are you still feeling overwhelmed by your email inbox? Before you take any of these steps to tame it, you might want to take a day off. Give yourself a No Email Day before you dive into the deep end of email management. Set up an automatic reply so that any clients or coworkers who try to contact you will know when you’ll be back to check your mail.
We all get overwhelmed by the inbox sometimes. So, take a step back and then tackle the problem head-on. Sometimes, all you need is a little spring cleaning to get on top of your workflow. Make a resolution to take control of your email inbox before the year’s out — and let us know how you take the stress out of emailing down below!
**Categories:** Apps, Workflow Management
---
### [How to Deliver Client Services on Time, Every Time](https://www.aeroworkflow.com/how-to-deliver-client-services-on-time-every-time/)
**Published:** September 25, 2022
**Author:** Angelena Pierce
**Content:**
As an accountant, your timing is important. Throughout the year, you’re met with many time-sensitive tasks that can affect your client’s financial welfare. That’s a lot of responsibility, and we know you want to meet every important deadline for your clients. So, here are some of our tips for delivering services to your clients on time, every time.
## Document Your Procedures
Writing things down can save you a lot of time. There are a lot of little tasks that go into every challenge you undertake at your accounting firm, and you can write all these little steps down to standardize your processes. There will be far fewer mistakes if you have a strict checklist to follow, and if you miss a step, you can figure out what that step was in a pinch. This will also save you time when onboarding new team members, allowing you to focus your efforts on client work.
## Have a Communication Plan in Place
Many missed deadlines result from poor communication, and the way to fix that is with [a client communication plan](https://blog.hubspot.com/marketing/communications-plan). If you are communicating regularly and effectively with clients, you’ll be much more likely to deliver satisfactory services. To make a communication plan, you just need to figure out how and how often you need to talk to your client. Find out why type of communication works best. Do you want to schedule regular Zoom meetings or is email the most trustworthy way to reach them? How often are you going to give them updates?
## Stay on Top of Tech
The right tech can help you work smarter and faster. When all of your apps integrate seamlessly together, you’ll reduce the amount of time you spend switching between them and reentering information. After all, the best apps are those you don’t notice and don’t require extra work. You can use accounting software to help you keep track of assignments, and good scheduling apps help you follow through on client communication plans.
## Go Paperless
[Going digital](https://www.aeroworkflow.com/why-your-accounting-firm-should-go-paperless/) might actually help ensure you don’t miss important deadlines. Think about it: how much time does it take to locate physical papers and pass them around to every party that needs to see them? Luckily, the days of waiting for someone to sign a document and mail it back are long gone. Digital documents can be sent instantly from one person to another. Operating a paperless firm can also come in handy when you or a team member is out sick and needs to access work from home.
In our industry, it’s important to be always on time. We know you want to deliver the best services to your clients, consistently. Replicating processes flawlessly might be difficult, but it isn’t impossible. If you follow these simple steps, you might be able to reduce the number of deadlines you miss at your accounting firm.
Have you ever had trouble delivering client services on time at your accounting firm? Let us know how you tackled this issue down below!
**Categories:** Practice Management, Workflow Management
---
### [Why Your Accounting Firm Should Go Paperless](https://www.aeroworkflow.com/why-your-accounting-firm-should-go-paperless/)
**Published:** September 18, 2022
**Author:** Angelena Pierce
**Content:**
Going paperless at your accounting firm is good for the environment AND good for your wallet. Plus, it’s actually not that hard. Here at Aero Workflow, we love finding digital solutions to everyday problems. One of the biggest problems accounting firms can run into is losing important paperwork. You deal with a lot of documents during your workday, and it can be difficult to keep track of those documents, make sure the right people have access to them, AND keep them safe…
That’s why it’s time to say hello to digital solutions! Here are some of the main reasons why we think going paperless at your accounting firm can help improve your workflow and your bottom line.
## Improve Efficiency in the Workplace
If everyone knows where everything is, the workday goes by a lot smoother and faster. When you store documents digitally, accessing them only takes a few seconds. You don’t have to shuffle through papers in an old filing cabinet anymore. Plus, electronic documents can be viewed and edited by multiple people at once – no need to wait for a physical handoff!
## Work Remotely
One of the main benefits of going digital nowadays is that it allows you to switch to remote work pretty easily. If you decide to take your accounting firm remote, you’ll already be one step ahead by having all of your documents accessible via computer. You don’t have to make a full switch for this to come in handy! More and more companies are switching to flexible working environments, and digital files definitely come in handy when a team member is out sick and has to work from home. To top things off, offering the ability to work from home means your talent pool for new hires becomes much, much bigger.
## Eliminate Costly Mistakes
Time is money, and wasted time is… Well, wasted money. By eliminating paper, you eliminate the chances of losing important documents by simply misplacing them or damaging them. Paper is tangible, meaning it can always be damaged or fall into the wrong hands. It’s much, much easier to protect your digital documents. You’ll also free up the time you normally spend looking for papers and finding places to store them, allowing you to focus on the work that really matters at your office.
## Help the Planet
You won’t just help yourself and your business by going paperless. It’s also great for the environment to reduce the amount of paper you use. Did you know that the amount of paper we throw away in the U.S. [amounts to around 1 billion trees](https://www.forbes.com/sites/forbestechcouncil/2021/05/11/the-sustainable-impact-of-a-paperless-office/?sh=4d368b4e1095)? By making a commitment to reduce your paper use, you’ll reduce your carbon footprint.
A paperless practice won’t solve all of the problems at your accounting firm… but it will definitely help with a few of them. Going digital can make your workflow more cost-effective, efficient, and secure. Thinking about making the leap to paperless? [Check out this past article](https://www.aeroworkflow.com/paperless-accounting/) to learn what your first steps should be.
**Categories:** Workflow Management
---
### [Apps We Love: Zapier](https://www.aeroworkflow.com/apps-we-love-zapier/)
**Published:** September 4, 2022
**Author:** Angelena Pierce
**Content:**
Zapier is a great automation tool that handles simple, repetitive tasks so you can focus on the more important aspects of your job. The program connects all of the apps you use throughout the day and can respond to specific triggers you tell it to.
Automation might sound scary at first. Sure, there are plenty of movies out there about robots taking over the world, but workflow automation in the real world is great. There are a ton of repetitive, simple tasks that you do throughout the day that eat into your time and your bottom line. That’s why, for [this installment of Apps We Love](https://www.aeroworkflow.com/apps-we-love-calendly/), we want to talk about Zapier.
It’s [a bit hard to wrap your head around at first](https://help.aeroworkflow.com/hc/en-us/articles/360050846893-Introduction-to-Zapier-Terms), but we’re here to break down all the benefits of [automating with Zapier](https://zapier.com/)!
## It Helps Eliminate Tedious Tasks
Let’s face it, email is not a great choice regarding workflow and document storage. That’s where Zapier comes in. When you receive an email with an attachment, downloading it and finding a place to store it can slow you down. But if you set up email attachments to trigger a specific action, such as saving that attachment to a specific folder, the work will be taken care of for you! And that’s just one of many ways you can use Zapier…
## You Can Use It For A Lot of Things
Because Zapier is built to act on specific triggers, the world is a Zapier client’s oyster. You can use Zapier for internal communication, external communications, marketing… and the list goes on and on. Imagine, for example, that you want to add new leads to your email list. Zapier can be programmed to take in lead information, automatically enroll leads in your email list, and notify your team about it.
## Zapier Can Save You Money On Subscriptions
A lot of apps require you to pay for pricey subscriptions in order to enjoy just one of the benefits an app like Zapier can provide. Automation typically comes at a higher price point with CRMs, for example. Instead of paying extra for all of the apps you use, you can use Zapier to make those apps communicate with one another.
## It’s A Budget-Friendly Choice
Now, for the information you’ve really been waiting for: how much is it? The good news is that you might not need to spend a dime on Zapier. Depending on how many tasks you’re wanting to automate, the free tier of Zapier might be enough for your business. With Zapier’s free plan, you get 100 tasks a month! If you need a little more work automated than that, their other plans range from $19.99 a month to $599 a month. If you aren’t sure what plan is right for you, you’re in luck. When you sign up for Zapier, you’ll get to try their Professional Plan free for 14 days.
At Aero, we’re all about finding solutions to everyday workflow problems in accounting firms. We love to work smarter, not harder, and we love using technology to do just that. Zapier is a great tool for taking a lot of the busy work out of your day.
**Categories:** Apps
---
### [5 Keys to Writing the Perfect Accounting Newsletter](https://www.aeroworkflow.com/5-keys-to-writing-the-perfect-accounting-newsletter/)
**Published:** August 28, 2022
**Author:** Angelena Pierce
**Content:**
Email newsletters are a great way to get the word out about your accounting firm and show your clients that they can trust your expertise. With more people using email than even platforms like Facebook, it’s one of the most excellent tools for digital marketers. It can be beneficial if you’re delving into content marketing and need to get more traffic to your blog!
So, without further ado, here are some of our tips for writing great accounting newsletters!
## Use Eye-Grabbing Headlines
When your clients open their email inbox, the first part of your email they’ll see is the headline. That’s why it’s incredibly important to use the right words right off the bat. Think about it: we only have so many hours in the day. That means people are only going to get to so many items in their inbox. You have to get your audience’s attention by offering them something special. Tell people what they can learn from your content this week or month, or advertise your interesting new services or deals!
## Share Content Your Audience Will Care About
One of our favorite ways to use email newsletters is to tell clients about blog content from our website (like this article!). You should pay special attention to your audience’s needs and interests. If you aren’t sure what’s trending, you can always conduct some industry research to start things out. Look at what topics are popular with other blogs you admire! You can also poll your own audience. Ask your clients and potential clients directly what they’re curious about.
## Know What Gets Opened
One of the best ways to continually improve your email marketing strategy is by measuring your results. Why fix things that aren’t broken? You should be tracking things such as open rates, click-through rates, bounce rates, and unsubscribes. You can use that information to try to replicate good results. If one specific headline did well, try to figure out what keywords you might have used that produced such excitement!
## Keep Things Simple
Most people aren’t going to read a two thousand-word email, so it’s best to keep things short and to the point. What you really want to do is redirect your audience from their inbox to your website. Give just enough of a preview to get their attention without giving away all your content upfront. Use links to direct your clients to full articles or resources on your website.
## Try a Template!
We love the templates that Mailchimp offers! Mailchimp is an app all about email-building, and we like it so much that we even made an entire post about it. We recommend trying [an app like MailChimp](https://mailchimp.com/) if you’re completely new to email marketing, which helps you with all the formatting and gives you helpful tips along the way.
Email newsletters are the perfect way to advertise the content you’re making for your website, service changes, and updates about your accounting firm. It’s also great to seal the deal and build trust with potential clients.
Let us know down below if you’ve tried any of these newsletter tricks, and be sure to [subscribe to Aero’s newsletter today](https://www.aeroworkflow.com/newsletter/)!
**Categories:** Marketing
---
### [Apps We Love: Uncat](https://www.aeroworkflow.com/apps-we-love-uncat/)
**Published:** August 21, 2022
**Author:** Angelena Pierce
**Content:**
Uncat is a great tool for bookkeeping professionals looking to make their workflow more efficient.
It isn’t easy to make a spreadsheet when all your information comes from different sources and is packaged differently. Moreover, spreadsheets are incredibly tedious to manage when a lot of your transactions fall into the “uncategorized” section. It’s the 21st century – you shouldn’t have to still do all of the work by hand. We’re excited to tell you about the next app in our series of Apps We Love!
Here are some of the reasons [why we choose Uncat](https://www.uncat.com/) and think it might be a good choice for your bookkeeping business too!
## Managing Uncategorized Expenses
This is pretty much the whole point of Uncat (hence the name). You’re probably used to your accounting software flagging uncategorized transactions, and then you have to go look at the spreadsheet, and then you have to email that spreadsheet to the client, and then you have to wait around for them to update the necessary information, and then you have to move that information around manually… That’s not an ideal setup. Uncat will take care of all the little steps that get in the way like notifying parties.
## The “Magic Link”
Basically, Uncat’s magic link is your way of extracting all the necessary information from your clients. When your clients are notified that they need to provide information about an uncategorized transaction, they also receive a simple link that allows them to do just that. They will be taken directly to fill out the missing information without having to download any new programs or remember a login.
## Brand Customization
Keeping your branding consistent is an important part of marketing your bookkeeping firm. With Uncat, every single page you create can reflect your brand. You can upload your logo, adjust the color scheme, and more!
## Low Cost
Uncat is only $5 a month. Yep, you heard that right. It’s just $5 a month, putting the price far below that of many of the other tech tools you will use at your company. But if you aren’t sure, no worries – they offer a 14-day free trial so you can decide if it’s the right fit!
We know how frustrating it is to spend hours on something that should take hardly any time at all. You’ve got enough to worry about already in your job. Finding small ways to work more efficiently and reducing the amount of time you spend on simple tasks will help you prioritize the tasks that really demand your attention. Cutting out unnecessary time wasters will also help if you’re trying to scale your business. We think Uncat is just the right tool for the task.
Stay tuned to learn about [more apps we love](https://www.aeroworkflow.com/apps-we-love-mailchimp/) and be sure to check out the other installments in this series!
**Categories:** Apps
---
### [5 Reasons Why Email Is Not a Workflow Management System](https://www.aeroworkflow.com/email-workflow-management-system/)
**Published:** August 14, 2022
**Author:** Angelena Pierce
**Content:**
When it comes to choosing a workflow management system, there are much better options than your regular old email.
Obviously, email is a great tool for many things, like communicating with external parties or delivering short messages that don’t necessarily warrant a call. However, email has some serious shortcomings when it comes to workflow management. A workflow management system can help you fill in these gaps.
## You can’t assign tasks
Ideally, a good workflow management system allows you to clearly see what work is being done, by who, and when. This is especially beneficial for remote firms. When you’re working with a digital team, you can’t exactly just stop by their desk to ask if they’ve signed that paper you need. But with a workflow management system, you can track an assignment from beginning to end. This will help you improve your processes later on as you find inefficiencies in your systems.
## Attachments aren’t effective document storage
How many times have you scoured your email in search of an attachment from an earlier message? This is one of the most annoying drawbacks of trying to use email to store and manage information. It just wasn’t made for that sort of thing. Email gives you no options for saving and sorting files, meaning you’ll have to use a separate application for those things if you want your information in an easily accessible place.
## Lax security
Workflow management systems give you an added layer of security because they are specifically designed with [the storage of sensitive information](https://www.aeroworkflow.com/keeping-client-information-secure-in-a-virtual-bookkeeping-firm/) in mind… unlike email. An app designed for the sole purpose of sending and receiving messages and attachments is not the best place to keep important documents. It’s very easy to send a message to the wrong recipient, CC the wrong people, [etc](https://library.ahima.org/doc?oid=99319#.YvlqtezMJbU).
## No time tracking
Just like how you can’t assign tasks in email, you also can’t time tasks. This is an especially glaring issue for accountants and bookkeepers who operate on an hourly basis. You need to be able to record the amount of time it takes you to complete a job so that you can bill your clients properly. Having the ability to accurately track the time it takes you to complete certain assignments can also help if you plan to move to a fixed fee pricing model and need to figure out your rates.
## Limited options for visibility and improvement
The email inbox. It’s basically just a long list of messages from various team members and clients. Sure, you can sort messages into different piles and flag all the important ones, but what can you and your team glean about business operations and their effectiveness through this process? Not much. Using workflow management systems means all of your processes will be laid out in an easy-to-understand manner, meaning increased visibility for team members. This will also allow you to notice bugs in your processes and update them more quickly.
Overall, a workflow management system should make your workflow more efficient. Email wasn’t designed with many of our modern workflow concerns in mind. So, while it might be good for some tasks, workflow management isn’t one of them. By [investing in a good workflow management system](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/), you can save your team time, money, and stress.
**Categories:** Workflow Management
---
### [Apps We Love: MailChimp](https://www.aeroworkflow.com/apps-we-love-mailchimp/)
**Published:** August 7, 2022
**Author:** Angelena Pierce
**Content:**
Email is a great way to market your accounting firm, and MailChimp might be able to help.
In any workplace (accounting firm’s not excluded), you might find yourself spending a LOT of time sending and responding to emails. This becomes an even more significant part of your day-to-day if you are involved in marketing your firm’s services. With [4 billion email users in the world](https://blog.hubspot.com/marketing/email-marketing-stats), email marketing remains one of the best ways to get the word out about your business… That’s why we want to recommend one of our favorite apps to help you get the job done!
We’re continuing [our series of apps we love](https://www.aeroworkflow.com/apps-we-love-calendly/) with MailChimp, our favorite software for email marketing! We use MailChimp for our own marketing, and it’s great for sending out product announcements, special offers, newsletters, and payment reminders to your customers! The software also offers some great customization options that you can use to make your clients feel special.
## Reporting Tools
One of the main reasons we love MailChimp so much is that the software offers some great reporting tools. When it comes to your marketing strategy, you should always be striving to improve – and you can do this by using MailChimp’s reports on campaign metrics, geo-tracking, and subscribers.
## Templates
MailChimp comes with hundreds of templates and themes that you can modify to suit your brand. This is especially helpful if you’re just starting out with email marketing software. They have minimal, simple text, and gallery templates so you’re bound to find something that suits your business and your needs. If you need to edit these templates, you’re in luck! You can use their inline editing to make changes to every design.
## Ease of Use
As you’re creating an email campaign on MailChimp, you’ll notice that helpful hints will pop up every now and then. This brings us to the next feature we love about MailChimp: the guidance it gives first-time email marketers! You’ll be given in-app tips to help you deliver the best product to your client’s inboxes. The drag-and-drop feature for email building is also straightforward to use for adding text blocks, images, and more to your emails.
## Pricing
The good news is that, if you’re on a tight marketing budget, MailChimp has a great free option. Without paying a dime, you can send up to 10,000 emails to up to 2,000 contacts. That’s not too shabby, especially if you’re a smaller firm. Their paid packages range from $9.99 a month to $299 a year, with each step up giving you the ability to add more and more contacts. If you aren’t tech-savvy, you’ll definitely want to go with the paid option so you have access to MailChimp’s live tech support.
Overall, MailChimp is a great solution for [email marketing](https://www.aeroworkflow.com/email-marketing-for-accountants-growing-your-email-list/). Take our word for it – we use MailChimp ourselves. Tell us below if you’ve tried MailChimp and stay tuned to learn about more apps we love!
**Categories:** Apps, Marketing
---
### [Standardize Your Tech Stack to Scale Your Accounting Firm](https://www.aeroworkflow.com/standardize-your-tech-stack-to-scale-your-accounting-firm/)
**Published:** July 30, 2022
**Author:** Angelena Pierce
**Content:**
It’s good to have standards, and your accounting firm’s tech stack is no exception. Standardizing the technology you use and HOW you use it can help you smooth out your workflow processes.
As your firm grows and more people join the team, it can be difficult to make sure everyone is on the same page. Every person brings their own unique technology background and preferences to the team. But if you don’t have some form of standardization, this can result in a pretty confusing mess. Technology has its own language, and you and your team need to be able to communicate.
By figuring out your tech needs, building a tech stack that works for your accounting business, and ensuring technological processes are standardized across your firm, you can avoid a nasty headache. Standardization can lead to some great outcomes!
- Less training: By reducing the amount of tech you use, you’ll save time training your staff in unnecessary software.
- Lower tech costs: Less tech means fewer tech price tags!
- Knowledge won’t leave with employees: If your staff is using different software and processes, they take their knowledge with them when they leave.
So, how do you do it?
## Define Your Needs
In order to simplify your processes and reduce technological waste, you need to define your tech needs clearly. We’ve already talked a lot about [how you can build your tech stack](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/), so we won’t go into too much detail here — what you need to remember, though, is that tech stacks are unique to every firm. The other key to a good stack is integration. Above all, you want to make sure that your apps work well together and allow for a smooth workday.
## Train Your Staff
Now that you’ve figured out what tech you’re going to be using in your day-to-day, it’s time to notify your staff and make sure everyone is trained properly. The goal is for everyone to be speaking the same tech language, so this might require some retraining for employees who have been at your firm much longer. Make sure to ease everyone into new systems. Learning new software can be stressful, and it helps to have a boss who is patient and kind when it comes to answering questions.
## Document Your Tech Procedures
Documentation is one of the most powerful standardization tools at your disposal. How do you expect someone to schedule meetings online? What are staff members supposed to do with certain paperwork when they get their hands on it? Making sure every process involving your software is on paper gives your team a reference point. If they aren’t sure about the next step, they can [look at your well-documented procedures](https://www.aeroworkflow.com/bookkeeping-procedures/).
## Always Be Open to Change
[Technology is constantly changing and improving](https://www.businessinsider.com/sc/how-to-upgrade-outdated-business-technology-2021-6), meaning you should be open to change and improvement when it comes to your technology. Keep an eye out for any problems or processes that seem too convoluted. A great way to make sure you’re on top of your game is to regularly ask your staff what they think could be improved.
**Categories:** Apps, Practice Management, Workflow Management
---
### [Apps We Love: Calendly](https://www.aeroworkflow.com/apps-we-love-calendly/)
**Published:** July 24, 2022
**Author:** Angelena Pierce
**Content:**
Scheduling meetings isn’t the most glamorous part of your job as an accounting professional, but it also doesn’t have to be the most difficult…. especially when Calendly exists! Apps like Calendly take the mess out of scheduling by integrating well with other apps and allowing you to communicate with clients and staff in various ways.
Basically, [Calendly allows you to schedule both internal and external meetings with ease](https://calendly.com/). We’ve all had difficulty coordinating via email, memo, or word-of-mouth in the past — thanks to great new office technologies, we don’t have to anymore! We especially like Calendly because it offers great customization options, plays well with other workflow apps, and is relatively simple to use.
Here are some of the features that we think make Calendly a great addition to any accounting firm!
## Collaboration
At its core, Calendly is an app that brings people together so they can do great work. The app gives you a simple interface that allows clients to see your availability and schedule a meeting with you accordingly. You can also use the app to schedule webinars and training sessions. Multi-user features make these types of meetings even easier. You can create teams on Calendly in order to schedule team meetings and create a booking page that includes all the members on that team.
## Integration
One of the main things to look for when choosing a new app for your company is how well it plays with the other apps in your workflow. Integration is always key. Calendly allows you to schedule a meeting without having to leave your email, making it so customizers aren’t forced to log into any third-party software to do business with you. Calendly also allows you to connect to apps like Zoom and Paypal.
## User-friendliness
Calendly allows for a lot of customization. Not only can you customize your calendar to black out times you’ll be out of the office, but you can also customize the Calendly interface. In fact, you can go so far as to remove all Calendly branding and replace it with your own. Other great features we love are time zone detection, the ability to ask invitees questions through the app, and the ability to customize the notifications invitees receive.
All in all, Calendly is a great choice for accounting firms because it is simple and effective. The changes it brings to your day-to-day life aren’t going to be revolutionary, of course. Scheduling a meeting is still just scheduling a meeting. But we believe that [great apps make you forget that you’re using an app](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/), blending in so seamlessly with your other software and causing so few problems that you don’t think twice about it. Calendly gets the job done.
We’re starting a new series over here at Aero! We’ve used a lot (and we mean A LOT) of cool apps for productivity, scheduling, and other business needs. Now, we want to share our recommendations with you. Stay tuned to see more apps we love!
**Categories:** Apps
---
### [Standardize Workflows to Scale Your Accounting Firm](https://www.aeroworkflow.com/standardize-workflow-to-scale-your-accounting-firm/)
**Published:** July 17, 2022
**Author:** Angelena Pierce
**Content:**
When you try to scale your accounting firm, you risk losing control of your workflow. In history class, you probably heard that Rome fell partly because it grew too large. Well, the same thing can happen to businesses that don’t alter and standardize their workflow as they get bigger.
Having systems and procedures in place that act as guides for your staff will help prevent mishaps and aid in your growth. What does it mean to standardize? Well, you have to document your procedures. Figure out how you do each task around the office, and write that down! The goal is to do every task the same way, every time.
So how exactly can this kind of standardization help your firm grow?
## Train new staff
One of the most significant advantages of standardizing your accounting workflow is that standardization enables you to onboard staff more efficiently. Your new team members won’t have to take their questions to their co-workers if everything is written down for them in advance. You can also utilize these documents to cross-train employees. If someone is out sick, it is much easier to have another team member fill in for them if they have guides to help with their new tasks.
## Add value to your firm
Another way standardization can improve your accounting firm is through the value that knowledge brings. You know a lot about the industry, from understanding the ins and outs of building successful client relationships to memorizing the quickest ways to complete daily tasks. All of this information [comprises your firm’s knowledge capital](https://www.investopedia.com/terms/k/knowledge-capital.asp).
Have you ever had a valuable team member leave or retire and take a lot of important information with them? With documented workflow procedures, you won’t be lost if you lose a member of staff. Standardization also allows you to more easily pass on your firm once YOU are ready to retire.
## Increase productivity
Scaling your firm is all about hard work, and standardizing your workflow will help you work faster and more efficiently. When you and your team have a framework for completing tasks, those tasks will get done faster. Having your workflow standardized is especially helpful for irregular tasks that pop up. If a member of your staff is confronted with an assignment that isn’t a normal part of their work, it can take longer to complete that task; if they have a documented process guide, they can work much more confidently.
## Protect yourself and your staff
Documentation isn’t just a means of increasing your productivity. It can also be a protective shield against any legal trouble that might come your way. We’ve all had experiences with bad clients, and sometimes those bad experiences can stifle growth through mounting legal costs. Having everything at your accounting firm clearly documented can help prevent issues from arising.
Standardizing your workflow processes through documentation will allow you to better train employees, work more efficiently, build your knowledge capital, and protect yourself from unnecessary legal battles. All of these advantages can help you scale your accounting firm! Need some help writing your workflow procedures down? Check out our guide on [documenting your processes](https://www.aeroworkflow.com/bookkeeping-procedures/)!
**Categories:** Practice Management, Workflow Management
---
### [How to Market Your Accounting Advisory Services](https://www.aeroworkflow.com/market-your-accounting-advisory-services/)
**Published:** July 10, 2022
**Author:** Angelena Pierce
**Content:**
Even the best accountants and financial advisors can struggle to market and sell their services. Regardless of how good you are at your job, getting the word out can be challenging — learning to market your [accounting advisory skills](https://www.aeroworkflow.com/what-is-accounting-advisory/) is basically like learning a new language. Luckily, there are some key areas you can focus your efforts on that are proven to make a difference.
## Take Advantage of Word of Mouth
We’ve said it before, and we’ll say it again: word of mouth is by far the most effective way to get your name out there. Your current and former clients are your best asset when it comes to securing new deals. When your clients are happy with the value you bring to their business, they’ll recommend you to other business owners. You can also ask for referrals directly to feature on your website and social media platforms.
## Use Digital Platforms Wisely
Social media is a great tool for digital marketing – as long as you know how to use your channels to your advantage! You should find out where your target audience is going to be looking and then make sure you’re posting there. For example, lots of businesses can be found on LinkedIn and Facebook, so you’ll need to have a LinkedIn and Facebook account dedicated to your business. Though social media platforms offer plenty of paid advertising opportunities, you can also market your services there without spending a dime! Posting regularly and directing your audience to your website is a great place to start.
## Revamp Your Website
Your website should communicate to potential clients who you are and what you offer. You can even use your website to prove to potential clients that you’re an expert they can trust. If you haven’t considered [content marketing](https://blog.hubspot.com/marketing/content-marketing-plan), now is definitely the time. To attract more clients that are looking for the types of services you offer, you need to post content on your website that they can find. You can create blogs, YouTube videos, and downloadable content to answer advisory questions your clients are likely to look up.
## Make Sure Your Timing is Right
Selling your advisory services is all about knowing your clients and their needs. You already have a pool of potential advisory clients. You know their businesses inside and out, and you should be very familiar with their goals and worries for the future. If you don’t feel like you know your clients that well yet, take some time to establish some strong working relationships. Once you understand their business concerns and needs, you’ll be able to ascertain when you should make your pitch and what you should say. If you know your client wants to scale their business, then that is the aspect you should focus on in your advisory pitch.
Marketing your advisory services doesn’t have to be the worst part of your job. You already have the skills and experience you need to attract quality clients – all you need now is some exposure! If you focus on these four areas of your marketing strategy, you can increase the number of leads you’re getting and find more clients looking for the exact type of advisory services you provide.
**Categories:** Accounting Advisory, Marketing
---
### [Developing a Brand for a Niche Accounting Firm](https://www.aeroworkflow.com/developing-a-brand-for-a-niche-accounting-firm/)
**Published:** July 3, 2022
**Author:** Angelena Pierce
**Content:**
Have you found your accounting firm’s niche? The next thing to do is spread the word! After you’ve found your little corner of the market, your target audience is going to be narrowed down quite a bit. This actually presents a great opportunity when it comes to digital marketing! The more specialized your content is, the higher the chances are that you’ve got something unique that customers are looking for. The chances of them finding you also become much more significant.
So, how do you get the word out about your [new niche accounting brand](https://www.aeroworkflow.com/how-to-find-your-niche-building-a-profitable-niche-accounting-firm/)? Luckily, there are plenty of in-person and digital marketing options available. Here are some ways you can build your brand.
## Find networking opportunities
With your new niche comes a niche audience. Now is the time to look for networking opportunities that are specific to your target client base. Find venues, conventions, and groups that align with your niche. This will help you find clients who are already in the market for the services you offer. You can also build your credibility through networking. When people think of your niche, you want them to have your name in mind immediately. Being as visible as possible will help people remember you when they’re looking for an expert in your niche.
## Show off your expertise
One of the biggest perks of having a niche is being able to brand yourself as an expert. Once you’ve got your corner of the market figured out, you can prove your expertise through strategic content marketing. If your niche is eCommerce, you might find yourself writing blog posts about running multiple sales channels. Are contractors your specialty? In that case, you could create a downloadable guide or a series of YouTube videos surrounding setting costs as a contractor.
The goal is to take advantage of the unique digital marketing opportunities that come with developing a niche. Think about it. If you search “accountant” on google, pages upon pages of results will pop up. However, if you look for “wealth management services for physicians”, you will have a much smaller list of competing results.
## Try using case studies
Case studies are a great way to show off your expertise. Essentially, [a case study](https://www.aeroworkflow.com/writing-case-studies-accounting/) allows you to tell potential clients about a specific time someone used your services and reaped the benefits. You can even involve clients in the process of writing them through interviews and testimonials. Case studies can also be turned into all sorts of content for your website and social media channels. You can disseminate one story across multiple channels, giving you a higher chance of reaching your target audience.
While you might not think moving from a general audience to a specialized one could help you scale your business, it’s actually a great way to generate higher-quality leads. Your clients know what they want, and they’re going to be specific when they search. The best thing you can do is be specific about who you are as a brand.
**Categories:** Marketing
---
### [How to Find Your Niche: Building a Profitable Niche Accounting Firm](https://www.aeroworkflow.com/how-to-find-your-niche-building-a-profitable-niche-accounting-firm/)
**Published:** June 26, 2022
**Author:** Angelena Pierce
**Content:**
Niche accounting is a great way to embrace what makes your firm unique. By leaning into your strengths, you can attract more clients that suit your ideal and take your firm from average to expert. Niche accounting also gives you an important edge in digital marketing.
So, what is it and how do you start?
## What is a niche?
A niche in accounting is basically [your little corner of the market](https://www.journalofaccountancy.com/issues/2019/may/developing-niche-cpa-practice.html). Having something specific that you specialize in will make it easier for customers to find you on the internet. (Remember our rules about SEO?) Essentially, to have a niche, you just have to choose an industry and a specialization. Your industry might be non-profits, corporations, government agencies, etc. Then, your specialization is what will allow you to classify yourself as an expert. Specializations can be in auditing, taxes, advisory services, overhead analysis, and so much more!
The goal is to be very specific, as that will allow search engines to find you more easily. Take these two statements. Which is more effective?
*I am an accountant for government agencies.*
*I specialize in overhead analysis for local government agencies.*
The second one sounds a lot more convincing, right?
## Finding your niche
If you want to find a profitable niche, you’ve got to start by asking yourself some important questions – and being honest with your answers! Start by taking a look at your existing clients and discerning what they have in common. Is there majority representation from one industry? Are you providing more business valuation services than anything else? Have you noticed that most of your clients seem to be in a certain tax bracket? Having this information will help you build an image of your ideal client and narrow down your industry and specialization.
Next, ask yourself this: what are my strengths and weaknesses? The best way to figure out what your specialty should be is by giving yourself an honest assessment. You can also take a look at your staff. If you’re great at auditing, but one of your team members specializes in medical billing oversight, you might have a few options for branching out.
## Building up your new brand
Once you’ve found your angle, you’re going to have to [do some rebuilding](https://www.aeroworkflow.com/accounting-firm-brand/), especially if you already have a significant brand presence. You’ll need to set up a new website and start creating content that reflects your new niche. One of the biggest benefits of niche marketing is how it enables customers to find you. Make sure you’re giving them plenty of material to find!
Don’t be afraid to get the word out about your firm’s new direction. You should be advertising the change on social media, through email, and via word of mouth. It’s especially important to speak to current clients who may not fit into your new target audience and discuss what this means for the future of your working relationship. If you decide to drop clients, be sure to explain the shift in your business and leave on a positive note.
Finding your accounting firm’s niche is a great marketing strategy. You can rebrand yourself as a specialist and expert, create more specific business goals, and attract valuable clients via digital marketing.
**Categories:** Marketing, Practice Management
---
### [Writing Case Studies to Highlight Your Accounting Firm’s Expertise](https://www.aeroworkflow.com/writing-case-studies-accounting/)
**Published:** June 19, 2022
**Author:** Angelena Pierce
**Content:**
Your accounting firm has the experience and record to prove your value, so it’s time you started making your expertise work for you with case studies. By [clearly demonstrating your successes](https://www.aeroworkflow.com/attract-new-clients-for-your-bookkeeping-firm/) to potential clients, you can seal the deal and prove why you’re the right choice for the job. And the really cool part? You can utilize case studies across various channels to boost your marketing.
Here’s everything you need to know to get started marketing your services through case studies.
## What is a case study?
Case studies help potential clients trust that you’re the right firm for the job. To put it plainly, they are stories about your successes. Rather than just informing potential clients of your services and rates, you can give them a concrete example of what your clients get for their money. Case studies are long-form and they take on a narrative structure. They’re more detailed than reviews. This is a format that allows you to use numbers to back up your claims about your successes. You can use case studies to show the data that proves you’re the right choice.
## What makes a compelling case study?
When it comes to [writing a case study](https://blog.hubspot.com/marketing/case-study-examples), it’s good to keep cause and effect in mind. A case study fills in an important gap for potential customers by showing them an example of some of the direct results they can expect to see from your services. Make sure you’re guiding them from point to point when explaining this cause and effect, respect your customers’ time by not getting too bogged down in the details, and make sure you follow a narrative structure.
Writing case studies starts with identifying the clients and projects you want to highlight. You can even include these former clients in this project. Ask them questions about how your services impacted their business and how you’ve helped them reach their goals. Then, you’ll need to figure out how you want to market the information you’ve gathered.
## How to implement case studies in your marketing
Once you’ve gathered some information to write your case studies, you can disseminate the stories across your various platforms. There’s a world of possibilities. Think about where you’ve encountered case studies while browsing the web. Was the case study in the form of a blog? Is it’s own page on a website? Were there short video clips? These options are all available to you as well.
Figure out what channels bring you the most traffic. For example, if you get a lot of leads from email marketing, you might want to send this case study to customers’ inboxes. You can create videos about your case studies, post about your case studies on social media – and you can even use case studies as training tools when onboarding new team members.
Case studies are a great way to prove to potential clients that you know your stuff and can deliver results. What makes them even more valuable is that you can showcase them in a huge variety of ways. Let us know down below what questions or advice you have on writing case studies for accounting services!
**Categories:** Marketing
---
### [Does Your Accounting Firm Culture Lend to a Productive Workplace?](https://www.aeroworkflow.com/does-your-accounting-firm-culture-lend-to-a-productive-workplace/)
**Published:** June 12, 2022
**Author:** Angelena Pierce
**Content:**
Is your staff unhappy? Poor workplace culture at your accounting firm might be causing dips in your team’s productivity, quality of work, and overall enjoyment of their jobs.
Have you ever reread a book you were assigned in high school and developed a new appreciation for it? We’ve all heard variations of: “I like reading, but not when I’m being told to do it.” Work can be pretty similar. Sometimes it’s more difficult to find motivation when the pressure is high and the deadlines are pressing. By minimizing the stress employees experience in the workplace, [you can make your team more productive](https://www.forbes.com/sites/johnhall/2020/03/13/company-culture-doesnt-just-impact-well-being---it-also-impacts-productivity/?sh=398a452a4197).
Work occupies a large percentage of our lives, and when that work makes us unhappy, that unhappiness bleeds into the rest of our lives. Luckily, if you’re noticing a problem in your workplace culture, there are plenty of steps you can take to increase workplace satisfaction at the office.
## Are you noticing the side effects of a poor work culture?
Side effects may include higher error rates, lack of motivation, lack of job satisfaction, high employee turnover, reduced productivity, loss of profits, and burnout. Obviously, none of these symptoms are suitable for the workplace. If you’re starting to feel negativity at the firm or noticing a dip in productivity, that might mean it’s time to make some changes.
If you aren’t sure, ask your team. Send surveys around the office and ask your staff directly if there are things about their work that aren’t working. Figure out if they feel comfortable and valued. Ask them whether or not they feel encouraged to bring up problems or issues with management. Once you have your answers, you can start working to enhance the company culture.
## Fostering a positive environment
Your accounting staff wants to feel valued and trust that you have their best interests in mind. It’s your job to show them that you do. Here are some ways you might be able to improve.
- *Focus on relationships:* Good leadership is the key to good workplace culture. Employees want their bosses to be mentors. They want guidance and connection. The more connected staff feels to their leaders, the more connected they will feel to the firm overall.
- *Recognize achievements:* People need to be [rewarded for their hard work](https://www.aeroworkflow.com/improving-workplace-satisfaction-after-tax-season/). Openly recognizing a job well done is a great way to show your team that you see what they’re accomplishing and value their contributions.
- *Communicate and be transparent*: Being upfront with your employees about goals and complications is important. It helps instill trust in your staff. This is a two-way street: when your employees trust that you’re being honest with them, they can feel comfortable being honest with you.
- *Define your purpose*: We long for work that is fulfilling. To make sure your staff feels like their work is meaningful, you must start by defining your firm’s purpose.
- *Listen to your staff*: It’s important for your accounting staff to feel as though they have a say in the decisions and direction of the team. Don’t be afraid to hand over the reins every now and then and be open to their input.
Transforming your workplace culture will take time, energy, and creativity. A good way to start is by taking a step back and thinking about how much you value your employees. Sometimes we fail to see the forest for the trees. Your team has value and experience, and you want to keep them around. Pay them back for all their hard work by ensuring that the office isn’t something they want to avoid.
**Categories:** Practice Management, Productivity
---
### [Creating Checklists for Onboarding New Employees in Your Accounting Firm](https://www.aeroworkflow.com/checklists-for-onboarding-new-employees-in-your-accounting-firm/)
**Published:** June 5, 2022
**Author:** Angelena Pierce
**Content:**
Onboarding is an essential part of welcoming a new employee to your accounting team, but it’s also a time to ensure compliance standards are being met. Checklists can help you avoid missing any step that might result in your new hire’s confusion or HR mishaps.
You want your employees to feel included and confident in their work right from the start. Good onboarding is key to making that vision a reality. If you play your cards right, your new hire can leave their orientation feeling ready to start their new job and included in the culture of the company. Aside from that, there’s a whole lot of paperwork involved. Using checklists can help you tackle the three most important stages of a good onboarding process: pre-boarding, job orientation, and relationship-building.
## Pre-boarding
The onboarding process doesn’t start when your new employee gets to the office – it starts much sooner. You’ll need to inform your staff of the new hire and work out all the details with HR. On your checklist, try including the following: *review job description and schedule*, *submit forms to HR*, and *fill out new hire forms*. Filling out all the pesky paperwork ahead of their first day can be a huge time saver. Additionally, you’ll need to make sure your hire knows how to prepare for orientation. Send a welcome letter to them detailing your onboarding process and what they should expect.
## Job orientation
During the onboarding phase, new employees are looking for guidance. They want to know where the copy machine is and what tasks are expected to be completed by the end of the week. To help make the transition into a new work environment easier, you should make a checklist of every topic you need to go over with your new hire. Your checklist can also include items like *give a tour of the office* and *introduce new employee to current staff.* It can also be helpful to give your new staff member a sample daily checklist so they can see what a typical workday might look like.
## Building relationships
When we look past the paperwork and job-specific training, onboarding is really about [getting to know someone new](https://www.aeroworkflow.com/digital-relationships-at-your-remote-bookkeeping-firm/). A good onboarding process should make a new hire feel welcomed and cared about. This should also be a time for you to show your new employee what kind of company you are and want to be. Make your goals and standards as a business clear from the start and try to give this new staff member a clear and accurate picture of the culture at your firm. For this part of the onboarding process, your checklist might include things like *schedule team building or social activities*.
So many companies are [struggling to retain employees](https://www.journalofaccountancy.com/newsletters/2019/apr/onboarding-new-hires.html); you definitely don’t want to miss out on a good hire because of a sloppy onboarding process. Think of it as a first impression. Your new employee is looking at the workplace culture and how much you value them. That’s why it’s so important not to miss a single step in this process.
If you try out any of these onboarding tips at your accounting firm – or have any of your own to share – let us know down below!
**Categories:** Practice Management
---
### [Leveraging Your Experience to Attract New Clients for Your Bookkeeping Firm](https://www.aeroworkflow.com/attract-new-clients-for-your-bookkeeping-firm/)
**Published:** May 29, 2022
**Author:** Angelena Pierce
**Content:**
Did you know that you can leverage the experience you gained during tax season to attract new bookkeeping clients? It’s true. While marketing might be the last thing on your mind after [a rough busy season](https://www.aeroworkflow.com/accounting-after-tax-season/), this is actually a great time to ramp up your strategy for drawing in new clientele. You can use the unique experience you’ve gained, the relationships you’ve developed, and your newest industry success stories as leverage here. You’ve done some great work this past few months, after all, and it’s time more people took notice.
## Ask Current and Past Clients for Reviews
Let potential clients hear about your credentials from those who have actually utilized your services. You see, former and current clients can be your ticket to growth. All it takes is one look [LinkedIn](https://www.linkedin.com/) or [Yelp](https://www.yelp.com/) to see how reviews can alter your perception of a business. If you want to ask your clients to post a good review, it’s great to do so when asking for general feedback. Send out a form for your clients to fill out about their experience working with you. Make it clear to them that you value their opinions and suggestions. Then, you can kindly request they follow a link to write a review for the site of your choice.
## Develop Referral Incentives
Even in the digital age, word of mouth is by far still the best way to market your services. One of the ways you can get that exposure is through incentivizing referrals. If you did your job well, your client will already have positive things to say about your services. Sometimes people just need an extra push to make the sell. You can sweeten the deal by offering discounts or additional perks, such as gift cards.
## Collect Case Studies For Your Website
You just did a lot of work during the busy season. Now, you can use your success stories to attract new clients. Case studies in marketing allow you to give specific examples of your achievements and what types of clients you’re after. Did you save a manufacturing company a good chunk of coin this tax season? Advertise that. You obviously don’t need to give names of specific clients to do this – just make sure you’re including things like the industry and annual revenue of these past partners. This will give potential clients a good idea as to who you like to work with.
## Show Tax Clients Why They Should Stick Around
One of the reasons why bookkeepers are so much busier during tax season is because we have new clients. These clients sometimes leave just as quickly as they arrive. However, you shouldn’t be so quick to close the door. Sometimes you just need to make the first move and let them know how else you can be of service to their business. Talk to them about opportunities. You know their business inside and out – it’s time for you to assess what their needs might be and offer to help.
You’ve got the experience to prove your worth as a bookkeeper. Now, it’s time to share that experience with the world. By leveraging the satisfaction of former clients and demonstrating your recent successes with case studies, you can attract even more great clients and grow your firm.
**Categories:** Marketing
---
### [Creating Checklists for Staff Evaluations in Your Accounting Firm](https://www.aeroworkflow.com/staff-evaluations-in-your-accounting-firm/)
**Published:** May 21, 2022
**Author:** Angelena Pierce
**Content:**
Once the busy season is out of the way, accounting professionals finally have time to do some necessary tasks around the office… including staff evaluations. Now is a fantastic time to talk through tax season with your staff, figure out what went wrong, and congratulate them for what went right.
Using checklists is a great way to get organized and figure out your company’s priorities. Checklists are great for staff evaluations, and they can be used in three ways: to prepare for evaluations, to conduct the review itself, AND to document the evaluation after it has happened.
## Leading up to the review…
You might not think a lot of preparation needs to go into preparing for an evaluation, but there are actually quite a few steps. If you have multiple people conducting evaluations, the process should be standardized. All employees should get the same treatment. *Taking time to train your evaluators* might be an item that finds its way to your checklist.
Next, figure out your categories! Each business is going to [have different areas they prioritize](https://www.businessnewsdaily.com/5760-write-good-performance-review.html) when it comes to staff performance. While a remote accounting firm might require employees to be self-starters, another, in-person firm might prioritize a team member’s ability to collaborate. Now is the time to figure out what you want to include on your evaluation form. In order to evaluate your team members fairly, you should also look at ALL your examples and documentation surrounding staff performance during the last period. You’ll want to ensure that all of your documents are ready for the evaluations, including the form you are going to use for the review and the formal job descriptions of your staff members.
Lastly, don’t forget to notify your staff of the upcoming review!
## Conducting staff evaluations
When it comes to creating a checklist for the evaluation itself, the environment is everything. Make sure that the area you are conducting employee reviews is free of distractions and feels relaxing. It is important that your staff members don’t feel like they’re entering a gladiator arena. You want them to feel open to discuss things with you, not defensive and ready to be bombarded with criticism. For your own checklist, you might write down the different areas and examples you want to discuss. You can also use jot down notes for yourself about the tone you want to set for the interview.
## What happens afterward?
[Documentation is key](https://www.aeroworkflow.com/why-document-procedures/). Gather up all documents and ensure that it is stored somewhere safe for future reference. You might want to send out feedback about the evaluation process to your staff. You can also ask for their feedback in order to improve the process.
Staff evaluations are a great opportunity to [check in with your staff after tax season](https://www.aeroworkflow.com/accounting-after-tax-season/) and promote constant growth. It’s also a great opportunity to celebrate successes! Our last tip is this: keep your eye fixed on the future.
**Categories:** Practice Management
---
### [Winding Down and Getting Back to Work After the Busy Season](https://www.aeroworkflow.com/accounting-after-tax-season/)
**Published:** May 8, 2022
**Author:** Angelena Pierce
**Content:**
Once tax season is over, it can be hard to get back to normal and back to your regular accounting routine. You’ve been so overwhelmed tending to your client’s tax needs – at this point, you’re just tired. After you’ve become accustomed to the chaotic work life that the busy season brings, working in your typical office environment will take an adjusting period.
Think about it cooling down after a workout. If you’ve been sprinting on a treadmill, you can’t just step off and go about your day without cooling down. Instead, you should slow your treadmill pace to a jog or a walk, stretch, and drink plenty of water. Consider this period right after the busy season to be your cool down: you’ve got to reset, get organized, and get your priorities lined up in order to return to your usual accounting work.
## Start by taking a break
If you’re feeling burnt out after the busy season, you aren’t going to be doing your best work. If you want to perform well at your job, it’s important to prioritize mental health and give yourself a much-needed reset. Don’t be afraid to take a day off, pick up a new relaxation hobby, and implement some cool-down time at the office. You can always check out our list of ideas for [improving workplace wellness and satisfaction after tax season](https://www.aeroworkflow.com/improving-workplace-satisfaction-after-tax-season/)!
## Return to your routine
Busy season is… well, busy. During this period, your schedule probably looked a lot different than usual. One of the ways you can ease back into your typical routine is by returning to your old schedule. Maybe you’ve been too busy to grab coffee at your favorite cafe before work – prioritize little things like that now. Make sure you are building a routine that allows for plenty of rest and mental breaks throughout the day. A daily coffee break might be just the thing you need to give your brain a rest.
## Get organized
Once you’re ready to get back to work, you’ll first need to make sure your office is organized. Taking on new challenges is nearly impossible when you’re dealing with a messy space and can’t find important paperwork. Things might have gotten especially messy during the busy season, so now is a fantastic time to sort through records and make sure everything is in its rightful place. You can also use this time to [take a look at your written procedures](https://www.aeroworkflow.com/reviewing-your-accounting-processes-busy-season/) and clean up any documents that need it.
## Connect with clients
Next, you’ll want to connect with your clients to reconfigure schedules and discover their current needs. Tax season schedules are very different than normal schedules, after all. You might need to do some shifting around. Touching base is also a fantastic way to check in with your clients just as you may have checked in with your staff after the busy season.
## Set goals for your business
Now that tax season is out of the way, you can think about your [other goals for this year](https://www.firmofthefuture.com/content/use-smart-goals-to-get-your-firm-where-you-want-it-to-go/) for your accounting firm. This will help you figure out what work you should be doing now. Maybe you want to improve your marketing strategies or niche down your firm. Whatever the case may be, start thinking about these goals as something to work towards.
Returning to normal after a big disruption is always a challenge… And tax season is certainly a big disruption in your typical work routine. Ease yourself into your new work routine and make sure you prioritize rest during this period. You want to be your best self for your team and your clients. That starts with recognizing the effect the busy season can have on our mindsets and attitudes towards work!
**Categories:** Practice Management, Productivity
---
### [Improving Workplace Satisfaction After Tax Season](https://www.aeroworkflow.com/improving-workplace-satisfaction-after-tax-season/)
**Published:** April 30, 2022
**Author:** Angelena Pierce
**Content:**
Tax season takes a lot out of accounting professionals, so it’s important to check in with your staff once the hardest part of their year is over. After all, they call it the busy season for a reason. Studies show that [workplace burnout is on the rise](https://www.apa.org/monitor/2022/01/special-burnout-stress), which can result in poorer quality of work and quality of life. People who experience burnout report feeling emotional exhaustion, lack of motivation, and physical fatigue. You might even be starting to feel some of these things yourself.
We know that you care a lot about your accounting staff. Your team has been with you through it all, and you want to keep them around for a long time. You might even be worried about the Great Resignation sweeping away your staff as well. That’s why this moment in time can be so important. Here, you have a great chance to check in on your team, show them that you care about their well-being, and find ways to make their jobs more rewarding.
Here are some of our tips for increasing workplace satisfaction after an especially stressful tax season!
## Relax
After a rough busy season, you’re probably only thinking one thing: *I need a break*. Your team is probably thinking the same thing. Learn to recognize signs of burnout in your staff and understand that they might need some time to bounce back. This might look like taking an afternoon off or encouraging open communication about burnout. There are tons of ways you can help your team relax at the office! You can take your work outside, host a presentation about stress management tactics, and implement daily meditation or breathing exercises – even just encouraging your staff to take a few minutes to leave their desks and stretch can make a huge difference!
## Look for ways to improve
A challenge like tax season might seem daunting at the moment, but once the period is out of the way you can look on the bright side. This is a great chance to [improve your firm and your workflow](https://www.aeroworkflow.com/using-better-accounting-workflow-to-improve-work-life-balance/). One of the best ways you can look out for your team is by finding ways to make their work less stressful. You can start by closely examining all of your processes associated with the busy season. Figure out what processes could use significant improvement, rewrite your procedures for clarity, and consider adopting new tech solutions. You might even gather feedback from your team about which processes aren’t working as well as they should.
## Celebrate a job well done!
Your staff has worked hard – they deserve to celebrate their successes! To show that you recognize the work your team has put in, give them something in return. If salary raises or bonuses aren’t an option, there are plenty of gestures you can make to show your team you care. An office party or a special dinner can surely boost morale! Catered lunches, gift cards, and fun outings are always a good idea. You can also recognize your team publicly. Don’t be afraid to give shoutouts!
Your team of accountants is important to you – AND important to their clients. Workplace satisfaction is an important factor in retaining your staff, keeping them happy, and creating a productive work environment. If you make them feel important and valued *now*, they’ll be much more likely to stick around.
**Categories:** Practice Management, Workflow Management
---
### [Reviewing Your Accounting Processes to Make Next Year’s Busy Season Easier](https://www.aeroworkflow.com/reviewing-your-accounting-processes-busy-season/)
**Published:** April 24, 2022
**Author:** Angelena Pierce
**Content:**
Now that the busy season is out of the way, it’s time to start reviewing your accounting processes in order to make next year go even smoother.
Accountants: you can finally breathe again. Your fearful trip is finally done; the busy season is finally over. If this year had you feeling exhausted and stretched thin, your accounting processes might be to blame. Every day, we waste a lot of time and energy on unnecessary steps in our procedures. In order to take some of the stress out of next year’s busy season, you can start taking a look at these processes now. Here are some steps you can take to review your workflow – and make your workflow work for you!
## Figure out what was hard
The first step to reviewing your accounting processes is to figure out what those processes are. The idea of more work might be the most horrific thing you can think of right now, but taking the time to identify your processes and their effectiveness will save you trouble in the long run. For each process you undertake during the busy season, make a clear list of every step involved. Then, ask yourself which of these processes could use improvement.
## Analyze the problems
After you’ve identified what processes surround tax season at your accounting firm, you can take steps to understand and alleviate the problems. Be honest with yourself and be experimental in your problem-solving. Is one process riddled with far too many steps? Would [implementing a new software](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/) drastically improve your efficiency at another task? Is switching between different apps making a process more convoluted than it needs to be? Figure out where the speedbumps are. Don’t be afraid to ask around the office as well. Consider surveying your staff to figure out what processes are taking them far too much time and need to be altered.
## Implement new processes
Got a new plan? Implementing your new process can be a difficult job. You need to make sure that everyone at your firm is aware of the upcoming changes and understands how their job will change. If new software is being brought into the picture, make a plan for training your staff to use it. Create an environment where your team feels comfortable asking questions and making suggestions. One of the main takeaways from the process of designing and implementing new procedures should be this: *it is important to always have a plan and system in place for making changes at your accounting firm.*
## Write everything down!
One of the most important things you can do to better your workflow is [document your procedures](https://www.aeroworkflow.com/bookkeeping-procedures/). Once you’ve got a new plan of action established, you’ll want to write it down and [store it somewhere secure](https://www.cpapracticeadvisor.com/firm-management/article/21254846/keeping-firm-and-client-data-safe). Consider formatting your procedures as checklists. That way, your staff can use these documents in the future while they are working their way through a process. This can help you make sure no steps are missed. Lastly, make sure that all of your staff has access to the files when they need them.
We can’t promise that the busy season will ever be less… busy. However, making a commitment to constantly improve the way you do business can take a lot of unnecessary hassle out of the period.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Using Better Accounting Workflow to Improve Your Work-Life Balance](https://www.aeroworkflow.com/using-better-accounting-workflow-to-improve-work-life-balance/)
**Published:** April 17, 2022
**Author:** Angelena Pierce
**Content:**
Poor workflow at your accounting firm can impact not only your productivity at work but your home life as well. We’ve all had stressful days at the office that bleed into the rest of our day – and how often do you find yourself canceling plans because work is piling up? Your work is important and valuable, but so are your family, friends, and mental health. You shouldn’t have to sacrifice other areas of your life.
Luckily, improving your accounting workflow might be able to help in all aspects of your life. You know the old adage “time is money”. So, why are you wasting your time with inefficient procedures and outdated systems? You already know how improving your workflow can improve revenue and efficiency, but here are some of the other ways your quality of life can improve from better accounting systems.
## Reducing scope creep
Scope creep might be the scariest words imaginable for accounting professionals. We’ve all seen it happen before: you start a project, bright-eyed and naive… and then reality sets in. Suddenly, a quick job is taking a lot longer than you had originally planned. This can cut into your time and profits. The solution? Establishing a better workflow! Scope creep can be reduced through proactive scheduling, written checklists, good communication, and hard boundaries. Once you’ve got your workflow working for you, you can better assess how long projects will take and lose less time in your days.
## Better planning
When you have a good and accurate idea of how long a project will take, your home life will no longer revolve around your work schedule. Clear, written procedures will help you here. You won’t have to cancel last minute on your friends or wait around so long to make plans that no one is available. Instead, you can plan out your day pretty accurately. There’s nothing worse than having to rearrange your entire day because an app crashed on you or your systems couldn’t account for how long it would take to receive an important document.
## Drawing lines between work and home
[During the pandemic](https://www.vox.com/culture/22308547/pandemic-anniversary-labor-works-intimacy-how-to-do-nothing), a lot of companies and people found themselves conducting business from their living rooms. While working from home is definitely a great option for some accounting firms, it can be overwhelming to make a sudden switch. It’s easy to underestimate how mentally draining it can be when your workspace and living spaces are one and the same. One of the ways a better accounting workflow can improve your life is by establishing clear boundaries. Make a point to confine work to the office.
## Need a place to start?
Here are some avenues you can take at your accounting firm to improve your daily workflow:
- *Clearly define each team member’s roles and responsibilities:* Sometimes when your responsibilities aren’t clear, it can be easy to take on tasks that don’t suit your position or tasks you aren’t as qualified to do as someone else. To avoid this, make sure everyone knows what their role at the firm is.
- *Ditch the paper:*[ Paper creates clutter.](https://www.aeroworkflow.com/paperless-accounting/) It gets lost. It takes up space and time to look for. Consider digital storage that will make accessing, storing, and sharing documents easier and faster.
- *Write down clear procedures:* Written checklists and procedures can save you a lot of time. You don’t need to waste time on unnecessary steps or deciding your next course of action if it’s already written down.
- *Update your tech:* Outdated tech might be one of the main things holding you back. Take a look around and see if there are [better software options](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/) available, figure out how you can reduce the number of apps you switch between every day, and which outdated tech is slowing you down.
A work-life balance doesn’t have to be difficult to maintain. You can start separating the two by bettering your work practices so that your job never has to spill over into your home life. Good workflow can always help keep you from working off the clock.
**Categories:** Workflow Management
---
### [5 Things to Consider When Choosing New Accounting Software](https://www.aeroworkflow.com/5-things-to-consider-when-choosing-new-accounting-software/)
**Published:** April 10, 2022
**Author:** Angelena Pierce
**Content:**
Implementing new software tools at your accounting firm can be a great first step to updating your tech stack and scaling your business… However, there are some things you should keep in mind when picking products. You should be just as thorough with [your tech selection](https://www.aeroworkflow.com/technology-at-your-accounting-firm/) as you are when evaluating potential team members.
## What kind of budget are you looking at?
We won’t kid you – tech costs can really add up. Before you make the decision to even start looking for new software, you should sit down and [make a budget](https://techvera.com/how-much-should-a-company-spend-on-it/#:~:text=Overall%20as%20of%202013%2C%20businesses,when%20planning%20your%20fund%20allocation.). Figure out how much you are willing to spend and how much value you would be getting out of specific software. The whole point of good tools, after all, is to save you time and money. If a tool that is slightly out of your budget will offer more value in the long run than the cheaper product, that’s worth considering too.
## Is it customizable?
No two accounting firms are alike. When you’re picking out a software tool, you want to find one that will work for your business specifically. Customization is key here. Does the software allow you to remove unnecessary features? Can you customize names and descriptions to better match the language you use at your firm? To get your answers, look for demos and free trials of the software you are considering.
## Will this software play nice with your other tools?
Being able to integrate new software with your existing tools is important. Good workflow can be compromised when your apps and tools don’t work well with one another. Make a list of what tools you are currently using. Will any of these be replaced by the new software? What tools are vital to your workday and need to work with this new system? Being able to link accounts and apps can help streamline processes at your firm.
## What does your team think?
You don’t want to make any decisions about software before consulting the people that are going to be using it on a daily basis. Consult your staff to see what they think and make sure they are included in the selection process. You’ll also want to take into account how your team is going to learn the new software and how difficult that will be. Does the software company offer a training program? How long will it take your team to develop the skills necessary to use their new tools?
## Will your information be secure?
Not only do clients need you to protect their data, but you also have a lot of sensitive information that can’t be compromised. That’s why it’s important to make sure whichever software you choose is one that [prioritizes security](https://www.aeroworkflow.com/keeping-client-information-secure-in-a-virtual-bookkeeping-firm/). When taking security into account, also look at how often the software offers updates and how quickly the company fixes bugs. A company that is responsive to clients is one that takes security seriously.
Good software shouldn’t just be something you use: it should be a valuable part of the team that works seamlessly with every other part. If you want that kind of balance and ease of workflow, you’ve got to make your tech decisions carefully. Tell us below how you implement new software at your company!
**Categories:** Apps, Practice Management
---
### [Tips for Managing a Remote Bookkeeping Team](https://www.aeroworkflow.com/tips-for-managing-a-remote-bookkeeping-team/)
**Published:** April 3, 2022
**Author:** Angelena Pierce
**Content:**
Successfully taking your bookkeeping team remote means making some adjustments to your management style. Managing a group of people you don’t see regularly can be difficult. You might find it’s harder to establish connections with your staff OR you might be worried about work getting done with little oversight.
So… it DEFINITELY takes some adjusting. If you want to manage a successful bookkeeping team, you’ll need to manage your expectations and redefine how you think of the workday. Sound challenging? Here are some tips from our remote business to yours!
## Provide your team with the tools they need
Working remotely means [relying heavily on the technology](https://www.aeroworkflow.com/tech-stack-for-virtual-bookkeeping/) that is available to you. If you’re moving your bookkeeping team to remote work, it’s important that you provide them with all the tools they need to complete their work. This could include providing laptops for your staff to conduct their work on, investing in good accounting software, and providing training for every tool they’re going to be using in their new, remote workspace.
## Have regular check-ins
While you don’t need to micromanage your team, having regular check-ins can be a great way to ensure everyone is on the same page about timelines and deadlines. Business professionals recommend having daily check-ins with your team, but that doesn’t mean you have to have a 30-minute conference call every morning. There are all sorts of methods of communication at your disposal. A check-in might be a Slack message, an email, or even a text.
## Establish rules for communicating
Just because you can contact a remote worker at any time, via a variety of channels, doesn’t mean you should – and vice versa. Maintaining some element of formality is very important. When moving a team member remote or onboarding a new employee, you should make sure the “rules of engagement” are outlined right away. Make sure you’re staff knows who to contact, when to contact them, and how they should be contacted.
## Focus on end-goals
Perhaps the scariest aspect of remote work for those in leadership roles is the lack of oversight. A lot of people have begun seeking work-from-home opportunities for this exact reason, however. Flexible hours mean you can finish that project early in the morning OR late at night, all while working around other commitments you might have. As a leader, your role is going to change a bit when managing a remote bookkeeping team. Namely, the focus is going to be on emphasizing end goals rather than activity throughout the day. Having regular check-ins and good communication should eliminate surprises, and allowing more flexibility throughout the day results in a happier work environment.
## Prioritize connection
One of the greatest drawbacks to working remotely is the lack of social opportunities. It’s hard to [connect with co-workers](https://www.business.com/articles/remote-workers-feel-connected/) when your interactions are limited to emails. That’s why it’s important to provide ways for your staff to socialize despite the digital obstacles. Try to take some time for catching up before your virtual meetings. Create channels for socializing instead of talking shop. You might even look into scheduling a virtual hangout or an occasional in-person event to celebrate their accomplishments!
We often think of the digital world as the antithesis of genuine human connection, but it doesn’t have to be that way! Managing your remote team successfully hinges on your ability to create camaraderie among your team through digital barriers and adjust your expectations. Working from home [doesn’t look the same as working in an office](https://www.aeroworkflow.com/take-your-bookkeeping-business-virtual/), and that’s okay! Being more flexible doesn’t mean forgoing all formalities or clearly outlining the results you expect to see.
**Categories:** Practice Management, Workflow Management
---
### [Managing Digital Relationships at Your Remote Bookkeeping Firm](https://www.aeroworkflow.com/digital-relationships-at-your-remote-bookkeeping-firm/)
**Published:** March 27, 2022
**Author:** Angelena Pierce
**Content:**
Good communication is the backbone of a good client relationship – and good communication is possible even when managing a remote bookkeeping firm. You already know how to talk to your customers, but it can be tricky to transfer communication strategies to a digital space.
Whether you are just [pivoting to remote bookkeeping](https://www.aeroworkflow.com/take-your-bookkeeping-business-virtual/) or merely trying to improve your comms strategy, we’ve got you covered. Here are some tips for creating and maintaining strong digital client relationships.
## Establish a client communication plan
When it comes to digital communication, everyone has different preferences and needs. When onboarding a client or shifting current clients to a remote relationship, figuring out these preferences and needs should be a priority. Your [client communication plan](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) is a way of standardizing communication practices. In it, you can write down how you will communicate, how often, and what your boundaries are (such as windows where you will be available to respond to messages).
## Stick to a routine
Once you’ve got your meeting schedule laid out, it’s important that you stick to it. Creating a routine is vital for remote relationships. All your meetings should be laid out in advance and this calendar should be uploaded somewhere where both you and your client have access.
## Prioritize video calls
[Zoom](https://zoom.us/), [Skype](https://www.skype.com/en/), and [Google Meet](https://meet.google.com/) are all great ways to connect with clients in a way that goes beyond words on a screen. Putting a face to a name is an important way to deepen connections with your clients. Scheduling video calls can be trickier than just sending an email or shooting a quick message over [Slack](https://slack.com/), but it’s definitely worth it. Make sure your communication schedule includes regular video calls.
## Get personal
It can be easy to forget that there is an actual person behind the computer. So, you’ve got to get a little personal sometimes. You don’t have to be all business, all the time – don’t be afraid to take the first few minutes of a virtual meeting just to chat and catch up. Maybe try to ask some fun icebreaker questions!
## Provide additional avenues for them to connect
Digital marketing isn’t just for drawing in new clients – you can also use your social media channels, web page, and email to strengthen current client relationships. Invite clients to like and follow you on social media and engage with them there. Keep them updated on changes at your firm through regular email newsletters. If you’re publishing content that might be useful to them, let them know!
## Maintain work-life boundaries
It might not seem like there’s a big difference between emailing and texting, but becoming too informal with clients can be dangerous. One of the main drawbacks of working remotely is the difficulty of separating your work life from your personal life. After all, your virtual office might be right next to the living room (or IN the living room). Make some hard rules for yourself. Not texting clients and only answering emails during office hours are good places to start.
Communicating virtually doesn’t have to be a struggle. You just need a good client communication plan. If you prioritize getting to know your clients, there’s no reason a remote relationship needs to be different from an in-person one.
**Categories:** Client Support, Practice Management
---
### [5 Tips for Keeping Client Information Secure in a Virtual Bookkeeping Firm](https://www.aeroworkflow.com/keeping-client-information-secure-in-a-virtual-bookkeeping-firm/)
**Published:** March 20, 2022
**Author:** Angelena Pierce
**Content:**
While running a virtual bookkeeping firm has many benefits to both clients and bookkeepers, having client information stored digitally can present many challenges. Cybersecurity risks are on the rise and lots of business owners are worried about threats to both them and their clients.
Keeping your client information secure is a vital part of your job. After all, your clients trust you to keep their information safe and secure, whether it’s stored in a filing cabinet or in the cloud. Because [running a virtual bookkeeping firm](https://www.aeroworkflow.com/take-your-bookkeeping-business-virtual/) produces some unique obstacles for bookkeepers, we’ve put together a list of five ways you can protect your clients no matter where you’re working from.
## Don’t collect more than you need and be transparent
When it comes to collecting and storing sensitive client information, you should never keep more than is absolutely necessary. Make sure that your clients know exactly why you are collecting each piece of information that you do, how it will be stored, and what strategies you are using to keep them and their data safe. This is also an important thing to keep in mind when it comes to parting ways with clients. You want to make sure you aren’t keeping any client information after you and said client have parted ways. Your offboarding process should always include erasing any client data you have tucked away.
## Use encryption
Encryption is one of the best ways to protect client information at your bookkeeping firm. Basically, encryption is kind of like invisible ink. It turns information into a code that you need a key to decipher. This can be especially helpful for things like payment information. We recommend investing in [good encryption software](https://www.businessnewsdaily.com/9391-computer-encryption-guide.html) and keeping it updated.
## Try out a password management tool
Using the same password for everything is bound to get you into some trouble; likewise, having lots of simple passwords can also lead to your data being less protected. You should be creating a new password every time you need to use one AND they should be strong. You can strengthen passwords by adding special characters, using passphrases, and avoiding passwords that include personal information. With so many passwords that are difficult to remember, you might be wondering how you can keep them all straight. A password manager might come in handy here. Password managers store all your passwords AND help you to generate new ones that are safe and secure.
## Limit who can access client data
Not everyone at your firm needs access to information about every single client. Did you know that staff is one of the biggest threats to cybersecurity at your firm? Now, most employees are going to have bad intentions. It’s just a failure to use best practices that can result in an error. Using unsafe servers or not storing passwords safely, for example, can create a big security risk. By limiting access to data to only those who *really* need it, you can minimize a lot of those security risks.
## Keep updating
We know, we know – it seems like every day there’s something that needs updating. It can be easy to ignore notifications about software updates and put them off until later. However, promptness might save your clients’ data. When most software companies find bugs in their programs, they patch them up and send out an updated version of the software. By ignoring updates, you could find yourself vulnerable to the very problems they’ve just fixed.
Your clients trust you to keep their information safe and secure, whether it’s stored in a filing cabinet or in the cloud. The good news is that data security isn’t rocket science – as long as you follow some basic rules when it comes to storing, accessing, and protecting information, the chances of data theft at your virtual bookkeeping firm become a lot slimmer.
**Categories:** Client Support, Practice Management
---
### [How to Retain Your Bookkeeping Staff During the Great Resignation](https://www.aeroworkflow.com/retaining-bookkeeping-staff-great-resignation/)
**Published:** March 13, 2022
**Author:** Angelena Pierce
**Content:**
According to experts, the Great Resignation is upon us, and many bookkeeping firms are feeling the loss. Did you know that [4 million people in the US quit their jobs in July 2021](https://hbr.org/2021/09/who-is-driving-the-great-resignation#:~:text=According%20to%20the%20U.S.%20Bureau,at%20the%20end%20of%20July.)? Since the middle of last year, resignations have been on the rise.
Like many businesses owners, you’re probably worried about holding onto good team members. Retaining staff during the Great Resignation starts with understanding WHY so many people are leaving their jobs. Here are some steps you can take to make your staff want to stay.
## Provide opportunities for growth
One of the main reasons why good employees leave is that they don’t see a future with the company. Studies have shown that the increase in resignations is primarily coming from mid-career employees. People are reevaluating their careers and how far they reasonably think they can go in their current companies. If you want your staff to stick around, you have to provide pathways for growth at your firm. Embracing progress is important here. Your staff wants to be able to grow professionally, which means they want to work for a firm [that is also ready to grow](https://www.aeroworkflow.com/how-to-grow-your-bookkeeping-firm/).
## Understand that many are still recovering from the COVID-19 pandemic
The Covid-19 pandemic impacted us in many ways. Understand that your team may still be recovering, whether they contracted the virus and are still suffering from long Covid, have lost family members, or just been under a tremendous amount of stress.
## Be flexible
Has returning to the office been harder than you thought it would be? Plenty of people are struggling to get back to normal. Among other things, the COVID-19 pandemic has changed the way we work. In order to keep up and keep your staff, you might want to embrace flexibility in the workplace. This doesn’t necessarily mean going fully virtual. Instead, you can provide WFH options for some positions or days and more flexible hours.
## Focus on company culture and values
Your team wants to know that they work for a company that cares about them and holds good values. Be sure to foster a sense of camaraderie at the workplace. This might mean organizing company parties to celebrate big milestones or arranging fun games to play in the office, like a desk decorating contest. Focus on creating a company culture that is both fun and communicative. You want your employees to feel comfortable enough to come to you and express any issues they might have in the workplace.
## Look at your offboarding process
Saying goodbye is difficult, but it’s important to have a written procedure in place that will ensure there are no misunderstandings or hard feelings. Even team members who decide to leave should be treated kindly. After all, the rest of your staff is going to be watching this go down. If a member of your staff decides to leave, make sure you celebrate the work they’ve done for your firm. Allow them to leave on good terms and keep the door open if there is potential for them to return.
A good team makes a good firm. No one wants to say goodbye to valuable team members. That’s why it’s so important to reassure your staff that they are important to you and give them opportunities to progress in their careers with your firm.
**Categories:** Practice Management
---
### [How to Move Clients to Fixed-Fee Pricing in Your Accounting Firm](https://www.aeroworkflow.com/fixed-fee-accounting/)
**Published:** March 5, 2022
**Author:** Angelena Pierce
**Content:**
Transitioning to fixed-fee pricing can help eliminate surprises at your accounting firm. From collecting payments on time to being able to successfully market your services, the switch can definitely be worth it. [Fixing your fees](https://futurefirm.co/guide-to-pricing-accounting-services/) is a great step to scaling your practice and improving overall client satisfaction. So what’s holding some accountants back?
Making any sort of pricing change at your firm comes with unique challenges. Money is hard to talk about, after all. It can be difficult to know how you approach the topic with clients or even where to start with marketing your new service offerings! The important thing is that YOU understand what you are changing first and how this will affect your practice.
Here is a step-by-step way to market this new model to your accounting clients and officially make the switch.
## Calculate average costs
It’s much easier to introduce a new pricing model with new clients. Switching things up with long-time clients, however, is a bit trickier. At the end of the day, your client’s main concern is going to be how the change to fixed pricing will affect their bottom line. When setting your new fees, look back at your client’s payment history. Figure out the average cost and use this to inform your pricing strategy.
## Write things down
In order to reach an agreement with your clients, you’ll need to have all the important details written down. You can’t sell a product if you aren’t sure what it is. Make a clear list of all the services you will provide at your suggested rate. That way, there’s no mystery as to what your client is signing up for. With the change in pricing models, they’ll want to be reassured that they’re still getting the same bang for their buck.
## Meet with clients
The next step to moving your clients to a fixed-fee pricing model at your accounting firm is to meet with them. Conversations about pricing are always challenging, especially if you [plan to increase rates](https://www.aeroworkflow.com/price-increase-conversation/) simultaneously. When planning a meeting with a client, try to make the atmosphere friendly and relaxing. Make it clear that they have options. Also, be sure to emphasize that your new pricing model will make calculating *their* expenses easier too.
## Automate payment
When your client knows how much they will be spending on accounting services each month, that payment can become an expected expenditure rather than one that fluctuates. This leaves the door open for automation. [Find an application that works for you](https://www.aeroworkflow.com/technology-at-your-accounting-firm/) so that your clients can sign up to have the money automatically transferred each month. Ideally, this should help to eliminate collection problems at your accounting firm.
We tend to get stuck in our old ways – if the old pricing model has worked fine for this long, why change it? Change is necessary, however, in order to scale your practice and see continued growth over time. A fixed fee pricing model is just one possible way to encourage this growth. While it can be hard to try something new, thorough preparation and an awareness of the process you need to follow will help make the switch seamless.
**Categories:** Client Support, Practice Management, Pricing Models
---
### [5 Ways to Evaluate Bookkeeping Clients for Profitability](https://www.aeroworkflow.com/5-ways-to-evaluate-bookkeeping-clients-for-profitability/)
**Published:** February 27, 2022
**Author:** Angelena Pierce
**Content:**
Getting ready for spring cleaning in March? Cleaning out your bookkeeping client list based on profitability can help you realign your work with your firm’s goals.
Ideally, you should be evaluating your client list annually to decide which relationships are profitable enough to warrant keeping and… which are not. You can do this by creating a ranking system, typically from A (meaning your top clients) to D (the ones you should probably consider cutting ties with). These rankings should be based on how much work you’re doing for the client and how much money they are generating for you. Here are our top five ways to evaluate the profitability of your bookkeeping client relationships and create those rankings.
## Overall profitability
As the old adage says, *time is money*. Do you feel like you do too much work for how much you’re getting paid? The money you make from clients still might not warrant keeping them around. This is how you calculate overall profitability. Determine how many hours you’re getting paid for vs. how much work you’re actually doing. Then, you can figure out if the payment is worth the time and effort. You should also be factoring in the difficulty of the work and whether or not it is something your firm can practically continue to tackle.
## Payment
It may seem obvious, but the timeliness of a client’s payments should also be a factor in your evaluation of client profitability. Are you having trouble collecting payments on time or finding yourself constantly sending excessive bill reminders? That might mean the client isn’t consistent enough to warrant keeping around.
## Referrals
One of the often-overlooked ways clients bring in revenue is through their referrals. Word of mouth remains one of the best ways to reach people. Some of your current clients might have been referred by other clients. If a client [you are considering firing](https://www.aeroworkflow.com/offboarding-bookkeeping-client/) was referred by a client you would *never* fire, you might feel like you’re caught in a sticky situation. Find a way to keep the older client in the loop so no hard feelings develop.
## Providing new services
If you’re on the fence about firing a client, you might ask yourself if there is a way to make your relationship with them more profitable. [Offering additional services](https://www.accountingtoday.com/opinion/how-to-expand-your-accounting-firm-business-by-adding-new-services) can be a great way to increase profit. Consider whether or not a client on the lower end of your rankings might be willing to consider new service packages. You might even ask them directly if they would rather consider a new package or cease doing business with your firm, after explaining that your firm’s goals no longer align with your current work.
Try creating the ranking system for your bookkeeping clients based on these metrics for profitability. It can be hard to let go sometimes – and to see when you need to. Creating a set of standards like this makes the process more objective. At the end of the day, your firm’s goals and profits should be at the forefront of your decision-making.
**Categories:** Client Support, Practice Management
---
### [The Tech Stack You Need to Run a Virtual Bookkeeping Firm](https://www.aeroworkflow.com/tech-stack-for-virtual-bookkeeping/)
**Published:** February 19, 2022
**Author:** Angelena Pierce
**Content:**
Running a virtual bookkeeping firm is virtually impossible without the right technology.
Think about all the tasks you perform and interactions you have in a physical office environment. When you take your office remote, lots of new challenges present themselves that can only be solved with the right tech stack. Communication becomes trickier; collaboration can become difficult to achieve.
Fortunately, we live in the [21st century](https://www.aeroworkflow.com/client-accounting-for-the-21st-century/). Cloud technology has made it possible to do all your work entirely from home, to access documents from anywhere, and to keep in touch with your team no matter where you are! Automation is also making it increasingly easier to manage your bookkeeping firm virtually – plus, it can save you time AND money.
If you’re taking your firm virtual for the first time OR just updating your tech stack for 2022, here are some things you should know.
## Choosing the right tech for your virtual bookkeeping firm
When it comes to picking out apps and software for your business, you need to keep your unique circumstances and needs constantly at the forefront of your mind. We all have specific ways we like to work and specific items on our wishlist that we can’t compromise on. Don’t be afraid to try a couple of different tech options out to see which suits your firm best.
If you’re just beginning to [automate at your firm](https://www.aeroworkflow.com/technology-at-your-accounting-firm/), here are some things you won’t want to exclude from your tech stack:
- *Accounting software:* An accounting software keeps all of your accounting information in one place and can help you access important client information from your home office.
- *Communication*: One of the most important decisions you need to make for your virtual bookkeeping firm is how you and your team are going to communicate. There are tons of great apps for internal business communication and interacting with clients.
- *Time tracking:* If you are managing a team, regardless of its size, you’ll need to find a way for them to clock their hours from home.
- *Workflow automation:* Figure out how you want to connect applications and manage your workflow on a daily basis, from scheduling meetings to delegating tasks.
-
- *Payment processing:* All payments should be processed in one place, that way you can better keep track of what client payments have been received and when.
- *Payroll*: When working remotely, you’ll no longer have an HR office. Automate your payroll and HR tasks to improve your firm’s efficiency.
## Creating a workflow
As you are selecting all the apps and programs that suit your business best, remember that they have to work with one another as well. Keep the big picture in mind as you make your choices and build your stack. Imagine a typical workday. Imagine how you will switch from one task to another and one application to another. You want your workday to go on without a hitch, so it’s important to think about the way your apps work together. We recommend finding software that helps you accomplish multiple tasks on your lists. (Aero Workflow, for example, allows you to track time for tasks!) Keep in mind how your apps integrate with each other.
## Update Update Update!
The thing about technology is that [it’s always changing](https://www.forbes.com/sites/bernardmarr/2020/07/27/the-6-biggest-technology-trends-in-accounting-and-finance/?sh=1f4132ed3c7e)… which means you need to be willing to change with it! Stay curious about new tech innovations that could benefit your business; update when software no longer suits your needs. As your bookkeeping firm grows and evolves, your needs will as well.
Though running a virtual bookkeeping firm can present unique challenges for your business, technology is here to save the day. If you choose your tech stack carefully, with your team and clients in mind, making the shift won’t be *remotely* as difficult. (See what we did there?)
If you’re shopping around for an accounting software solution to make your virtual work life easier, sign up for a [free trial with Aero Workflow](https://app3.aeroworkflow.com/CreateTrialAccount) today!
**Categories:** Apps, Practice Management, Workflow Management
---
### [How to Take Your Bookkeeping Business Virtual](https://www.aeroworkflow.com/take-your-bookkeeping-business-virtual/)
**Published:** February 13, 2022
**Author:** Angelena Pierce
**Content:**
Every day, more and more bookkeeping firms are taking their business virtual. The COVID-19 pandemic has fundamentally changed the way we work. Many companies are finding that remote work has its advantages. Going virtual allows you to widen your talent pool, avoid the potentially high costs of renting and maintaining a physical office, and maybe even increase your productivity! If you’ve been hesitating to make the switch OR have recently decided to go remote and have been finding the change difficult, don’t worry: we’ve got you covered with the four tips for moving into your virtual office!
## Communication is key
When you aren’t seeing your co-workers every day, finding new [direct avenues for communication](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/) while you work is vital. While email is always useful, you’ll want to pick an app that will enable quick communication between you and your staff when questions arise. [Slack](https://slack.com/), [Microsoft Teams](https://www.microsoft.com/en-us/microsoft-teams/group-chat-software), [Client Hub](https://clienthub.app/?gclid=CjwKCAiA9aKQBhBREiwAyGP5lQgidyBjRo1IbLLwAQVVc-YWfv41VD_Mayyi5OQ1y2oJ3bX_OZMlXhoCJOgQAvD_BwE#/), and [Liscio](https://liscio.me/) all allow you to send short, quick messages to your team – like texting, but for businesses! Additionally, you’ll need to figure out where you want to hold virtual meetings. Apps like [Zoom](https://zoom.us/), [Skype](https://www.skype.com/en/), and [Google Meet](https://meet.google.com/) are all viable options. Stick to a schedule with virtual meetings just like you would in-person meetings. Keeping to a routine is still important for productivity in your virtual workplace.
## Choose the right tech
Having [the right software can make or break remote firms](https://www.aeroworkflow.com/technology-at-your-accounting-firm/). In order for all members of your staff to access important documents and work from home, everything must be digitized and stored someplace safe. Time tracking, delegating work, scheduling meetings, and accessing digital client files are all things that should be on your mind when choosing the right tech stack for your remote practice. Take the time to try out different software to find the best fit for your team. Most companies – including us! – offer free trials to potential customers that you can take advantage of.
## Separate your workspace from your living space
While it can be tempting to do all your work from bed when working from home, our productivity sometimes depends on the cultivation of a good environment. If you don’t have a home office, make sure you have a dedicated physical space for work. It doesn’t have to cost a fortune to create a space you’ll be happy to hold meetings and scour over paperwork in. Invest in a plant or some quirky desk decor just to make yourself smile! Remember, this separation goes both ways. If you get into the habit of answering emails from bed, then every space in your home will be a workspace. It’s important to be able to decompress and step away from the office – even when your office isn’t far from the dinner table!
## Don’t neglect work culture
The biggest risk businesses encounter when they take their work virtual is losing important aspects of human connection. Building strong relationships with coworkers is a necessary part of successful practice management. Having those connections helps us all be happier with our work. Don’t take random chit-chat, lunch hour shenanigans, and office parties for granted. Instead, find a way to incorporate these workplace values of friendship and camaraderie into your virtual work culture. Don’t be afraid to chat about silly things over your communication apps or begin virtual meetings by catching up with one another. We all know what they say about all and work and no play! Also, be sure to prioritize synchronous meetings whenever you can. Seeing faces over Zoom rather than simply emailing work back and forth can make a big difference.
Taking your bookkeeping business virtual can enhance productivity and allow you to widen both your talent and client pools. While there may be certain challenges with remote work, the benefits are numerous. As long as you remain people-focused (even as you become more reliant on technology) virtual bookkeeping can be productive and rewarding.
**Categories:** Practice Management, Workflow Management
---
### [Is 2022 the Year You Update Your Accounting Firm's Brand?](https://www.aeroworkflow.com/accounting-firm-brand/)
**Published:** February 5, 2022
**Author:** Angelena Pierce
**Content:**
Every once in a while, you need to update your accounting firm’s brand image in order to stay current. After all, it’s important to make sure your branding aligns with your marketing goals. The beginning of a new year is a fantastic time to make some important changes!
While we might already be one month into 2022, it’s still early enough to get started. Here are some pointers and things to keep in mind if considering a rebrand.
## Assess your accounting firm’s current brand
How long has it been since you’ve taken a good, hard look at your firm’s brand guide? If you want to update your image for 2022, you’ve got to start by looking at what you have now. Is your current image a bit outdated, with a font that belongs in the early 2000s? What are you communicating to your clients and potential clients through things like your color scheme? (Here’s a [helpful guide on the psychology behind different colors](https://www.colorpsychology.org/color-psychology-marketing/) if you aren’t certain!) Now might be the time to switch out that old logo and slogan for something that fits your vision for the future of your firm.
## Figure out your target audience
Your branding and marketing strategy should be centered around [who you are trying to reach](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/). For example, certain social media platforms are going to appeal to different groups of people. You wouldn’t use Tik Tok to reach small businesses – that’s what LinkedIn is for! Your audience should also affect the tone you use in social media posts and across your content. Consider whether potential clients might be attracted to a serious, no-nonsense persona or be drawn in by a more approachable and friendly tone.
## Explore new ways to create and share your content
Content marketing is a great way to reach your audience and communicate your brand’s personality and values. This is where you really get a chance to show your potential clients your voice AND the things you care about. For 2022, consider exploring new content marketing avenues. This could include blog writing, creating a Facebook group, or filming YouTube videos. Try to launch some new campaigns across your socials at the beginning of the year as well!
## Let your story be your guide
Nowadays, people care about WHO you are just as much as they care about WHAT you are. When it comes to your accounting firm’s brand image, let your story be your guide. Authenticity is important in marketing, and clients are more willing to be loyal to brands they perceive as having genuine voices. Think of ways you can package (or repackage) your brand’s story in 2022 and what content you can create surrounding who you are. This might mean giving clients a glimpse behind the scenes by posting fun profiles of your team members or publishing interesting content surrounding the founding of your business.
## Be aware of 2022 marketing trends
To keep your brand current, you’ll need to be aware of current and upcoming marketing trends that will impact your reach online. Some trends to look out for in 2022 [include interactive content and increased interest in influencer marketing](https://www.forbes.com/sites/forbesagencycouncil/2022/01/14/15-top-trends-that-will-impact-marketing-in-2022/?sh=4eacf9d96f0c).
## Keep your audience in-the-know
Don’t keep your rebrand a secret! Taking steps to improve your accounting firm’s image is something to celebrate. Create a launch plan if you are using a new marketing channel or changing your logo. Let your loyal clients know via an email update or generate buzz for your new youtube channel by posting video teasers across social media. If you want to go a step further, you can let your audience be involved in the brand decisions you are making. Poll your clients and followers if you’re stuck between three potential color schemes or logos; let past interaction levels with your content dictate what direction you take your branding in the future.
Even small changes can make a big impact when it comes to your accounting firm’s branding. Your brand image can either attract or deter new clients. Take some time at the beginning of this year to consider your goals for your firm and let those goals guide your branding.
**Categories:** Marketing
---
### [Leveraging Technology to Improve Your Accounting Firm's Bottom Line](https://www.aeroworkflow.com/technology-at-your-accounting-firm/)
**Published:** January 29, 2022
**Author:** Angelena Pierce
**Content:**
Choosing the right technology can completely transform your accounting firm – AND significantly improve your bottom line. Let’s face it: we’re always looking for ways to work smarter, better, and faster. Thankfully, there are countless [software companies and simple tech solutions](https://www.aeroworkflow.com/client-accounting-for-the-21st-century/) to help you do just that.
From sending invoices to storing client information to payroll services, technology can simplify so many of your accounting processes. Here are some tips for choosing and implementing new technologies this year!
## Choose technology for your accounting firm wisely
Talking about technology can be overwhelming… because there’s just so much of it! With so many apps and fancy gadgets on the market, it can be hard to sift through the noise and choose what works best for you. While it can be tempting to stick with the same software you’ve been using since you first started digitizing – or relapse to using pen-and-paper again – you owe it to yourself and your business to start exploring!
Start with a solid list of goals you want to achieve with your new tech stack. Where do you want to improve efficiency? What processes need to be simplified for your team? What are some non-negotiables when considering software for your accounting firm? Once you’ve got your list written down, don’t be afraid to try some software on for size. Ask for recommendations. Test drive multiple services. [Most software companies will offer free trials](https://www.aeroworkflow.com/#:~:text=LOGIN-,FREE%20TRIAL,-Transform%20Your%20Firm) so you can make sure their product is a good fit for your firm.
Also, remember to think about what’s best in the long run and consider how the investment will pay off. While a price tag might be intimidating upfront, the software might pay for itself within a short period of time.
## Don’t be afraid to automate
The threat of a robot apocalypse is ever-present, according to every 2000s science fiction flick (we’re looking at you, iRobot). It turns out that [automation isn’t nearly that scary](https://futurefirm.co/accounting-automation/)! In fact, automating parts of your accounting process can greatly improve your business. You get more time to focus on your most complicated tasks with the easiest tasks are taken care of for you. Look for tech solutions that will automate some of your day-to-day procedures, like scheduling meetings, sending reminders to clients, and paying bills.
## Know the apps you use
Once you’ve figured out what apps best suit your firm’s needs, you need to learn how to use them. Make yourself at home! Take the time to learn all the ins and outs of the tools you plan to utilize every day. Chances are, the software you picked will have free demos to watch or a training program you and your team can go through. It’s best to make this sort of training mandatory for all staff in order to ensure everyone is on the same page.
## Always be updating your tech
What’s considered “modern” now probably isn’t going to be so trendy next year. If you want continuous growth at your firm, you have to be willing to continuously update and stay current with the latest tech trends. This goes for both your software AND hardware. Cut ties with devices that just don’t run like they used to anymore; invest in new pieces that enable your team to work efficiently. If you haven’t yet, you might consider investing in laptops for your team to enable them to work from anywhere. As more and more offices [switch to virtual work](https://www.aeroworkflow.com/cloud-bookkeeping-running-a-virtual-firm/) and remote-working on sick days, it might be worth looking into how the flexibility of hybrid work can improve your bottom line.
Choosing the right technology for your accounting firm can seem pretty daunting at first, but good software really pays off in the long run. To maximize your efficiency and profits this year, really take the time to find a good fit and take care when implementing tech changes at your firm.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [How to Create a Client Communication Plan For Your Bookkeeping Firm](https://www.aeroworkflow.com/bookkeeping-client-communication-plan/)
**Published:** January 23, 2022
**Author:** Angelena Pierce
**Content:**
Have you created or updated your bookkeeping firm’s client communication plan for 2022?
Communication is key to your bookkeeping firm’s success. Your clients want to stay in the know on all the things that affect their business. Developing a communication plan will help you stay consistent with your connection, cater to your client’s specific needs and preferences, and standardize practices across your firm. Here are some tips for creating your 2022 communication plan from your friends at Aero Workflow!
## Know your target audience
The first step to creating a good client communication strategy for your bookkeeping firm is knowing your audience. You probably know the preferences of long-time clients pretty well. Does Client A typically respond to emails in the morning but not in the afternoon? Does Client B prefer phone conversations or virtual meetings? Understanding your demographic can be vital to smooth communication. Because every generation grows up with different tech, preferences vary widely. Figure out what works best in terms of convenience, comfortability, and efficiency.
## Experiment with tech
Email is sort of the holy grail of business communication – but it doesn’t have to be that way! Try experimenting with the tech you use to communicate with clients. Is email the best way to go or might a phone call be more effective? Are there times when your specific communication needs would be best suited to an in-person or virtual meeting, where you and your client can see one another clearly. Additionally, there are all sorts of apps that make business communications simple! [Slack](https://slack.com/), [Microsoft Teams](https://www.microsoft.com/en-us/microsoft-teams/compare-microsoft-teams-options-b?=&ef_id=CjwKCAiAlrSPBhBaEiwAuLSDUMrj5a9PAFDZSIkT8a5CcMA_fbcaVJQP6ip2C6hJebtZoas-lec18RoCceUQAvD_BwE%3aG%3as&OCID=AID2202143_SEM_CjwKCAiAlrSPBhBaEiwAuLSDUMrj5a9PAFDZSIkT8a5CcMA_fbcaVJQP6ip2C6hJebtZoas-lec18RoCceUQAvD_BwE%3aG%3as&gclid=CjwKCAiAlrSPBhBaEiwAuLSDUMrj5a9PAFDZSIkT8a5CcMA_fbcaVJQP6ip2C6hJebtZoas-lec18RoCceUQAvD_BwE&activetab=pivot%3aprimaryr2), [Client Hub](https://clienthub.app/?gclid=CjwKCAiAlrSPBhBaEiwAuLSDUEq3thgKAeN41dOwNL3I7ORH2eucglxIeaCHDvHpuju0kdY_PxQ2ARoCxDMQAvD_BwE#/), and [Liscio](https://liscio.me/) are all alternatives to email that help you deliver quick, short messages to clients. When making your communication plan, be sure to think of all the different ways and reasons you communicate with clients and what mediums will work best.
## Teach by example
When it comes to communication with bookkeeping clients, it’s best to lead by example. If you want your clients to be prompt in responding to you, you must be prompt with your responses to them. Don’t be afraid to set the tone and parameters of the conversation.
## Standardize your communications and stick to a schedule
Once you’ve got your communication preferences nailed down, along with your schedule, it’s important to document everything. The goal here is to create a procedure that you can look to time and time again. Each of your clients should receive the same treatment, regardless of which member of your team is attending them.
Next, you’ll want to make sure your schedules are well-documented. How often do you send out newsletters or updates about your firm? How often will you schedule meetings with certain clients? When do you send out reminders for gathering important information for tax season? Make a clear schedule and stick to it.
## Delegate clearly
If you’re managing a team, it’s important that every member of that team [knows what tasks fall on them](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-firm/). Internal communication is just as important as external communication. Once you’ve got your communication plan and schedule written down, it’s important to store these in a place that is easily accessible to all team members. Storing the documents digitally will ensure they can be accessed anywhere – just don’t forget to backup the files!
## Always be responsive
Proving your reliability is important. Clients want to know that they can count on you and that your firm will handle their business efficiently. That’s why, for our last tip, we want to remind you of the golden rule of communicating with clients: be responsive. Part of your communication plan should include responses. For example, you can make a plan to respond to all emails from clients within a certain time frame. Set a goal and stick to it!
As we move to more digital forms of communication, retaining human connection is important. That’s why developing a plan for communicating with your clients can be so helpful. If you can set goals, stick to them, and understand your client’s needs, you’ll be able to foster those important client relationships with ease.
**Categories:** Client Support, Practice Management
---
### [Is This the Year You Go Paperless at Your Accounting Firm?](https://www.aeroworkflow.com/paperless-accounting/)
**Published:** January 14, 2022
**Author:** Angelena Pierce
**Content:**
Did you know that going paperless at your accounting firm can improve efficiency AND collaboration?
2022 is here, and you’re probably making all sorts of resolutions for the new year. Make [going paperless at your accounting firm](https://www.aeroworkflow.com/the-path-to-a-paperless-practice/) one of them! There are all sorts of benefits to going paperless, from helping the environment to eliminating office clutter. Here are some of the advantages of becoming a paperless office AND how you can get started at your firm today.
## What are the benefits of going paperless at your accounting firm?
The number one reason to go paperless at your accounting firm this year is to improve efficiency at the workplace. Consider how much time in your week is wasted sorting through papers, shredding old documents, and waiting for signatures and documents in the mail? Now, imagine not having to do any of that. Using a digital storage space will save you a ton of space in the office and can often be more secure than having loose papers strewn about. Waiting to receive documents from clients can also be a thing of the past when you can simply email digital copies back and forth.
Additionally, becoming a paperless firm can make remote work and collaboration much easier. The COVID-19 pandemic has prompted a lot of businesses to go remote and/or consider remote options when illness or unforeseeable circumstances prevent a team member from joining the office physically. Being paperless means being prepared for anything. Divorcing your firm from physical documents and committing to a digital space will allow all of your team to have easy access to the documents they need, wherever they are.
Of course, going paperless also helps the environment! Did you know that the amount of paper we throw around in the U.S. [amounts to around 1 billion trees](https://www.forbes.com/sites/forbestechcouncil/2021/05/11/the-sustainable-impact-of-a-paperless-office/?sh=4d368b4e1095)? It’s 2022, and people care about the priorities of the people they do business with. Going paperless is a simple way to do your part, show your clients that you have your priorities in line, and gain some significant benefits when it comes to your practice management.
## Going paperless
We know what it’s like to have a cluttered workspace. Papers never seem to stop piling up! The best way to start your paperless journey is to make a list. Think about all the papers you handle throughout the day and the tasks you handle that must be documented. Start making a list of all the documents you can move to a digital storage space. Bill management, expense reporting, and financial statements are all things that can be recorded digitally. Additionally, things like checklists for various accounting procedures and notes can be stored online. You can even save an eSignature to avoid the hassle of sending physical documents around for signing!
(To begin the process of moving your work, you might need to scan existing documents into your computer. After you’ve scanned your documents, don’t forget to shred paper copies that you no longer need!)
Start looking for software that will make storing and tracking your documents easier. There are tons of great services available that will help you improve efficiency and organization. Many of these software companies also [offer free trials](https://app3.aeroworkflow.com/CreateTrialAccount). Try different programs out to see if they’re a good fit for your firm. Get input from all members of your team. After all, they’re the ones who will be using this software on a daily basis.
Finally, you’ll want to make sure that you have a plan in place to keep your data safe and secure. Don’t forget to encrypt sensitive information!
Starting a new year can be a great opportunity to look around and make changes. Now is the time for improving yourself AND your business. Plan to go paperless this year and watch the benefits – not the paperwork – pile up!
**Categories:** Practice Management, Productivity, Workflow Management
---
### [5 Essential Steps to Include in Your 1099 Checklist](https://www.aeroworkflow.com/5-essential-steps-to-include-in-your-1099-checklist/)
**Published:** January 7, 2022
**Author:** Angelena Pierce
**Content:**
The deadline for filing your 1099s can be as soon as a few weeks away – and the time for making your 1099 checklist is running out! With [January 31st fast approaching](https://www.aeroworkflow.com/start-on-those-1099s-now/), it’s time to get to work.
It’s a busy time of year – we definitely don’t need to tell YOU that. With all the tasks ahead of you at this vital time of year, it can be hard to keep your head on straight. It’s easy for all the little day-to-day tasks you do to fall through the crack when so much is on your mind. With the 1099 deadline fast approaching, however, there isn’t a lot of time for missing steps. Making detailed checklists of all the tasks associated with filing your 1099s can help ease the process and ensure you don’t miss a single task.
Here are the top five things you should include in your 1099 checklist this January!
## Run a vendor list
The first step in your 1099 checklist should be running a vendor list. Your list should contain the names of all the vendors who have been paid in the current year. Remember that 1099s cover a wide range of services – landlords, attorneys, and medical corporations can all fall under this category. In your checklist, you might want to remind yourself of the types of vendors you shouldn’t overlook.
## Check each vendor for a W9 on file
If the W9 is on file, make sure that entity type and EIN or SSN are entered in the correct fields in the vendor file. Pro-tip: add a notation, like an asterisk, after the name of any vendor missing a W9. Add the entity type after the name of vendors with a W9 on file. This allows you to quickly filter the vendor list for vendors still missing the W9, as well as filtering for the specific entity types.
## Make sure your accounting software is set to track payments
Utilizing good accounting software will make filing 1099s much easier because the right software will allow you to generate invoices and track payments. Make sure to add “doublecheck that you’re tracking payments” to your 1099 checklist.
## Send W9 Requests
Time really is running out! If you don’t have a W9 on file for a vendor, you should request one as soon as possible. Reschedule this task for a week away to follow up on vendors that haven’t responded to 1099 requests.
## Update vendor information
The vendor’s legal name and address, entity type, and tax ID number should be kept to date at all times. When you receive W9s from vendors, take the time to look through all this information carefully. Make sure there are no discrepancies. Listing ALL the information that you need to double-check on your checklist is important so that you don’t miss anything. If you find a discrepancy or there is something you aren’t sure about, add another step to your checklist to contact the vendor for confirmation.
The clock is ticking! Luckily, good checklists can keep you on track to meet them. Be sure to check out our other [Year-End checklists](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/) to help you meet your other deadlines just as seamlessly!
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Tips for Onboarding New Bookkeeping Clients in 2022](https://www.aeroworkflow.com/bookkeeping-client-onboarding/)
**Published:** December 24, 2021
**Author:** Angelena Pierce
**Content:**
*Onboarding your bookkeeping clients can be tricky. You never get a second chance to make a good impression. From our first ventures into the “real world,” we are taught to be mindful of the way we present ourselves to others. After all, you can learn a lot about a person from one conversation or one business transaction. Client onboarding is no different. During this process, your client is going to get their first glimpse of how you conduct business and glean how important client satisfaction is to your firm.*
[Client onboarding checklists](https://www.aeroworkflow.com/client-onboarding-checklist/) can help you ensure that you don’t miss a single step in this vital relationship-building process. Start by making a list of all the components that make up your onboarding process. Next, break down each step into smaller tasks so that each member of your team will know exactly what they are responsible for and when each job should be completed.
Though this may look a little different for every firm, let’s start by breaking down the onboarding process into six main stages.
## Initiate contact and send a welcome email
Here is your chance to make a good first impression. While sending a welcome email may seem like a simple task, it’s important to know a few key things. Who is responsible for sending the email? What important information will your client need at this very moment? How else can you connect with your client at this early stage? To make your onboarding process trouble-free, consider putting action items like assigning the internal team to the new client and following the client on social media on your checklist for this stage.
## Gather client information
What is your plan for gathering and organizing client information? Making sure you have all the necessary details in an easily accessible place enables smooth communication. If you were to break this task down into smaller parts, the first step might be sending your client a questionnaire where they can record things like email addresses, bank details, and metrics for success. Make a list of all the details you need and check them off once they are received.
## Set up project and add apps
Though you might reserve some administrative tasks for the kickoff meeting, it can be useful to set up some workflow projects beforehand — and it can reduce headaches later on. Use client information already received to set up things like cloud storage, payroll, and time tracking. Other steps for your checklist at this stage might include [setting up recurring services](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) to perform for your client at the proper frequency in your workflow management tool and meeting internally to discuss the scope of the project.
## Client kickoff meeting
While a successful kickoff meeting is crucial, the lead-up and follow-up must also be seamless. To guarantee success, add items like ensure your workplace is clean and send an agenda to your client in advance to your checklist. Follow-up tasks might include: creating a summary of what has been set up, adding a Calendly link to book a meeting with the bookkeeping team or making a list of any outstanding to-do items.
## Send a welcome package
Fruit baskets might not be all the rage anymore, but sending thoughtful welcome packages to new clients is always a good idea. Be sure to tailor and personalize your gift to your client. On your checklist, include the items that need to be assembled, like swag or a personalized “welcome” video from your team, and check them off once they’re ready to go.
## Transition to Bookkeeping Team
Finally, you have earned the trust of your client through effective onboarding tactics and are ready to transition them to their bookkeeper/bookkeeping team. At this final stage, you want to make sure your team has everything they need to begin bookkeeping services. So what items deserve crossing off a list? At this stage, you might host an internal transition meeting and have a follow-up session with your client.
Now you’ll have a better chance of retaining your client and creating a healthy working relationship. You know that your firm is efficient, trustworthy, and always puts customers first. Through utilizing a thorough onboarding checklist and process, you can ensure that your clients know that too.
**Categories:** Client Support, Practice Management
---
### [How to Have a Price Increase Conversation With a Client](https://www.aeroworkflow.com/price-increase-conversation/)
**Published:** December 17, 2021
**Author:** Angelena Pierce
**Content:**
The price increase conversation is never easy. Working with money is one thing – talking about it is different. In accounting especially, it can be difficult to explain to your customers why price increases are necessary without risking losing your clients. With that in mind, we’ve got some tips for you to make the conversation as pain-free as possible.
## Talk to your clients
In order to remind your clients of what a good relationship you have with them, it’s good for price increase conversations to happen face-to-face. While it might be simple to send out a very standard email to all your clients, that’s pretty… impersonal. Plus, it makes it difficult for clients to get answers to their immediate questions. By being there in person, you can give your clients the information they need AND peace of mind. Just make sure to prepare answers to common questions ahead of time and schedule this conversation well in advance of the price increase. You want to give your clients time to plan ahead for this extra expense.
## Explain the price increase
It is important that your clients understand why you’re increasing the price of your services. You might be hesitant to disclose the vulnerabilities of your firm, but honesty is the best policy. If your firm is growing or costs are increasing, just say that. After all, price increases are inevitable as your firm grows and becomes more competitive. Sometimes, clients just forget [how valuable your services are](https://www.aeroworkflow.com/fixed-fee-value-pricing-hourly-billing/) and what a wide range of services you provide. Remind your clients of your worth and assure them that the increased cost will be reflected in what they receive.
## Provide additions and alternatives
Your client is mainly going to be concerned with WHAT they’re getting for what price. [Adding value](https://www.accountingtoday.com/news/adding-value-an-industry-approach-for-accountants) is a fantastic way to make your clients feel like they’re really getting the best bang for their buck, even though they might have to pay a bit more. You can do this by making small, easy additions to your packages that bump up their value, such as offering some type of advisory service. At the same time, you should offer alternatives to your clients in case the new price is outside of your budget and you don’t want to lose their business. If you think a client might say no, suggest a different package at a lower price point.
## Know your worth
We know it can be difficult to talk about money… and difficult to ask for more. Our last tip is this: know your worth! Confidence is essential when it comes to having price increase conversations. When you bring this news to your clients, stand confidently behind your words. The services you provide your clients are valuable, and we’re sure they realize that too. At the end of the day, your most loyal clients won’t be deterred by a price change and will understand that you are worth the extra expense.
**Categories:** Marketing, Practice Management, Pricing Models
---
### [Reviewing Your Engagements: Do They Need to Be Updated?](https://www.aeroworkflow.com/reviewing-your-engagements/)
**Published:** December 10, 2021
**Author:** Angelena Pierce
**Content:**
Reviewing your bookkeeping engagements is an important first step in beginning a new year. We know you want to start your 2022 off right, which means it might be time to do some updating… or correcting.
Mistakes happen, whether your work changed over the course of the past year and engagement letters must be revised or time constraints resulted in small errors in your procedural documents. There is a multitude of reasons why you might need to issue corrections to your paperwork.
[Conducting an engagement review](https://www.accountingweb.com/community-voice/blogs/sue-anderson/analytical-procedures-in-a-review-engagement) can be a lengthy, complex process… But that doesn’t make it any less necessary. Basically, there are three main types of documents that need analyzing: reports, financial statements, and engagement letters. Reviewing all three at the beginning of the year AND making important changes can greatly improve the efficiency and effectiveness of your practice.
## Ways to conduct reviews
There are many different types of engagement reviews you might find yourself performing. Reviews can include an examination of your procedures, your engagement planning documentation, and financial statements and reports. To make your review process easier, we recommend using checklists. If you’ve got all the steps written down AND know exactly what you’re looking for, you can breeze right through the review. And remember: even if you’re [a sole practitioner](https://www.aeroworkflow.com/why-a-sole-proprietor-accounting-firm-should-have-written-procedures/), documenting your procedures is still very important.
## Reviewing financial statements and reports
When it comes to financial statements and reports, consistency is key. When conducting this review, you should try to identify any and all discrepancies in the paperwork. Conclusions should all be supported and no important elements should be excluded. Examining these reports can also help you determine your firm’s goals for the coming year and conduct ratio analyses. The goal is to learn from the past and make a plan going forward.
## Reviewing engagement letters
Engagement letters (and any documentation regarding your engagement with a client) should be thorough and clearly written. You probably learned a lot about your client relationships this past year… and you probably learned a lot about yourself and your work life, too. Now is the time to use this knowledge to [reshape your engagement letters](https://www.aeroworkflow.com/bookkeeping-engagement-letters/) to more accurately reflect what you want your work to look like. You can also use this time to tighten up the language in these documents or create additional documentation if it appears that anything significant is missing.
Each year, we learn more and more about ourselves as professionals and as people. Let’s begin the new year with a fresh perspective – and shape our documents and procedures to reflect our standards and goals for the new year.
**Categories:** Practice Management, Workflow Management
---
### [Are All Your Bookkeeping Engagement Letters up to Date?](https://www.aeroworkflow.com/bookkeeping-engagement-letters/)
**Published:** December 3, 2021
**Author:** Angelena Pierce
**Content:**
Bookkeeping engagement letters are important documents that need to be updated as client work changes and your firm evolves. Basically, they serve as [a contract between you and your clients](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/), defining the terms and scope of your professional relationship. These engagement letters can also be a helpful tool for resolving disputes and preventing legal problems.
Updating your engagement letters at the beginning of the year can be a fantastic way to take stock of your bookkeeping firm. This is the time to check [whether or not client relationships are worth continuing](https://www.aeroworkflow.com/offboarding-bookkeeping-client/), whether you should change up your service packages, and how your engagement letter can better reflect the ACTUAL work you are performing.
## Are your service packages profitable?
We’re always looking for ways to improve our practice AND that bottom line. A new year means a fresh start – and, potentially, a much needed makeover for your bookkeeping firm. When you start updating your engagement letters, you can take the opportunity to examine how much work you are doing and whether or not the payoff is worth it. Examining the specific types of work you are doing for each client can also help you [redefine your service packages](https://www.firmofthefuture.com/content/how-to-package-your-services-and-price-for-value/)! At the end of the day, don’t be afraid to make changes necessary to help your firm succeed.
## Actual vs. estimated work
It’s hard to anticipate exactly how much work a job will be sometimes. While can’t predict every obstacle that will arise during a work engagement, we CAN look back at the past year and use what we know to plan ahead. Start by realistically assessing what terms of the engagement letter went fulfilled and unfulfilled. For example, did your client fulfill all of their responsibilities outlined in the letter? Then, determine what you’ll add to the letter. What additional tasks fell on your shoulders? What time frames need to be adjusted? You’ll also want to look for vague wording in your engagement letters. Remember that you want to be as specific as possible in order to avoid any confusion or miscommunication.
## Has work for the client changed?
Client relationships are constantly evolving. Now is a great time to check in with your clients and talk about what the future of that relationship looks like. Are they wanting you to take on more responsibilities? Did you find yourself doing additional work outside of the terms of your engagement this previous year? Businesses often shift directions, which is why it’s good to sit down with your client, discuss their goals for the future of their business. This can help you determine what services you should or should not be offering them.
## Staying in scope with engagement letters
A primary function of engagement letters is that they define the scope of client work. Renewing an engagement letter annually encourages you to review the services your firm has provided over the past 12 months and evaluate if the scope has changed. After all, your time is valuable. Overextending yourself for one job will eat into your profits and add additional stress to your busy work-life.
Your bookkeeping engagement letters aren’t just there to settle disputes – they can be incredibly useful tools in the management of your bookkeeping firm. Regularly reviewing your engagement letters will enable you to see what sort of work you’re doing. You can now determine if you’re being paid enough based on all the services you’re actually providing to your clients.
Don’t wait around! Make your first New Year’s resolution reviewing your client engagement letters.
**Categories:** Practice Management, Workflow Management
---
### [Review Your Bookkeeping Client List: Who Are You Going to Fire?](https://www.aeroworkflow.com/offboarding-bookkeeping-client/)
**Published:** November 26, 2021
**Author:** Angelena Pierce
**Content:**
With the year coming to a close, it’s time to take a good hard look at your client list and decide who’s getting left out of your 2022. Offboarding a bookkeeping client just can’t be avoided sometimes. What’s important is knowing when that time has come and how to handle the situation.
Maybe you’re overloaded with work or maybe a particular client just doesn’t fit into the vision you have for the future of your business. Sometimes, clients are just a pain to work with. So here are some tips for deciding whether you should let a client go AND how to go about doing that.
## Review your client list
New year, new firm! In January, you might find yourself setting all sorts of new resolutions for yourself. People commit to all sorts of new challenges, from maintaining healthier lifestyles to learning a new skill. Alongside these personal goals, you might find yourself taking a good hard look at your business. This is the time to set goals for your firm, decide what’s working, and let go of what isn’t. That INCLUDES clients.
There are many reasons you might consider firing a client. Do you have a client that’s missing deadlines, always waiting until the last minute to ask things of you, or just being rude to you and your staff? It may be time to reassess your working relationship and whether or not it’s worth keeping. Breaking up may be difficult, but sometimes it’s necessary. After all, both you and your staff are owed respect and professionalism.
We suggest that you make reviewing your client list a regular yearly or quarterly procedure. You can assess your clients based on how much revenue they bring you, how pleasant they are to work with, how professional they are, and who referred them to you. If it helps, you can use a number or letter ranking system to order clients from most to least favored. Another good tip is to pay attention to the clients you really like working with and take note of why that is. Every firm is different. If there are certain characteristics or qualities you like in a client, be sure to use those to evaluate other clients as well.
## Offboarding a bookkeeping client
Should auld accounting clients be forgot come next year, you’ll need to have your documented offboarding procedures at the ready. One might think cutting a client off is as easy as snipping thread, but there are a lot of small steps that make a big difference. For example, you’ll need to do tasks like notifying all involved parties of the separation, sending your final invoice, and advising clients to change their passwords on accounts you have access to. At this stage, it’s vital that you review the terms of your engagement letter. Adhering strictly to those terms will prevent unnecessary legal trouble.
Utilizing a bookkeeping [client offboarding checklist](https://www.aeroworkflow.com/create-client-offboarding-checklist-accounting-firm/) is a great way to make sure parting is painless. Keep these checklists somewhere easily accessible so that each member of your team knows the proper procedures for offboarding a client.
Lastly — and perhaps most importantly — you should always try to [end on good terms](https://www.accountingtoday.com/opinion/how-to-fire-a-client). A smooth offboarding procedure can show former clients that you are trustworthy and still respect their business. Word of mouth is your most powerful networking tool… so it’s best if people have good things to say about your business!
Goodbyes are hard. At the end of the day, what matters most is the success of your firm and the happiness of your team. Don’t be afraid to make the changes that make the difference at year-end.
**Categories:** Client Support, Practice Management
---
### [Start on those 1099s now!](https://www.aeroworkflow.com/start-on-those-1099s-now/)
**Published:** November 19, 2021
**Author:** Angelena Pierce
**Content:**
1099s can be a headache — especially when you have to gather all the necessary information in a short amount of time. Don’t wait until January to make sure that your clients have the information needed to file 1099’s. Now is the time to make sure that W9 information and 1099 status are up-to-date for each of your clients’ vendors.
We know: you’ve already got a lot on your plate. And the deadline for 1099-MISC, 1099-S, and 1099-B forms [can be as soon as January 31](https://www.efile4biz.com/resource-center/key-deadlines-for-1099-and-w2-filing/), which seems sooooo far away. The tricky thing about 1099s, however, is how much they encapsulate. Here are some tips for how to get ahead of the curve AND develop year-round procedures to stay on top of this work.
## What work can you be doing NOW?
Look through vendor information! You want to find out which vendors have been used in the past year, whether they have a W9 on file, and all their information is up to date. Names, addresses, and ID numbers should all be current. If you have to send a W9 request, be sure to send it early and follow up with the request no less than a week later if you haven’t received a response. Once you have these documents, you’ll also want to keep that information stored somewhere safe and secure.
## Don’t forget the little things
One of the ways 1099s can trip up clients is the vast types of services they cover. You’ll want to make sure your client is aware of everything they need. Some of the vendors that are often overlooked are landlords, attorneys, and medical corporations. Send 1099 to these vendors early and keep track of all monetary transactions — including expense reimbursements. Remember: it’s always better to have too much information than too little. You don’t want to be missing any important details.
## Make 1099s a part of your regular schedule in the future
The easiest way to avoid scrambling to get things on the book last minute is to stay ahead of the game. Advise your clients to send out 1099 forms to Vendors BEFORE any business transaction occurs. You should also try running a quarterly report to ensure there are no surprises at year-end. Running regular reports can help you find holes in documentation before they become a problem. If you are paying the client’s bills for them, be sure to add this as a step in the process — before the check is released!
## Watch for changes
Tax season is always throwing new hurdles at bookkeepers. Make sure you’re staying vigilant and up-to-date with any [changes in 1099 rules](https://www.irs.gov/instructions/iw9). The last thing you want is surprises when you’re already busy enough.
[Year-end is a lot of work](https://www.aeroworkflow.com/year-end-accounting-checklists/), but it doesn’t have to be hectic… so long as you do your preliminary work and create solid and easy-to-follow procedures. Aero Workflow makes it easy to track payments, schedule 1099 tasks, and [organize your procedures](https://www.aeroworkflow.com/year-end-checklists/). Schedule a demo to see how you can make year-end procedures a breeze!
**Categories:** Practice Management, Workflow Management
---
### [Using Aero to Customize Year-end Checklists for Specific Clients](https://www.aeroworkflow.com/year-end-checklists-2/)
**Published:** November 12, 2021
**Author:** Angelena Pierce
**Content:**
Having good organization at year-end can be make or break for bookkeeping firms, which is why we want to make it even easier for you to get organized. It all starts with good checklists that are specific to your firm and your clients. In fact, we recently released [a bundle of free sample checklists for year-end bookkeeping](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/) procedures to help you get started.
Aero makes it easy for you and your team to document your procedures AND edit them as you go along. While we have a good selection of sample year-end checklists that you can download and use now, we also want you to know how you can customize those checklists for specific client work… and why you should!
## So… why customize your year-end checklists?
Basically, different clients have different problems that call for… very different solutions. For example, you probably set unique schedules for the various types of clients you work with. Your year-end work will depend a lot on whether your client is an individual or a business, what tax bracket they’re in, how many employees they have, and so much more. Your relationships with different clients will also affect your work. (Do you work in person or virtually? What forms of communication do they prefer?)
So what does this mean for your checklists? Since specific clients call for specific tasks, the ability to customize and edit your checklists is vital. It’s not really one-size-fits-all, and you definitely don’t want to miss a single step at year-end. Your clients are relying on you to cross out every little item in your procedure list.
You might find yourself adding items for clients that have more paperwork and/or assets. Maybe you’ll find yourself modifying time frames for your procedures depending on scheduling. Not every client will need the same reminders, so it’s important to make sure you aren’t unnecessarily spamming them. The type of firm you run will also change the way you interact with clients; [if your bookkeeping firm is entirely online](https://www.journalofaccountancy.com/news/2020/dec/digital-transformation-guide-accounting-finance-professionals.html), onboarding new clients could look a lot different than usual. The important thing is to make sure you’re taking every small thing that makes your firm and your relationships with clients unique when you customize your checklists.
## How do checklists work with Aero?
Aero Workflow is designed to help modern accounting and bookkeeping firms proactively manage work, scale their practice, and gain insight into their performance. One of the ways we do that is through checklists! Our smart checklists ensure that work can be performed by new and replacement staff. Step-by-step instructions on each checklist ensure consistent, detail-oriented, and accurate results.
We also understand how important customization is, which is why we made it simple to edit any of our checklist templates. All you have to do is navigate to “Checklist Templates” and click “view”. From there, you’ll be able to add, edit, or delete steps. You can also alter the order, add important links, and change the ID number.
Scheduled recurring tasks make sure client work doesn’t slip through the cracks. Work assignments in Aero empower staff with clear instructions and resources and remove roadblocks before they happen by sharing relevant client data, passwords, and history throughout the firm. As staff work their way through every checklist assigned to them, their time and work notes are also captured — and those notes can be valuable when it comes to modifying procedures for increased efficiency.
All client work you perform is unique in its own right, which is why it’s important to have [flexible checklists](https://www.aeroworkflow.com/year-end-accounting-checklists/) that can be customized for your clients’ needs. With Aero Workflow, you get complete control. Schedule a demo with us today to find out more ways you can make your software work for you!
**Categories:** Aero, Practice Management, Workflow Management
---
### [Year-End Checklists: Tackling the Busiest Time of the Year](https://www.aeroworkflow.com/year-end-checklists/)
**Published:** November 5, 2021
**Author:** Angelena Pierce
**Content:**
Starting to feel overloaded? Year-end checklists are a great tool for keeping you and your team on track during the most wonderful (and hectic) time of the year. Luckily, we here at Aero have you covered with [sample checklists for all your most important bookkeeping procedures](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/).
When temperatures start to drop and that one Mariah Carey song is playing on every radio station (you know the one), you know the holiday season (and flu season) are around the corner. There’s enough stress already in [scheduling around holidays and sick days](https://www.aeroworkflow.com/planning-for-staff-shortages/). For bookkeepers, the approach of tax season means [additional work on top of everything else](https://www.accountingtoday.com/opinion/tips-for-managing-stress-during-tax-season). From now until December, you’re going to find yourself getting clients ready for tax season, dealing with the holiday season, and navigating a rise in staff shortages.
Maybe you aren’t completely sold on checklists being the answer just yet, but in combination with other planning measures, checklists can help you avoid disaster.
## Why Year-End Checklists?
We’ve talked about all sorts of checklists here on our blog, for tasks ranging all the way from onboarding to offboarding. The reason is simple: they’re effective. We deal with lots of paperwork and processes in the office, and keeping them straightened out is important… especially around this time. Let’s face it: you’ve got a lot to do and a short time to do it.
[Documenting your procedures](https://www.aeroworkflow.com/bookkeeping-procedures/) is vital to your firm’s success, especially when you’re working with a team. It’s important that everyone is on the same page and your entire staff knows exactly how each process should be performed. You’ll save time if, instead of having to ask for directions, staff members can find your easily accessible procedures. Besides, we all forget things sometimes. Regardless of how many years you’ve been repeating the same tasks, a misstep is still possible. Even small mistakes can set you back quite a bit during the year-end.
Things like filing a request for time-off, preparing for 1099’s, client interactions, and WFH policies should all be taken into account when compiling year-end checklists. If someone has a question, they should be able to find the answer with ease.
## What all is included in the download?
If you haven’t documented your procedures through checklists before, we’ve got you covered with the basics. In our free comprehensive guide to year-end checklists, we’ve included simple checklists for:
- Preparing for 1099s
- Planning for staff shortages
- Year-end checklists
- Offboarding customers
- And more!
[Having year-end checklists](https://www.aeroworkflow.com/year-end-accounting-checklists/) will help you stay organized and on track as the work piles up during the busiest time of the year. Your team should have all the tools they need to complete their work with ease AND minimal mistakes. Download our sample checklists today to get you started!
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Don't Let Staff Turnover in Your Bookkeeping Firm Be the Scariest Event of the Year!](https://www.aeroworkflow.com/staff-turnover-bookkeeping/)
**Published:** October 29, 2021
**Author:** Angelena Pierce
**Content:**
It was a dark and stormy day at the office. Papers are strewn across the floor, scattering in the draft that blows in through a cracked window. A single light flickers overhead. “Hello?” You hear no answer as you make your way past abandoned desks and piles of unfinished paperwork. “Is anybody here?” Still no answer. “Where is everyone?” Was it zombies? Was some Michael Meyers wannabe on the loose? Or… no… it couldn’t be… STAFF TURNOVER AT YOUR BOOKKEEPING FIRM!
Okay, so maybe it’s not as bad as a zombie apocalypse or a slasher film, but half-empty office buildings at the end of the year due to staff turnover can be pretty scary. You’re busy enough as it is — and you need all the extra hands you can get. To prevent having too much work and not enough workers, it’s important to have backup plans ready. It’s time to take some of the scare factor away from staff turnover in bookkeeping.
## Cross-training is your friend
We talked about cross-training [in a previous post](https://www.aeroworkflow.com/planning-for-staff-shortages/), but we definitely recommend giving it a try if you’re concerned about staff turnover. Losing a valuable team member can be tough; replacing them can be even harder. It’s best to make sure other members of your team are equipped to handle tasks outside of their usual duties in case priorities need to be shifted around. Try implementing this training occasionally throughout the year to prevent piling too much on your team at once and to give them the confidence they need to conquer new obstacles with ease.
## Smooth out your onboarding process
If you find yourself making a new hire (or multiple hires) after losing staff members, you’ll want that process to be smooth and pain-free…. Especially during the busy season! Make sure onboarding procedures are standardized ahead of time. You can do this through creating step-by-step checklists you and your team can use over and over again. Speaking of which…
## Write your procedures down!
Mary Shelly didn’t keep Frankenstein to herself, did she? When you’ve got good ideas and valuable knowledge capital, it’s best to write that stuff down. You should [document every process and procedure](https://www.aeroworkflow.com/bookkeeping-procedures/), even if the steps seem like common sense. Having thorough checklists is a great way to make sure other members of your team know exactly how to complete new tasks that might be assigned to them when other staff members are absent.
## Preventing staff turnover in bookkeeping
Perhaps the best way you can [handle staff turnover](https://www.forbes.com/sites/forbescoachescouncil/2019/04/12/10-steps-to-fixing-high-employee-turnover/?sh=7fe7e9f9672c) in your bookkeeping firm is by preventing it. Staff turnover happens for lots of reasons; being overworked, lack of opportunities for growth, poor work culture, and feeling unrecognized in their work are all reasons a team member might decide to leave. This is why it’s important to pay attention and check in with your team throughout the year. Send out surveys to get feedback from your team and find areas that need improvement. Be vigilant. When you notice a staff member seeming less productive, less engaged, or less willing to take on commitments at work, it might be time to check up on them. Communication is always key. Fixing the problem might be as simple as delegating work a little differently, rewarding your team for their hard work, or improving work culture through team building exercises.
To ensure your bookkeeping firm’s success, it’s important to make sure your team is happy — and always have a backup plan. Sometimes things just can’t be helped, after all. When the office starts looking a little less full, you can rest easy knowing you planned ahead.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Planning for Staff Shortages in Your Bookkeeping Firm: Surviving Year-End](https://www.aeroworkflow.com/planning-for-staff-shortages/)
**Published:** October 22, 2021
**Author:** Angelena Pierce
**Content:**
The leaves are changing, temperatures are dropping, sinuses are getting infected… and staff shortages are almost inevitable. Towards the end of the year, having a plan in place for absences will help your business stay running smoothly.
It seems a little counterintuitive to make a plan for unplanned absences, but this is definitely a case where you should expect the unexpected. You certainly don’t want staff coming into the office or interfacing with customers when they are ill; there may be a grey area for a staff member who is too ill to come into work, but feels that can still contribute remotely. Now is the time to make sure that you have a Work From Home policy and infrastructure in place to accommodate unplanned absences. You don’t want to be scrambling to accommodate a sick team member while you’re racing to file 1099s. Luckily, there are plenty of strategies you can use when planning for staff shortages at the end of the year.
## Write things down
[Documenting your procedures](https://www.aeroworkflow.com/bookkeeping-procedures/) is vital to your firm’s efficiency and efficacy…and it’s especially important to have everything written down when you’re dealing with unplanned absences. All of your policies and procedures should be documented and stored in a place that your team can access easily. Schedules and procedures surrounding client work should be made digital so that your staff can refer back to them.
## Utilize cross-training where you can
As part of your planning, you should identify [areas where cross-training would be beneficial](https://www.bizlibrary.com/blog/training-programs/cross-training-employees/) and feasible and schedule time for the cross-training to take place. Cross-training means teaching your staff to do tasks they may not usually do. Ideally, if someone is out sick, another team member can easily step in and help with those tasks. With a pool of talented staff who can seamlessly step into different roles, you won’t have to worry as much about absences.
## Handling holidays
Scheduling during the holiday season doesn’t have to be stressful — you just have to plan ahead. Decide which days the firm will be closed for holidays and notify staff and customers. If you did this at the beginning of the year, send out reminders of closures to staff and customers at this time. Then, notify staff of the deadline to file a request for time off during holidays and the busy season.
## WFH options
The COVID-19 pandemic caused a lot of accounting firms to take their business remote and solidify their work-from-home procedures. But have you considered providing WFH options who can’t be in the physical workplace due to illness? Sometimes a team member might be too sick to come to the office or afraid of spreading an illness, but still capable of doing their daily tasks. It’s cold and flu season, after all. In those instances, it’s great to have a WFH option in place. Just make sure staff knows policy for not coming to work when ill and is aware of any WFH options.
While it’s impossible to avoid ALL stressful situations and staff shortages and the end of the year, planning ahead can definitely help you manage them. Just remember to start early, try to turn over every stone, and always center client experience in your planning.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Why A Sole Proprietor Accounting Firm Should Have Written Procedures](https://www.aeroworkflow.com/why-a-sole-proprietor-accounting-firm-should-have-written-procedures/)
**Published:** October 15, 2021
**Author:** Angelena Pierce
**Content:**
As a sole proprietor in accounting, you’ll wear a lot of hats throughout the day… But perhaps one of the most important roles you take on is that of recordkeeper. The tough job of documenting all your bookkeeping processes falls solely on you.
You might be thinking, “Why do I need to write detailed procedures? I know how to do my job.” Maybe you’re getting through your daily tasks just fine, but it’s still important to have your procedures documented and stored somewhere safe. We all make mistakes, after all. Regardless of whether you work with a team or [do it all on your own](https://www.aeroworkflow.com/accounting-workflow-sole-proprietor/), writing things down is essential to your firm’s success for many reasons.
## Keeping Deadlines
Have you ever found yourself writing to-do lists on whatever scraps of paper are lying nearby? Being a solopreneur means everything is resting on YOUR shoulders. Because one person is managing the entire workload, there are more deadlines and it’s easier to miss them… So it might be time to ditch your old method of messy note-taking and instead develop and consistent and reliable system for documenting procedures. When you have your processes lined out step by step, you can better assess how much time each task will take and avoid costly missteps.
## Juggling Different Roles
When you don’t have a team backing you, you’ll end up taking on additional responsibilities. These additional responsibilities, whether big or small, add up. A typical day can involve wearing enough hats to fill a millinery. Keeping separate documents for the different types of tasks you perform as a sole proprietor will help you keep them straight.
## Visualizing Your Knowledge capital
Did you know that one of your firm’s most valuable assets is [knowledge capital](https://marketbusinessnews.com/financial-glossary/knowledge-capital/)? Your knowledge, unique procedures and client relationships have value — and that value needs to be stored somewhere. Your knowledge capital is what gives your business its edge and sets it apart. Don’t underestimate how empowering it can be to see everything you know laid out in front of you. Besides, no one wants to forget an important phone number or password. Writing down what you know will save you trouble down the road.
## Planning Ahead
The future is unpredictable. Retirement, death, and unexpected changes in your business and personal life are all things that need to be taken into account and prepared for. Should something happen to you or with your business, neither your clients nor your potential successors should be left in the dust. Documenting your procedures is a way to ensure you always have a backup plan. Besides, if you ever decide to expand your team of one, having those resources readily available will be invaluable.
When it comes to writing down your procedures, you’ve got nothing to lose and plenty to gain. It can be especially useful for solopreneurs whose knowledge capital is stored solely in one place — their own head.
Are you the sole proprietor of your accounting firm? Let us know how documenting your procedures has changed the way you work down below!
**Categories:** Practice Management, Workflow Management
---
### [How to Write Procedures for Your Bookkeeping Processes](https://www.aeroworkflow.com/bookkeeping-procedures/)
**Published:** October 8, 2021
**Author:** Angelena Pierce
**Content:**
There are many reasons bookkeepers should [document their procedures](https://www.aeroworkflow.com/why-document-procedures/), from onboarding new members of your team to increasing productivity in the workplace. However, there are a few things to consider when you’re ready to start storing your firm’s knowledge capital.
## Focus on goals
Small tasks are much easier to tackle when you understand the larger goal. For your written procedures, you’ll want to make sure this goal is constantly kept in mind. You can do this by beginning each procedure with a short paragraph about what the procedure is for and why it’s important to follow the instructions closely. You can also include important information like the expected outcome and any vital warnings. Are there common mistakes or obstacles associated with this task? Write that down!
## Organize your information
Structuring your document well is essential to your audience’s understanding. How are you going to [format this information](https://www.mindtools.com/pages/article/newTMC_78.htm)? Would a bulleted list be effective or could an instructional YouTube video help you more clearly explain your processes? Here, it’s best to keep in mind who you’re talking to. A long-time staff member might not need as much information as a new team member going through onboarding. Regardless of the specific format, you’ll want to keep things short and to the point. If your procedure is longer than a few pages, consider breaking it up into multiple short procedures.
## Listen to your experts
If you’re working with a team, chances are you delegate as much work as you perform. You might not be familiar with the ins and outs of every process at your firm. In this case, it’s best to trust your experts. Rather than writing the procedure for a job you aren’t as familiar with, ask the person who usually performs the task for their help. You should also be getting feedback from your team on the procedures you write. Sometimes when we do a task frequently, it becomes second nature. We might miss important little details when trying to write them down, which is why having a second pair of eyes on your documents is always helpful.
## Store your documents in a safe place
If you spent a lot of time writing a good procedure, losing it is the last thing you want to do. Save yourself the extra work by storing your documents in a safe place where they are easy to locate. If you’re storing your documents digitally, you’ll have to make sure that everyone who needs to access them is able to.
## Update your procedures!
Unfortunately, keeping written procedures for your firm doesn’t end with writing them down — you’ve got to [maintain your procedures](https://www.aeroworkflow.com/maintaining-your-procedures/). That means you’ll need to have a plan in place to handle changes and updates in your business. For example, what if you implement new technology in your practice? You’ll need to have a process for updating your procedures to account for this new way of doing things.
A great written procedure should be thorough, easy to understand, AND easy to find. After all, your goal is to make sure your bookkeeping processes run smoothly. On top of that, you want to make sure your firm is ready to adapt to whatever changes come your way.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Creating Year-End Bookkeeping Checklists](https://www.aeroworkflow.com/year-end-accounting-checklists/)
**Published:** October 1, 2021
**Author:** Angelena Pierce
**Content:**
Accountants, the busy season is approaching…
Year-end can be a rough, stressful time when it comes to bookkeeping, which is why it’s important to get a head start. [Creating thorough checklists](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) ahead of time will help you make sure you don’t forget any vital steps in your processes. Need some help getting started? We’ve got some things you might want to keep in mind as you get your lists together.
## Get the documents you need
We know how overwhelming the paperwork can be at year-end. The good news is that the pile of messy papers on your desk can become a bit more manageable with some preliminary organization. In your checklist for this stage, make a list of all the documentation you need from your clients. Gathering income statements, balance sheets, and cash flow statements may seem like a no-brainer. However, it’s best to explicitly write down what you need. Accountants may be superheroes in their clients’ lives… But we’re all human, and forgetting steps in our processes can set us back quite a bit in the busy season.
Next, you’ll want to write down where you plan to store those documents. After you check off that you’ve collected a balance sheet from that heating and air company you work with, the next step should tell you to place that balance sheet either in a specific physical folder OR in your preferred digital storage space. Then, as you’re working through your client’s information, you can refer back to your checklist to see where everything is.
## Communicating with clients
Having a plan for communicating with your clients is vital to ensure their satisfaction. Write down what you think your clients need to know as you help them wrap up their fiscal year. What deadlines do they need to know? What information should they be collecting for you? While you might already be making notes to yourself to collect financial information, it’s important to also let your clients know what is needed ahead of time. On your checklist for this stage, write down when you want to get in touch with them and how you plan to communicate with them. Do you need to meet with Mr. Jason Smith from the roofing company in the middle of November to discuss cash flow and gather employee information? If so, write that down.
## Do the internal work
While making checklists can help you with client work, they can also be essential to your own business. Have you gathered all your firm’s information? Employee information? Have you checked your payroll records for accuracy? The attention to detail that you give your clients should also be paid to your firm, which means creating checklists for internal procedures as well.
## Lastly…have you done your research?
Laws are constantly changing, so you’ll want to make a list of all the things you’ll need to be updated on before tax season starts. For your checklist, write down the things you want to check on. This could be as simple as scanning [AccountingWeb](https://www.accountingweb.com/) or [Woodard](https://www.woodard.com/) for any recent news you might need to be aware of and then creating a list item for diving deeper into research on any important changes.
Whew. We know: it’s a lot, and no one wants to think about year-end until they absolutely have to. Trust us — we’ve been there. But going ahead and getting your checklists ready is a great way to plan ahead and reduce some of that stress later on.
Use any of our preparation tips or have some of your own? Tell us down below!
**Categories:** Practice Management, Workflow Management
---
### [5 Ways Accountants Can Use Youtube in their Digital Marketing](https://www.aeroworkflow.com/5-ways-accountants-can-use-youtube-in-their-digital-marketing/)
**Published:** September 24, 2021
**Author:** Angelena Pierce
**Content:**
Have a question? Studies show YouTube is where many people turn when they’re trying to learn something new. The site is filled with helpful information and unique entertainment — and its popularity means it’s bound to attract those interested in expanding their digital marketing.
Maybe you haven’t even considered using YouTube for marketing. If that’s the case, don’t worry. We’ve got five tips to help you get started!
## Decide what videos you should be making
With so much content available online, it can be difficult to find your own niche as a creator. Luckily, there are lots of potential avenues for firms that want to make YouTube videos for marketing purposes. Video testimonials from clients, informative and how-to videos, interviews, and overviews of your services are all potential video types. Want to show a more intimate side of your business? Give a video tour of the office, introduce your staff, or show your audience what a day in the life of an accountant looks like.
## Stick to your schedule
On YouTube, there’s an expectation that creators will post on a schedule. Your viewers want to tune in to your channel regularly just like they would tune in to watch football on Sundays. Find a publishing schedule that works for you and stick with it.
The more content you create, the more likely your target audience will find you… However, be sure not to bite off more than you can chew. Quality content is always better than ten poorly made videos churned out in a short period of time.
## Optimize your content
Like with any [digital marketing strategy](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/), good YouTube marketing involves utilizing SEO. You want your video to be found by the right audience and ranked highly by search engines. Google actually owns YouTube, meaning many of the rules regarding optimization [laid out here](https://www.aeroworkflow.com/how-leveraging-seo-can-help-accounting-firms-grow/) still apply.
You’ll want to start with picking the right keywords. Tools like Google Ads’ Keyword Planner and Google Trends can help you with this, as well as your own YouTube Analytics. If you already have content, figure out what has been performing well and what your audience is searching to find you. You can then use your keywords in the titles of your videos and in your video descriptions.
## Add CTAs
We know acronyms can be confusing, but this one is pretty straightforward — it just means “calls to action”. CTAs on YouTube include cards, bumper ads, end screens, and watermarks.
- Cards: These pop up in the corner of your videos and can be used to direct viewers to other videos or to your website.
- Bumper ads: Ads that can’t be skipped. These can either be placed at the beginning or end of the video.
- End Screens: At the end of your video, end screens will suggest other videos or content for your audience to check out.
- Watermarks: We always want to encourage viewers to subscribe. These watermarks show up to prompt unsubscribed viewers to do just that.
## Try YouTube advertising
Posting videos on a company channel isn’t the only way for businesses to market themselves on YouTube. You might have already taken note of YouTube advertising if you’ve ever seen an ad appear before a video you were trying to watch. Once you’ve begun creating content, you might decide to [create a video ad campaign](https://www.youtube.com/intl/en_us/ads/how-it-works/) too.
YouTube is a great choice for accounting firms wanting to increase their brand awareness, earn loyalty among their client base, and find new potential clients. Use any of our tips for your YouTube channel? Let us know in the comments below!
**Categories:** Marketing, Uncategorized
---
### [How Accountants Can Use LinkedIn in Their Marketing](https://www.aeroworkflow.com/accountant-linkedin/)
**Published:** September 17, 2021
**Author:** Angelena Pierce
**Content:**
Did you know that LinkedIn accounts for [80% of B2B leads](https://kinsta.com/blog/linkedin-statistics/)? It’s no wonder that LinkedIn marketing can work wonders for accountants trying to grow their firms and close sales. The platform gives you loads of ways to meet and interact with your target clients.
Still not convinced? Here are some of the ways you can use LinkedIn in your digital marketing strategy.
## Grow Your Network
The most obvious reason for utilizing LinkedIn is its “connect” feature. The site gives you the ability to visualize the network you’ve been working so hard to establish and build it even further. Start by connecting with clients you’ve worked with, staff members, and friends of your business. You should make a point of personalizing your connection requests, use keywords in your bio, and interact regularly with your connections. A simple “Great Post!” goes a long way to deepen connections. After all, the goal of digital marketing is to get on your audience’s radar. Another great way to grow your network is through sending requests after in-person events. Don’t be afraid to make that first move!
## Post Quality Content
As with [any social media marketing](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/), the surest way to stay relevant is to generate valuable content. On LinkedIn, users are looking for job postings, information relating to running a business, and inspiration. Check out [this LinkedIn article about posts that have gone viral](https://www.linkedin.com/pulse/8-linkedin-posts-went-viral-why-did-chris-williams/) on the site. What do you notice about them? They aren’t ads! On LinkedIn, genuine posts about self-growth and posts that prompt engagement are much more effective. Instead of trying to sell your services, focus on talking about your growth as a business and the obstacles you’ve overcome. Provide helpful advice. Showcase a staff member and talk about one of their unique hobbies. Give your clients tips on getting through tax season without losing their minds. The more you place your clients’ needs first, the more payoff you’ll get.
## Join and Create LinkedIn Groups
“Group” might be a familiar term if you’ve dipped your toes into [Facebook Marketing](https://www.aeroworkflow.com/leveraging-facebook-to-grow-your-firm/). Similarly, LinkedIn allows its users to make and participate in groups. These groups are a great way to connect with potential clients, interact with them, and find out what your audience is talking about. Maybe someone mentions that they don’t understand digital sales tax — that’s an opportunity for you to take note and write an informative blog post for your client base! You can also direct message group members without the costly fees of InMail. If you join additional groups that are relevant to your firm, you’ll also be able to message the members there. Be warned: LinkedIn only lets you join 50 groups, so choose wisely.
## Send out InMail
LinkedIn’s direct messaging feature, InMail, is a great way to deepen connections with your network and make your pitch. In fact, studies show people are [much more likely to respond to an InMail than a regular email](https://www.linkedin.com/business/talent/blog/product-tips/stats-that-will-help-you-write-better-linkedin-inmails). Keep in mind that you can’t send InMail from your company page — you’ve got to send it from your personal account and it will take a premium membership. Still, if you’re willing to pay the price, it can be a fantastic way to reach out personally to your target audience.
If you’re a B2B company — or, ahem, an accountant — it’s best to meet your clients where they are. LinkedIn is practically an online coffee shop for the corporate world. Every executive you’re looking for is right there in one place. As long as you remember the golden rule, marketing through LinkedIn can help the clients you want: connection first, business second.
**Categories:** Marketing
---
### [Best Practices in Using Twitter to Market Your Accounting Services](https://www.aeroworkflow.com/twitter-marketing/)
**Published:** September 10, 2021
**Author:** Angelena Pierce
**Content:**
If you’re looking for new ways to reach your audience online, you can’t overlook social media sites like Twitter. [Similar to Facebook](https://www.aeroworkflow.com/leveraging-facebook-to-grow-your-firm/), Twitter offers many features that make it a useful tool for B2B marketing. It’s a great way to build a following of potential clients and build loyalty in your firm.
Twitter has millions of users, lots of great features, and — most importantly — is free to use! So, let’s get started with Twitter marketing.
## Getting Started With Twitter Marketing
Like most social media platforms, Twitter provides avenues for businesses to reach their target audiences and build a positive brand image. You’ll want to start by creating an account dedicated to your accounting firm. Make sure your bio accurately describes your business and includes some necessary information, like a link to your website. You can also add a profile image, like a brand logo, and a banner. Start by following some relevant companies, clients, business partners, and hashtags like “accounting”. Soon, your home page will be flooded with the sort of tweets you’re looking for.
Once you’ve created your profile, you can also apply to get verified on Twitter. Verifications are little blue checkmarks that go next to your name. They tell Twitter users that you’re the actual business you say you are.
## Tweeting
Essentially, Twitter is about tweeting. Tweets are short messages posted from your account which can include text, images, and even video. They can’t exceed 280 characters — and that includes any links or hashtags in the text. You’ll want to publish tweets frequently. Because there’s so much content on Twitter and tweets are so short, posting often is both necessary and fairly easy — especially if you’re using a program to schedule tweets. Tweetdeck, for example, is a common choice for businesses and organizations that want to schedule a bunch of tweets ahead of time, making it easy to keep track of the content you’re putting out.
## Engaging With Your Followers
The goal in online marketing is always to gain a following that supports your business. On Twitter, you can build a following through regularly putting out content that gets your followers engaged. You’ll first need to decide what your brand voice sounds like. Do you want to make your followers laugh? Do you want to be informative and straight to the point? Maybe you want to be relatable. Whatever the case may be, strive for consistency as you post and interact with followers. You can interact by liking their comments on your posts, replying to comments, and responding quickly to direct messages. You can also retweet (or repost) nice things clients say about your firm!
## Trends and Hashtags
Hashtags help you appear in search results and can be especially helpful when the hashtag you’re using is trending. On Twitter’s trending page, you can see the topics people are talking about the most. If one of these applies to your business, tweet about it! People who are interested in finding firms like yours can also follow hashtags like “accounting” or “bookkeeping” to increase their chances of finding the information they’re looking for. You’ll want to be sure to do some research on good hashtags for your business to use first. Another important tip when it comes to hashtags: make them seem natural. You don’t want to go stuffing your tweets with keywords to the point where they’re a pain to read. Incorporate hashtagged words and phrases naturally into your messaging.
## Advertising on Twitter
If you’re [exploring paid advertising opportunities](https://blog.hootsuite.com/twitter-ads/), Twitter has a couple of options worth considering. First, there are promoted tweets. A promoted tweet will appear on the homepage of your target clients, making it easy to get on the radar of potential new clients. There are also promoted trends. A promoted trend will appear at the top of the trending page and can include a catchy hashtag. These help increase brand awareness… But they do come with a hefty price tag. The good news is that Twitter has options regardless of your budget, and you can always get your message out online without spending a dime.
In the modern age, [social media is proving more relevant](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/) to marketing each and every day. It’s important to put yourself out there and take advantage of the online marketplace. Twitter is a great place to turn if you’ve already built an online presence and need to promote material or if you’re just getting started.
**Categories:** Marketing
---
### [Leveraging Facebook to Grow Your Firm](https://www.aeroworkflow.com/leveraging-facebook-to-grow-your-firm/)
**Published:** September 3, 2021
**Author:** Angelena Pierce
**Content:**
Chances are, you’ve got a Facebook account that you’ve had for years — but did you know that you can actually use Facebook to grow your accounting firm? It isn’t just for posting funny pictures of cats and connecting with high school friends anymore. The platform provides many ways for businesses to engage with their audience, find new clients, and grow.
With almost 3 billion users worldwide, it’s no wonder that Facebook is a great way to get your message out. What’s stopping you and your firm from taking advantage of this well of potential clients? To get you started, let’s go over some of the basic tools of Facebook marketing.
## Business Pages
The first step in creating a Facebook presence for your business is creating a business page. Unlike a regular profile, a business page is used to distribute information about your business, such as contact information, events and updates, and content from your website. Your audience can like the page to see your posts pop up on their regular home feed. You’ll need to start by logging into your personal Facebook account and [creating your page here](http://facebook.com/pages/create). Facebook will use the information you list, such as the “category” of your business, to help you target the right audience.
## Curating Your Brand Voice
Marketing on social media helps you create a voice for your business. Nowadays, clients want to know who you are and what you stand for, and you can curate a public persona for your brand through what you post and how you interact online.
There are lots of different types of posts you can make on Facebook. When you link a blog or website, for example, a box will pop up displaying an image and a blurb to give readers a sneak peek of your content. You can also use the Facebook Live feature to offer even more content to your customers. The coolest part is that you can track how well your content is performing through Facebook Insights, which will tell you things like how many people are seeing your posts.
## Facebook Groups
Unlike a Business Page, a Facebook Group is a more intimate way to connect and communicate with your followers — and they’re becoming an increasingly popular marketing choice for businesses. A group is sort of like a bunch of friends hanging out in a coffee shop. Whereas your page is formal and the wider public, a group can be a place for bonding with your clients. This is where you can share memes about how exhausting tax season is, share exclusive information about your business, and have general discussions answering common accounting questions. Groups are a great way to encourage loyalty to your firm by showing your clients that you care and are here to talk.
## Facebook Ads
One of the most compelling reasons to use Facebook to grow your firm (aside from the sheer amount of people using the platform) is the options it gives for paid advertising. While you can definitely market your services on Facebook without spending a dime, their advertising options are worth looking into. Facebook advertising allows you to launch campaigns focused on specific goals (brand awareness, reach, conversions, etc) and set a budget and schedule.
You can also decide who you want to target. Maybe you want to reach potential clients who have already interacted with your content; maybe you want to target a certain demographic or only reach people in your immediate area. Facebook has you covered. Need another helpful tip? Instead of creating something new from scratch, you can use the ad feature to promote content that has already been performing well.
With so many users and features for growing businesses to use, it’s no wonder that Facebook remains one of the most popular choices for digital marketing. One thing’s for sure: it’s time to get out there and [start connecting with your online audience](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)!
**Categories:** Marketing
---
### [Email Marketing for Accountants: Using Newsletters](https://www.aeroworkflow.com/email-marketing-for-accountants-using-newsletters/)
**Published:** August 27, 2021
**Author:** Angelena Pierce
**Content:**
If you’ve ever signed up for emails from a company or brand you love, you might be familiar with the concept of a newsletter. In the old days, this might have looked like a digest coming through the physical mail; now, updates from companies you’re interested in can come directly to your digital inbox.
After you [build your contact list](https://www.aeroworkflow.com/email-marketing-for-accountants-growing-your-email-list/), you’ll need some content to keep subscribers engaged. This is where newsletter campaigns come in. Newsletters can include company news, advertisements for promotions and events, and links to the blog posts you’ve recently published on your website (we do this at Aero!).
## Why we love newsletters
When it comes to digital marketing, the trick is always measuring the effectiveness of different tactics. With email marketing, however, it’s very easy to track open and clickthrough rates. This will also help you set future goals for your email marketing campaigns. While easy tracking might apply to all email campaigns, newsletters are an especially effective way to stay in contact with your customers. It’s your way to give your clients a consistent reminder that you’re here and your services are available. If you’re implementing links to blogs or other website content in your newsletters, you can drive traffic to your site and generate even more interest in your firm.
In addition, newsletters are also a more cost-effective form of marketing than buying ad space on Google or social media platforms. Even if you choose a costly email marketing software over a free one, the return on investment for email marketing (ROI) is generally pretty high.
## What software to use
There are plenty of programs out there that can make email marketing a piece of cake. One of the most prominent software products on the market is Mailchimp, which has a building feature that makes creating aesthetically pleasing newsletters easy. Constant Contact and SendinBlue are also fantastic options. If you want to stick to something more familiar, the CRM you already use might include an email marketing service. Many CRMs, like Hubspot, allow you to do all your marketing work in one place.
## Some strategies for effective newsletters
There are lots of little things you can do to make your newsletters more appealing and effective. For example, one small thing that makes a big difference is personalization. Even when you’re sending mass emails, subscribers still want to feel like it’s just for them. Research shows that open rates are much higher when emails are personalized, and most email marketing software makes adding names as simple as checking a box. You’ll also want to make sure that your newsletter is mobile-friendly. We’re on our phones a lot these days, after all, and sometimes we have to check out emails on the go. You don’t want a potential client to open your newsletter… and then immediately close it because they can’t even read it on their device!
One last word of advice: [use A/B testing](https://www.campaignmonitor.com/resources/guides/ab-test-email-marketing-campaigns/). What does that mean? A/B testing is when you send out multiple versions of the same email so that you can see which has a higher click-through rate. Still a little lost? If we were sending out a newsletter and we couldn’t decide whether to give it the subject line “May Newsletter” or “How To Implement a Value-Pricing Model at Your Firm”, we might send out two versions to see which title is getting more attention. This is an especially good strategy if you’re just getting started with email marketing.
Everyone loves staying up to date with the latest news from their favorite brands and companies. Using newsletters in your email marketing strategy can help foster loyalty to your firm and a stronger sense of community.
**Categories:** Marketing
---
### [Email Marketing for Accountants: Growing Your Email List](https://www.aeroworkflow.com/email-marketing-for-accountants-growing-your-email-list/)
**Published:** August 20, 2021
**Author:** Angelena Pierce
**Content:**
Who do you get emails from? Maybe you signed up to hear about the latest deals at a local movie theater; maybe you started receiving promotional material from a department store after making a purchase there. Whatever the case may be, you’ve seen firsthand that email marketing is alive and well.
There’s a good reason for that. Roughly 4 billion people in the world have email accounts. That’s way more than the total number of Facebook or Twitter users. In fact, you’re [5x more likely to have your content read through email rather than Facebook](https://www.campaignmonitor.com/blog/email-marketing/email-marketing-vs-social-media/).
With all that being said, you’re probably wondering how to get started. Before you send your first email, you’ll have to build up a subscriber base to send it to. Here are some tips for growing your email marketing audience.
## Use established contacts
The best place to start when building your email list is wherever you are. You probably already have email lists of loyal clients and business friends. Use this as your jumping-off point. Many email marketing services will allow you to import existing contact lists. From that point, it’s just a matter of organizing your list to best suit your needs. If your firm has a physical office, you can also include a physical email sign-up sheet in your office and encourage clients to sign up. A physical list can be taken to in-person events as well (though those may still be on hold for now).
## Offer incentives
At the end of the day, people want to know what they’re getting when they sign up to receive your emails. Are you producing valuable content in the form of blogs or downloadable white papers? Will subscribers gain access to exclusive content or deals? Offering incentives is a fantastic way to grow your subscriber base. After all, who doesn’t have a crowded inbox? You’ve got to find a way to make your content stand out from the crowd. A good rule is this: whenever you produce content, use that as an opportunity to gain a new subscriber.
## Place sign-up opportunities strategically
If you browse the web a lot, you might have noticed that some sites include opportunities for visitors to sign up for emails. These might come in the form of pop-ups, banners, sliders, and landing pages. Remember: you want to be strategic about this. No one likes to be spammed constantly as they’re trying to read content online. Find ways to integrate sign-up opportunities that feel natural and non-intrusive.
## Use social media
One last method you should consider for growing your email list is promotions via social media. This especially works well in conjunction with incentives. If you are beginning a new promotion that is only accessible to email subscribers, make social media posts advertising the opportunity. Tell your Twitter and Facebook audiences that, if they are interested in your posts and your online content, the best way to stay up to date is by signing up for your email list.
Email is a vital part of [marketing strategy in the digital age](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/) — and through utilizing it correctly, there’s a good chance you’ll find yourself with more business leads. Most importantly, email marketing is a great way to build a subscriber base that is engaged with your content and loyal to your firm.
**Categories:** Marketing
---
### [How Leveraging SEO Can Help Accounting Firms Grow](https://www.aeroworkflow.com/how-leveraging-seo-can-help-accounting-firms-grow/)
**Published:** August 13, 2021
**Author:** Angelena Pierce
**Content:**
We know: internet slang can be confusing. But there’s one [digital marketing](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/) term you might want to familiarize yourself with. SEO stands for search engine optimization — and it might be just the thing your accounting firm needs to grow your online presence and visibility.
## So… what is SEO?
Let’s start at the very beginning. I’m sure you’ve used Google or Bing before, but did you know that search engines like these have “bots” that venture out to collect information about your web pages. Search engines strive to give their users the most accurate results. After all, when you type in “local Chinese restaurants” into the google search bar, you don’t want to get bombarded by listings for Italian recipe blogs.
Search engines try to find out as much information as they can about your web pages and then store that information in an index. Next, that index gets thoroughly analyzed and search engines will “rank” the web pages according to things like content quality and page speed. SEO, or Search Engine Optimization, simply refers to the strategies you can use to make sure search engine bots get accurate information and are able to direct the right traffic to your website.
## What can SEO do for you?
We put so much stock in SEO because it helps us seal the deal. When you’re driving more traffic to your website, there’s an increased chance that you will attract the right clients who will be interested in hiring your firm. Digital marketing is also becoming increasingly important for all businesses — including your accounting firm. Trillions of searches are made on sites like Google and Bing each year. Some of those people might be looking for YOU.
## SEO strategies you should be using
There are MANY ways to use SEO to drive traffic to your website, and, fortunately, sites like [WordPress](https://yoast.com/wordpress/plugins/seo/) can even tell you what improvements you can make to leverage your SEO. But the first thing you’ll want to do is conduct some research on keywords that are relevant to your business.
When potential clients are looking for a firm like yours, what words do you think they’re typing into search engines? “Accounting” is pretty vague and might be hard to rank for because so many businesses fall under this category. Try to focus your keywords and think about [what makes your firm special](https://www.aeroworkflow.com/types-of-client-advisory-services/). “Succession advisory for large companies” or “financial advisory for tech startups”. You’ll want to use a few keywords and place them strategically in the content you generate for your website. You’ll also want to make sure the content you are creating, like blog posts, is relevant to your business and of interest to your audience.
Some other strategies you might utilize are: using social media to grow your presence and link to your website, optimizing your website for mobile use, and making sure your design is user-friendly.
There’s one thing to keep in mind as you start paying attention to your SEO: the robots come second to your clients. Make sure your online presence is curated with your audience in mind and focus on your web pages’ user-friendliness. At the end of your day, your client’s experience is what matters most.
**Categories:** Apps, Marketing
---
### [Digital Marketing for Accountants: How to Find Your Target Clients in the Online World](https://www.aeroworkflow.com/digital-marketing-for-accountants-how-to-find-your-target-clients-in-the-online-world/)
**Published:** August 6, 2021
**Author:** Angelena Pierce
**Content:**
Maybe you haven’t dipped your toes too far into digital marketing yet. After all, [the internet is a big, scary place](https://www.aeroworkflow.com/client-accounting-for-the-21st-century/) that’s constantly changing. It can be intimidating trying to figure out a digital strategy that will set you apart from your competitors. However, harnessing the power of the internet will help you target the perfect clients for your business and close the deal. Trust us: it’s worth a deep dive.
## Understanding the lingo
If you want to use digital marketing to attract the right customers, the first thing you need to know is the lingo. We use a lot of different terminologies to describe clients. Let’s start by differentiating between a target audience and a target market. You might be familiar with the latter term already. A target market is a subset of your client base you wish to target directly; identifying a target audience involves finding out demographic information about your customers, along with information about their interests and buying habits. An example of a target audience would be: “women, aged 30-40, who live in Colorado and are interested in outdoor sports.”
## Find out who your target audience is
You might have to do a bit of research to figure out who you’re targeting. Luckily, there are plenty of tools and strategies you can use. Primary research might include sending a survey out to existing and potential clients. You could also conduct a focus group, where you would ask a small group of potential clients a series of questions to get a better idea of who they are and what they’re looking for. Additionally, there are plenty of tools you can use that don’t require interacting with your customer base. [Google Analytics](https://analytics.google.com/analytics/web/provision/#/provision) provides a well of information about who is looking at your business online, such as where they’re from and which website pages they’re spending the most time on. You can also use social media analytics such as [Facebook Insights](https://www.facebook.com/business/insights/tools/audience-insights) to accomplish the same thing.
## Creating a buyer persona
Try to think of a fictional character you really like. What are some of their traits? What’s their job and what goals do they have? Now, try to think of your ideal client. Filling out information about your ideal client — such as average income, career goals, and social media preferences — is how you create a buyer persona. Considering all of this information will help you be more strategic in your marketing. For example, you can discern which social media platforms your target audience is most likely to use or what pain points they might need an accountant to help with. You can use information from your primary research and social media/website analytics to build up these buyer personas.
## Targeting your audience
Now that you’ve figured out what all the terminology means and how you can identify your ideal clients, it’s time for the real marketing work: targeting. Knowing who you want to reach doesn’t matter if you don’t know how to reach them, after all. That’s where that buyer persona you made comes in. Instead of using every social media site, use the ones your clients are most likely to be active on. Only use language that your clients will understand. Figure out what content of yours is performing well and replicate that — after all, that is probably what your clients are most interested in.
The world of digital marketing might be intimidating at first, but the internet opens up so many unique avenues to engage with your customers and increase your visibility. There’s just one thing to keep in mind above all else: always start with a clear idea of who your client is and what will appeal to them most.
**Categories:** Client Support, Marketing, Sales
---
### [Client Accounting for the 21st Century](https://www.aeroworkflow.com/client-accounting-for-the-21st-century/)
**Published:** July 30, 2021
**Author:** Angelena Pierce
**Content:**
Times are changing, but are your client accounting services changing too? Implementing new technologies might sound intimidating at first… But modernizing certain aspects of your firm can help you increase customer satisfaction, ensure you’re getting your money on time, and help your workplace run more smoothly.
We know — changing the way we do business can be difficult sometimes. Once you’ve got a routine down, it’s hard to break old habits. But if you want to stay on top of your game, it’s important to know when the rules are changing. Luckily, keeping up in the 21st century can be as easy as making a few changes. Check out these helpful tips for modernizing your business.
## Go paperless
Are you still using a paper payroll system? It might be time to modernize. Did you know that the majority of payments are made online nowadays? A lot of clients don’t even carry paper checks anymore. To make getting paid easier for you and your staff, [consider switching to a paperless system](https://www.aeroworkflow.com/the-path-to-a-paperless-practice/). Using an online payment system can also help your firm stay PCI compliant AND it’s better for the environment. Need another reason to go paperless? More office space. Filing cabinets take up room, after all. Clear out that crowded corner and put up some nice decorations.
## Upgrade your workflow software
Maybe you haven’t researched [workflow systems](https://www.aeroworkflow.com/accounting-workflow-definition/) yet. Well, if you’re waiting for a sign, here it is. Having an effective and easy-to-use workflow software can revolutionize the way you work. From your day-to-day tasks around the office to how you store important documents, having everything in one easily accessible place can make your job much easier. [Keep checklists for your tasks](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) saved in a workflow app, write down notes and store them for later, and keep track of the hours you work without even lifting a pen! Of course, using a good workflow software will help you go paperless, but it also will help you manage your time more effectively and keep track of the hours you’ve worked for clients. Another important thing to keep in mind is that technology becomes outdated very quickly these days. If the systems you’re currently using are outdated, it might be time to look for an alternative.
## Update the way you do marketing
[Advertising to clients](https://www.aeroworkflow.com/how-to-market-your-client-accounting-advisory-services/) in the 21st century revolves around the internet. To keep your firm up to date, make sure you have a solid online presence. This might mean hiring a freelance website designer or using a product like [Wix](https://www.wix.com/freesitebuilder/hiker-create?utm_source=google&utm_medium=cpc&utm_campaign=195454540^10375167220&experiment_id=wix^e^293015475029^&gclid=CjwKCAjwxo6IBhBKEiwAXSYBsyfnmtgY7G-x7ZOjAWCI51ZN5bj8kM3cUn4SPIZG0ZIGyelLk9R8CxoCzv4QAvD_BwE) or [Squarespace](https://www.squarespace.com/websites-start/?channel=pbr&subchannel=go&campaign=pbr-dr-go-us-en-squarespace-core-e&subcampaign=(brand-core_squarespace_e)&utm_source=google&utm_medium=pbr&utm_campaign=pbr-dr-go-us-en-squarespace-core-e&utm_term=squarespace&gclid=CjwKCAjwxo6IBhBKEiwAXSYBs1ZpIw9ra7Y1DlrmVHV2AheI2VQ-vFVVPcckwWl-yXwS5dCvyNLZMBoC_-wQAvD_BwE) to design your own. You’ll also want to make sure you have a good social media presence. Try playing around with different platforms, such as Twitter or Facebook, and finding the ones that are most relevant to the services you offer and the clients you want to reach. Also, don’t underestimate the power of emails. The best way to reach your customer base and keep them in the know might be by launching an email marketing campaign.
The last thing you want is for your firm to fall behind. By taking a few simple steps to modernize your firm, you can stay ahead of the curve and ease stress for both you AND your clients.
**Categories:** Accounting Advisory, Client Support, Practice Management, Productivity, Workflow Management
---
### [Scaling Your Process Advisory Services](https://www.aeroworkflow.com/scaling-your-process-advisory-services/)
**Published:** July 23, 2021
**Author:** Angelena Pierce
**Content:**
Planning for any sort of growth can be tricky; scaling your [process advisory services](https://www.aeroworkflow.com/process-advisory-profit-from-your-knowledge-capital/) is no different. Because advisory services ([no matter the type](https://www.aeroworkflow.com/types-of-client-advisory-services/)) are often dependent on [client needs](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/) and the specific skill set of you and your staff, they can be quite flexible. That’s why it’s important to keep people in mind when you scale your services.
The goal is consistency. A consistent and smooth experience for all persons involved in your operations will do wonders for your business. So how do you make sure you do your job well every time?
## Write it down
One of the surest ways to grow is through consistent customer satisfaction. Get it right every single time by writing your processes down. Each little step that goes into every task you perform should be itemized in a checklist. That way, when you find yourself needing to perform that same task again, you’ll have all the steps laid out in front of you and won’t miss anything. Checklists should be created for different types of tasks and for different people involved in your operations. Consider whether the task has to do with client work or something else, like internal marketing. Make sure your checklists are available to all who need to access them. Also, you’ll want to have a process for implementing changes to these checklists in place. If you notice something is wrong with your checklist or find a better way to do things, have a plan in place for making those changes and alerting your staff.
## Communicate clearly
Consistent messaging is just as important as consistent processes. Communicating clearly will benefit both your clients and your staff, making for [higher satisfaction rates](https://www.firmofthefuture.com/content/measure-capture-capitalize-on-accounting-customer-satisfaction/) on both ends. Face it: no one likes receiving vague directions or conflicting messages (especially from a higher-up!). To improve satisfaction and your overall working environment, describe your services the same way, every time. Internal communication should also be consistent — especially where deadlines and priorities are concerned. Have a system in place to ensure those dates and your list of prioritized items are clearly communicated and stored in an easily accessible place. Also, when it comes to communications surrounding services and tasks, try to eliminate overcomplicated jargon as much as you can.
## Take your own advice
If clients are trusting you to smooth out their operations, you probably know a lot about efficiency. Apply your process advisory skills to your own firm. Just as you would sort through a client’s processes and find the places that need improvement, take a look at the way your firm handles business. Are your checklists clear or are there steps missing? Could the use of a different software ease your workload? Touch base with your staff. Find out what they’re having issues with and work together to make your firm more efficient.
## Take it easy
Just as you would prioritize client needs when delivering process advisory, you have to put the people first. All attempts to grow your firm or services should be made with your staff in mind. A good rule of thumb is to make sure you aren’t implementing too many changes at once. Take it one day at a time, and check-in with your staff regularly to see if any problems have arisen with the new changes. Communication should be clear from the start and consistent throughout the process of scaling your advisory services.
Like a kid configuring their height against a doorframe, we’re all [striving for growth](https://www.aeroworkflow.com/how-to-scale-your-accounting-firm/). You want to be able to compete in your industry, evolve as more effective ways to do business are revealed, and be adaptive to client needs. Just don’t forget: consistency is key.
**Categories:** Accounting Advisory, Practice Management, Workflow Management
---
### [Process Advisory: Profit From Your Knowledge Capital](https://www.aeroworkflow.com/process-advisory-profit-from-your-knowledge-capital/)
**Published:** July 16, 2021
**Author:** Angelena Pierce
**Content:**
You’ve spent years developing your firm’s processes. That’s why, when it comes to helping clients develop successful business processes, you can lead by example.
We all want to work better, smarter, and more efficiently. That’s where process advisory comes in. You might have already heard a little about [the different types of client accounting advisory](https://www.aeroworkflow.com/types-of-client-advisory-services/). Now, we want to dive deep into why having good processes is deeply important for small businesses — and how you, as an advisor, can help!
## So… What is process advisory?
Process advisory is a service you can offer as part of your [advisory packages](https://www.aeroworkflow.com/pricing-for-profit-with-client-accounting-advisory-services/). Basically, it means helping a client’s business run smoother. We’ve all had bumps in the road when it comes to our business processes. Maybe you’ve found that the software you were using was complicating client onboarding rather than making it easier; maybe a questionnaire you sent to your team was missing a vital question. Whatever the case may be, you aren’t a stranger to finding problems in your own workflow and fixing them. Your clients need help doing that too, and they want someone who understands the most cost-effective ways to run a business.
## Assess existing processes
When you take on a new advising client, the first thing you’ll want to do is look at what they’ve already got going for them. Take some time to comb through their existing processes, find what’s working well, and [pinpoint the places where steps could be made easier](https://www.forbes.com/sites/neilpatel/2015/09/10/how-to-create-business-systems-that-will-automate-and-streamline-business-growth/?sh=1d4f168d350b). One of the most effective tools in this discovery process is questionnaires. Through a series of questions, find out what is and isn’t working for all members of your client’s team. Base your suggestions for improvement on the comments and concerns of the team. After all, when it comes to the effectiveness of everyday business practices, who knows better than the employees of the business who have to utilize these processes?
## Make suggestions and carve a path towards improvement
The most important part of process advisory is helping your client figure out “where do I go from here?” Sure, we might have identified some steps in your client’s processes that weren’t working, but they might be at a loss for how to fix those things. Your job is to make educated suggestions for improvements and the ways those improvements can be implemented. Changing up the way a business is run can be confusing, so your client will want to be sure that every member of their team understands the changes.
## Workflow Automation
Another area you might find yourself diving into is [workflow automation](https://www.aeroworkflow.com/accounting-workflow-definition/). In the modern age, digitization is changing the way we do business. There are plenty of great software solutions out there to solve all of your business needs. It’s no wonder that process advisory can sometimes include making suggestions for workflow software. Each business has different needs, and not every software will be for everyone. Figure out what features are necessities and what your client’s price range is. Then, compile a list of the possible programs based on the profile your client created.
Whether it’s suggesting a new workflow software or helping your business improve the way they file information, your process advisory can be a real game-changer for small businesses. Making our businesses more efficient is how we save time and money… and it’s high time you profited off your business expertise through selling process advisory services.
**Categories:** Accounting Advisory, Practice Management, Productivity, Workflow Management
---
### [Systemizing Your Client Accounting Advisory Services](https://www.aeroworkflow.com/systemizing-your-client-accounting-advisory-services/)
**Published:** July 9, 2021
**Author:** Angelena Pierce
**Content:**
Client accounting advisory involves a LOT of work. When it comes to working, we like predictability. No one likes to show up to the office and find a mountain of surprises waiting on their desk. So how do we avoid nasty little surprises? Systemization.
Systemizing your [advisory services](https://www.aeroworkflow.com/what-is-accounting-advisory/) can help you make sure your clients are satisfied and you don’t forget a single step in your advisory processes.
## Find your niche
One of the first steps to systemizing your advisory services is [finding your niche](https://www.firmofthefuture.com/content/pros-and-cons-of-niche-marketing-for-accounting-firms-and-bookkeepers/). If you’ve already developed your [advisory service packages](https://www.aeroworkflow.com/pricing-for-profit-with-client-accounting-advisory-services/), you might have a clear understanding of what your specialties are. If not, don’t fear. Start by taking a look at the work you’re already doing. Do your tasks tend to skew more towards succession advisory or operations advisory? Do your clients tend to have a lot of things in common, like type of business or yearly income? Find the similarities, and use those to be specific about the services you offer. Once you’ve found your niche, it will be much easier to write down each step of your unique advisory process.
## Create checklists
We know. We talk about [checklists](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) a lot. But the best way to ensure client satisfaction is to be consistent. You want to do your job well AND do it the same way every time. We like predictability, remember? Systemize your advisory services by documenting each step you need to do. This documentation will serve as a guide next time you find yourself encountering the same task. Creating checklists also creates a blueprint for your team to follow so that, if you have many accountants working at your firm on separate accounts, there won’t be any discrepancies in the quality of the services your firm is providing.
## Center client experience
Perhaps the most important element in successful systemization is [centering your clients](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/). It is incredibly helpful to put yourself in your clients’ shoes. What parts of your processes will they anticipate or understand? What aspects will be more confusing to them or completely foreign? How can you make your client’s experience as painless as possible? Always use this framework when systemizing your services. At the end of the day, the key thing is client satisfaction – if you’ve got a good client, you’re going to want to keep them around. Just remember: your client doesn’t need to understand EVERY part of your planning or administrative processes.
## Have a plan to improve
It’s hard to get things right on the first try. We seldom do. But if something is amiss in your systemization, you want to have a plan in place to make things right. Create a correction process so that you and your team have a map to follow if corrective action needs to be taken. Whether an important step was forgotten in your checklists or you’ve simply discovered a better way to perform your duties, you want to be sure that there is an official route for changing policy so that the new directions for your processes are clear.
Systemizing your client accounting advisory services might sound like climbing Everest, but it’s as simple as figuring out what you do most, how you get those tasks done, and what information your client will need as you deliver your services.
**Categories:** Accounting Advisory, Client Support, Practice Management, Workflow Management
---
### [How to Market Your Client Accounting Advisory Services](https://www.aeroworkflow.com/how-to-market-your-client-accounting-advisory-services/)
**Published:** July 2, 2021
**Author:** Angelena Pierce
**Content:**
You’re good at your job. When it comes to bookkeeping or [financial advisory](https://www.aeroworkflow.com/types-of-client-advisory-services/), you know what you’re doing now, and you can handle every task that comes your way with your expertise and thorough planning….
But when it comes to selling your services? Maybe that’s not so easy.
While selling things is never easy, marketing your [client accounting advisory services](https://www.aeroworkflow.com/what-is-accounting-advisory/) can be especially difficult. Potential clients just aren’t familiar enough with the offering to seek it out. This means that you have to be proactive. Selling your advisory services takes timing, knowing your ideal client well, and putting your clients first.
## Pick the right clients at the right time
The key to selling your product is timing. You already have a pool of potential advisory clients who use your firm for their compliance needs. Take time to establish a solid working relationship with these clients so that you understand their business and their goals. When you know your client’s business inside and out, you’ll know [when the time and situation are right](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/) for upselling your client accounting advisory services. Another important step in the marketing process is understanding your ideal client. Start by looking at your existing clients. What are their needs and goals? Why did they pick you to work with? Using questions like these, build an ideal customer profile that you can use in other aspects of your marketing.
## Use technology to your advantage
[Digital marketing](https://blog.hubspot.com/marketing/what-is-digital-marketing) is a great way to attract new clients and build your brand reputation. Utilize social media to get the word out about your advisory services, make sure your website is easy to navigate, and dip into blog writing. There are plenty of different platforms to advertise your services, and sometimes advertising can be free. Who doesn’t love to hear the word “free”? A post on Twitter or LinkedIn that gains a lot of attention can help your firm gain recognition in your industry; likewise, paid advertising on Facebook can help you target new customers. The goal of digital marketing is to attract the sort of customer that’s right for your firm, so utilize search engine optimization (SEO) and be sure you are showcasing your services and the personality of your firm as genuinely as possible online. Start with an understanding of your ideal client and go from there.
## Don’t underestimate the power of a good referral
Building good relationships with your existing client base can actually help your business grow. There’s nothing better than good word of mouth, and when your clients are happy with your services, they’ll recommend you to friends.
Picture this: your client is getting lunch with a friend who owns a growing jewelry business. Their friend mentions how they are expanding their jewelry business by opening new locations in new states. We all know moving businesses across state lines can be stressful, and it can be difficult for someone who doesn’t have a clear understanding of tax law to figure everything out. Your client might mention to their friend that, should they need a good financial advisor, they know someone who can get the job done… And that’s where you come in! If a small business owner is in the market for an advisor, chances are they’re going to take advice from a friend or associate before gambling with a firm they’ve never heard of before.
There are many ways to market your business, but the most important aspect to keep in mind is framing. You are not offering a service, but rather fulfilling a client’s needs. Instead of just listing off services, focus your offer on your client and how your firm can help them specifically. When you care about your clients and understand their businesses, they’ll be much more likely to want YOU as an advisor.
**Categories:** Accounting Advisory, Client Support, Pricing Models
---
### [Controlling Scope Creep in Client Accounting Advisory](https://www.aeroworkflow.com/controlling-scope-creep-in-client-accounting-advisory/)
**Published:** June 25, 2021
**Author:** Angelena Pierce
**Content:**
No one likes to hear the phrase “scope creep”. In the accounting world, it kind of has the same ring as “Voldemort” or “giant spiders have taken control of the city.”
[Scope creep occurs when projects become bigger than originally planned](https://www.accountingweb.co.uk/practice/practice-strategy/scope-creep-3-the-four-types-of-scope-creep). Maybe a client is making demands that go outside your agreed-upon boundaries; maybe poor planning has resulted in discrepancies between how the project was outlined on paper and what is actually necessary to complete the work. Either way, scope creep can be a real threat to your business.
The good news is that, because scope creep can result from unpreparedness and communication failures, it can also be prevented through the use of checklists and proactively scheduling client services.
## Creating checklists
We know that definitions of [CAS can be confusingly vague](https://www.aeroworkflow.com/what-is-accounting-advisory/). What matters is that your firm has a solid grasp of what CAS means to you and how every step in your advisory process is broken down. The surefire way to keep track of these steps is through advisory checklists. Just as you would create checklists for [onboarding](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) and [offboarding](https://www.aeroworkflow.com/create-client-offboarding-checklist-accounting-firm/) processes for your compliance offerings, you should be making checklists for the different processes associated with advisory. Create checklists for [each advisory service you provide](https://www.aeroworkflow.com/types-of-client-advisory-services/) and make sure your staff is aware of each step that goes into completing your projects with them.
## Proactive scheduling
Let’s face it, sometimes it’s hard to [anticipate client needs](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/)… But it’s not good to get into the habit of having spontaneous meetings and adding last-minute items to your agenda. Ideally, you should have a good grasp of what your client needs and when. You don’t want to be caught off guard. This is why it’s good to get in the practice of proactive scheduling. Set deadlines and schedule recurring meetings to touch base with your clients as projects advance.
## Don’t be afraid to set boundaries
It is perfectly okay to say “no” if your client begins asking for things beyond what was initially agreed upon. Refer back to your contract if any misunderstandings arise, and have a script ready for denying requests. You can also take an opportunity to upsell your services here. If a client request work beyond your agreed-upon scope, tell them you would be happy to perform those services for an additional fee. Remember: your time is very valuable, and your budget was set according to a specific schedule and list of services.
Overextending yourself can result in you having less time to work on other projects and doing more work for less. Are you worried about damaging client relationships should you refuse to provide additional services? Don’t. Your clients also benefit from you planning ahead and not taking on tasks you aren’t prepared for. If your client won’t respectfully accept your refusal, they probably aren’t a good client.
## Communication is key
One of the best ways to prevent scope creep in your CAS is to make sure you’re communicating effectively with your clients from the start. This is where onboarding checklists can come in handy. Set an initial planning meeting with your client where you can go over the terms of the engagement. Your client should know exactly what they are getting. Even if certain terms are listed in your contract, it is good practice to communicate them directly to your client as well.
We often think of scope creep, to some degree, as unavoidable. Well, it doesn’t have to be that way. Thorough planning and strong communication can help keep you and your firm on track. After all, [you deserve to be paid what you’re worth](https://www.aeroworkflow.com/pricing-for-profit-with-client-accounting-advisory-services/).
**Categories:** Client Support, Practice Management, Uncategorized
---
### [Pricing for Profit with Client Accounting Advisory Services](https://www.aeroworkflow.com/pricing-for-profit-with-client-accounting-advisory-services/)
**Published:** June 18, 2021
**Author:** Angelena Pierce
**Content:**
How much would you pay for good advice? It’s hard to say. When implementing client accounting advisory services, this is exactly the dilemma many firms run into. While regular services at your firm might work off of a [fixed hourly rate](https://www.aeroworkflow.com/fixed-fee-value-pricing-hourly-billing/), that model is based on the position of the employee providing the services rather than the [value of the services themselves](https://www.investopedia.com/terms/v/valuebasedpricing.asp). So, it’s time we make some adjustments to the way we think about value.
Cost-plus pricing just isn’t going to cut it for advisory services. There are many failings of the model as is. How many times do you find yourself struggling to figure out how many hours a particular job will take? Are you constantly busy but your productivity rates don’t reflect the actual time you dedicate to your work?
Because of the downsides of this model and the [flexibility of advisory services](https://www.aeroworkflow.com/what-is-accounting-advisory/), you’re going to need a pricing model based on value. Below are some strategies for setting that price:
## Be a detective
The first and most important step to pricing your advisory services is [knowing your client](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/). To truly understand the value of your services, you need to understand the business you are working with and their expected outcomes. If your services will save the company $15,000, you’d probably consider charging less than if your advice would save them $150,000. It’s also vital to understand that there might be a difference between your perceived value of your services and your client’s perceived value of those services. This is why it is important to know your client and their needs well enough to explain that value in ways that will be effective.
## Creating packages
After you’ve figured out what [kinds of advisory services](https://www.aeroworkflow.com/types-of-client-advisory-services/) you’d like your firm to offer, you should begin designing your advisory [package](https://www.aeroworkflow.com/guide-to-defining-packaging-services/). After all, the majority of clients are going to want more than just a one-time deal. They want a long-term advisor who can address all their business needs. An advisory package at its most basic level should include an Initial Planning Day, Scheduled Meetings, and an Annual Planning Event. The real question is: should you combine CAS with your compliance services or keep them separate? The decision is up to you, but it is worth noting that combining services can make billing a bit more hassle-free. However, there’s nothing wrong with keeping compliance and advisory clients separate and targeting new customers with your CAS pitch.
## Menu pricing
Client accounting advisory services might be new to you, but they are definitely new to your clients. Most of your clients will have never heard of CAS before, so it’s important to be strategic about the way you build up their value in your client’s mind. Just as you might not know your client’s perceived value of these services, you also won’t know what they’re willing to pay. The best strategy here is to offer a variety of packages at different price points and, when you make your pitch, begin with the most expensive offer. The high price will serve as an anchor.
Talking about money is hard, and those conversations can be especially uncomfortable if you don’t have an understanding of the value you provide your clients and a strategy in place to help them realize that value. The key thing to remember is to stay confident and know your worth as an advisor.
**Categories:** Client Support, Pricing Models
---
### [Types of Client Accounting Advisory Services](https://www.aeroworkflow.com/types-of-client-advisory-services/)
**Published:** June 11, 2021
**Author:** Angelena Pierce
**Content:**
Maybe you’ve been hearing a lot about [client accounting advisory services](https://www.aeroworkflow.com/what-is-accounting-advisory/) (or CAS) lately. If that’s the case, you aren’t alone. The [demand for advisory services has skyrocketed in recent years](https://www.aicpa.org/interestareas/privatecompaniespracticesection/newsandpublications/the-practicing-cpa/new-services-could-yield-more-sustainable-firms-in-the-future.html), as more and more firms realize their unique capabilities and how to market them to clients. When it comes to making their most important business and financial decisions, your clients want someone in their corner who has already proven their reliability and demonstrated an intimate knowledge of their business.
*But what do advisory services in accounting or bookkeeping really look like?*
While most definitions of advisory services are purposely vague to account for the wide variety of offerings this term can envelop, there are a few key categories to keep in mind if you’re trying to implement advisory at your firm.
## Financial advisory
Financial advisory is probably the first thing that popped into your mind when you read this blog’s title. It’s no wonder — keeping and interpreting financial information is your bread and butter. It should also be no surprise that plenty of small businesses want help in establishing their financial goals, setting budgets, and creating financial forecasts to prevent unwelcome surprises. You might already be providing tax and bookkeeping services, but chances are your clients have needs that go beyond that. Financial advisory is all about filling in those other gaps.
## Operations advisory
Just as you want [your firm’s operations to run as smoothly as possible](https://www.aeroworkflow.com/maintaining-your-procedures/), your clients want each process within their business to be conducted without a hitch. Operations (or process) advisory is where you help your clients establish better business practices through identifying existing problems in their operations and finding remedies to those problems. The task of cleaning up a client’s operations requires detailed knowledge of their business, comprehension of their working environment, and a deep understanding of the businesses’ goals.
## Risk assessment (compliance and forensic)
No one wants to be caught on the wrong side of the law OR be a victim of fraud. This is where you come in. We know that accuracy is your middle name, and your commitment to keeping the books straight makes you a potential asset to your clients when it comes to avoiding legal trouble. Compliance and forensic services serve similar purposes, the difference being that the former is a preventative measure for avoiding law-breaking and fraud while the latter is used after there has been an incident with the company. By ensuring that your clients are following the law at all times, you can perform fantastic compliance advisory. Should something go wrong, your job as an advisor would be to figure out who, what, where, and why.
## Succession advisory
Switching over control of a company can be a tedious process, but good advice from someone who understands the businesses’ financial history and future goals always helps. Succession looks different for every company. Maybe your client wants to pass their company onto a business partner when they pass away; maybe current employees of the company can be trained for leadership roles. As an advisor, you might find yourself aiding in the development of a recruitment process for potential executives or advising in the purchase of life insurance policies.
When it comes down to it, advisory services aren’t so different from the services your firm already provides. The trick is knowing your worth. After all, your clients come to you for your attention to accuracy and in-depth financial knowledge. Developing good CAS offerings is all about learning how to apply those proficiencies and skills to other important areas of your client’s business needs.
**Categories:** Client Support
---
### [What is Accounting Advisory?](https://www.aeroworkflow.com/what-is-accounting-advisory/)
**Published:** June 4, 2021
**Author:** Angelena Pierce
**Content:**
Chances are, you’ve heard the phrase “advisory services” being tossed around lately. A quick google search of the term might yield many confusing, often contradictory definitions. Fortunately, advisory services are fairly simple at their core. There’s a high probability that your firm is already providing some of these services for your accounting clients. Now, it’s time to give those services a name, a price, and operation guidelines so that you can profit off your experience and expertise.
Let’s start at the beginning. So, what are accounting advisory services, what makes them so valuable, and why are you uniquely qualified to offer them?
## Defining advisory services
Though often confused with compliance, advisory services are comprised of the services provided by your firm which go beyond traditional accounting and bookkeeping. So what’s the gist of advisory services? Well, your clients just want extra help to guarantee they are making the best financial and operational decisions for their small business, AND they want to give that work to a firm they already trust to handle their bookkeeping and accounting needs. Let’s face it — you know what you’re doing. Your clients know that and, even if they haven’t said it out loud yet, they might be looking for guidance from someone like you. Learning to label, monetize, and [upsell](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/) these sought-after services can be profitable for both you and your clients.
## Types of advisory services
Because the definition of advisory services can be vague and fluid, many types of services can find a home under this umbrella. Specific examples might include tax planning and strategy, budgeting and goal tracking, and business performance reviews. Often, the roles you fulfill as an advisor will fall under one of the following categories: financial, [process](https://www.aeroworkflow.com/advise/), app, compliance, and succession planning. So many [small businesses eventually fail](https://www.fundera.com/blog/what-percentage-of-small-businesses-fail), and your clients understandably feel the weight of those odds. They’re looking for experienced industry professionals to guide them through all the little things that can make or break their small business.
## Implementing advisory services
When implementing client advisory services, it’s important that YOU have a full grasp of the value of those services before offering them to your clients. Remember, your experience and accounting knowledge is valuable. Find a way to brand your services that centers on your client and their goals. If you are working with an existing client, you’ll have the advantage of an established relationship and knowledge of their business. Business clients like putting their eggs in one basket when it comes to financial services. The more needs your firm can fulfill for your clients, the better, and the more irreplaceable your business will be.
It’s important to be compensated fairly and appreciated for the services you provide, which can often include things like informal coaching and consultancy. If you and your firm are considering offering official advisory services, start by taking a good look at the work you already do, your specific areas of expertise, and the needs of your clients. Find the gaps that need to be filled; consider your clients’ pain points. Sometimes a guiding hand and reassurance from a trusted advisor are what small businesses are really after, and there’s no reason that can’t be YOU.
**Categories:** Accounting Advisory, Client Support
---
### [How To Create a Client Offboarding Checklist for Your Accounting Firm](https://www.aeroworkflow.com/create-client-offboarding-checklist-accounting-firm/)
**Published:** May 21, 2021
**Author:** Angelena Pierce
**Content:**
*It’s not easy to say goodbye, but a client offboarding checklist can help make the process of separating from a client as painless as possible.*
We get it. Sometimes, things just don’t work out. Maybe your client has decided to bring their accounting or bookkeeping in-house; maybe it’s your firm that has chosen to serve a different type of client, and this client just doesn’t match that new profile. There are many reasons why even good working relationships come to an end, but whatever the case may be, ending on good terms is important. Your offboarding process should be given just as much care and consideration as onboarding. Keep in mind that unhappy endings can lead to things like negative reviews and social media comments that can harm your reputation. An easeful offboarding, however, might just lead to them recommending your services to other businesses down the road.
Similarly to a [client onboarding checklist](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/), when making a client offboarding checklist you should divide the process into its key stages. Then, break down those stages into all the steps it takes to complete them. Some possible stages could include the following:
## Review your engagement letter and be sure to adhere to its terms
Your offboarding procedures should be part of your firm’s [written procedures](https://www.aeroworkflow.com/how-to-write-a-great-procedure/), and therefore should be included in your initial contract or [engagement letter](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/). To avoid unnecessary legal drama, it is important to abide by the guidelines you first agreed to. For example, if an early termination clause requires you to notify clients x number of days in advance, add “mark deadline for sending disengagement letter on your calendar” to your checklist.
## Notify all parties involved
The client (and everyone involved in their account) should be notified in writing that the contract is ending and by what day. Add “draft [disengagement letter](https://www.aicpa.org/interestareas/privatecompaniespracticesection/strategy-planning/sample-client-termination-letter.html)” to your offboarding checklist. Additionally, at this stage, you might want to hold an offboarding meeting with your client in order to discuss the final steps together. What work needs to be completed still? What materials, if any, does your client need to collect from you and transfer to their new firm/accountant/bookkeeper? You want to make this process as easy as possible for your client, too. Add “schedule an offboarding meeting with your client” and “update client on the status of current projects” to your checklist.
## Closeout any ongoing projects and remaining invoices
In order to end on good terms, it is important that your client is satisfied with your work AND that you receive the proper payment for it. Details should be outlined in your engagement letter, but this is also something to discuss at the aforementioned meeting. What steps should be taken to ensure your client receives everything they’ve paid for? Where and when will you send your final invoice? Juggling regular work alongside an offboarding can become stressful. Avoid the headache by having all the steps written down.
## Don’t forget about security
Perhaps one of the most important stages of the offboarding process is ensuring that your client’s sensitive information remains protected. Make a [list of all the accounts and websites](https://help.aeroworkflow.com/hc/en-us/articles/360043376653-The-Vault) that you have access to and notify your client so they can change their passwords. Giving this reminder will instill that last bit of confidence in your client that you care about them and their safety. When a connection asks your former client to recommend a firm down the line, the first company they’ll recall is the one that cared the most.
## Saying goodbye
For the final stage of your offboarding process, it’s important to reassure your (former) client that there are no hard feelings. As part of this step, consider including items like “send a thoughtful, personalized note thanking your client for their business” or “ask for feedback”. If your client churned, take the time to ask them why. It might help you find ways to improve client relationships in the future.
Breakups are hard, but using a client offboarding checklist can reduce the heartache just a little. Offboarding, like any other client interaction, should be treated as a chance to improve the quality of your business and [foster a relationship that can lead to more connections in the future](https://www.aeroworkflow.com/client-focused-firm-guide/).
**Categories:** Client Support, Practice Management
---
### [Planning for evolving client needs in your accounting firm](https://www.aeroworkflow.com/planning-for-evolving-client-needs-in-your-accounting-firm/)
**Published:** May 28, 2021
**Author:** Angelena Pierce
**Content:**
As businesses develop and shift priorities, their bookkeeping and accounting needs will also evolve; likewise, you and your firm are constantly innovating, building experience, and taking on more challenges with your clients. Whether it’s time to upsell your services or introduce a new product to a client, keep in mind that you’re essentially reintroducing yourself and your business. This is the perfect time to reconnect with your clients and reestablish how essential your services are to their business. Just as you would implement onboarding and [offboarding checklists](https://www.aeroworkflow.com/create-client-offboarding-checklist-accounting-firm/) and procedures, it’s important to have a plan in place when the terms of a client relationship change.
So how might client needs change and how can you be best prepared?
## Staying vigilant
The best way to prepare for evolving client needs is to train your staff to be alert. Watch out for signs that clients are needing a service level change. Growth in a client’s business, new product launches, as well as many other factors, can create the need for additional advising and bookkeeping services. When the time comes to make a pitch, you want to be ready to sell whatever alternative or additional services are applicable to the situation. Make a list of changes in a client’s business that might signal further opportunities for your firm.
## Cross-selling/Upselling services
Cross-selling and upselling are two ways you might evolve a client relationship when the time is right. Need to grow your new CAS program? If you’ve been paying close attention to your existing clients, you might have noticed they’re beginning to need more advanced services, such as advising. Make sure you have a strong relationship with your customer before trying to upsell. Then, plan your pitch and have an [onboarding checklist](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/) ready should they accept. How will you introduce and frame your advising services? How will this addition affect your payment and workflow? Have you prepared a new [engagement letter](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/)? After all, the more essential you can make yourself to your clients, the better, and the demand for CAS services is growing. Get ahead of the game by having a plan in place.
## New service launches
When your firm begins offering a new service, you want to make sure you are both advertising this service to existing clients and guiding them through onboarding similarly to the way you would new clients. Just because you’ve known a client for a while doesn’t mean they shouldn’t get the red carpet treatment. Before you launch a new service, consider reaching out to your existing clients and incentivizing loyal customers with special offers. “Create a targeted list of existing clients” or “send a personalized email advertising your new service” might appear on a checklist in this situation. Leading up to the launch of a new service, you may want to take extra steps to make your clients feel valued by your firm.
People — and businesses — change. Just as checklists and preliminary planning can help other processes at your firm run smoothly, thinking ahead can help you land the sale when your client needs an upgrade. Remember: you provide a lot of value to your clients, and the surest way to run a lucrative business is through client satisfaction. By centering your plans around your clients and their needs, you can make sure you never miss an opportunity to build stronger client relationships.
**Categories:** Client Support, Practice Management, Uncategorized
---
### [How To Create A Bookkeeping Client Onboarding Checklist](https://www.aeroworkflow.com/how-to-create-a-bookkeeping-client-onboarding-checklist/)
**Published:** May 14, 2021
**Author:** Angelena Pierce
**Content:**
*You never get a second chance to make a good impression. From our first ventures into the “real world,” we are taught to be mindful of the way we present ourselves to others. After all, you can learn a lot about a person from one conversation or one business transaction. Client onboarding is no different. During this process, your client is going to get their first glimpse of how you conduct business and glean how important client satisfaction is to your firm.*
[Client onboarding checklists](https://www.aeroworkflow.com/client-onboarding-checklist/) can help you ensure that you don’t miss a single step in this vital relationship-building process. Start by making a list of all the components that make up your onboarding process. Next, break down each step into smaller tasks so that each member of your team will know exactly what they are responsible for and when each job should be completed.
Though this may look a little different for every firm, let’s start by breaking down the onboarding process into six main stages.
## Initiate contact and send a welcome email
Here is your chance to make a good first impression. While sending a welcome email may seem like a simple task, it’s important to know a few key things. Who is responsible for sending the email? What important information will your client need at this very moment? How else can you connect with your client at this early stage? To make your onboarding process trouble-free, consider putting action items like assign the internal team to the new client and follow the client on social media on your checklist for this stage.
## Gather client information
What is your plan for gathering and organizing client information? Making sure you have all the necessary details in an easily accessible place enables smooth communication. If you were to break this task down into smaller parts, the first step might be sending your client a questionnaire where they can record things like email addresses, bank details, and metrics for success. Make a list of all the details you need and check them off once they are received.
## Set up project and add apps
Though you might reserve some administrative tasks for the kickoff meeting, it can be useful to set up some workflow projects beforehand — and it can reduce headaches later on. Use client information already received to set up things like cloud storage, payroll, and time tracking. Other steps for your checklist at this stage might include [set up recurring services](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) to perform for your client at the proper frequency in your workflow management tool and meet internally to discuss the scope of the project.
## Client kickoff meeting
While a successful kickoff meeting is crucial, the lead-up and follow-up must also be seamless. To guarantee success, add items like ensure your workplace is clean and send an agenda to your client in advance to your checklist. Follow-up tasks might include: create a summary of what has been set up, add a Calendly link to book a meeting with the bookkeeping team, or make a list of any outstanding to-do items.
## Send a welcome package
Fruit baskets might not be all the rage anymore, but sending thoughtful welcome packages to new clients is always a good idea. Be sure to tailor and personalize your gift to your client. On your checklist, include the items that need to be assembled, like swag or a personalized “welcome” video from your team, and check them off once they’re ready to go.
## Transition to Bookkeeping Team
Finally, you have earned the trust of your client through effective onboarding tactics and are ready to transition them to their bookkeeper/bookkeeping team. At this final stage, you want to make sure your team has everything they need to begin bookkeeping services. So what items deserve crossing off a list? At this stage, you might host an internal transition meeting and have a follow-up session with your client.
Now you’ll have a better chance of retaining your client and creating a healthy working relationship. You know that your firm is efficient, trustworthy, and always puts customers first. Through utilizing a thorough onboarding checklist and process, you can ensure that your clients know that too.
**Categories:** Client Support, Practice Management, Workflow Management
---
### [How to write an engagement letter for your bookkeeping or CAS firm](https://www.aeroworkflow.com/how-to-write-engagement-letter-for-bookkeeping-cas-firm/)
**Published:** April 30, 2021
**Author:** Laura Redmond
**Content:**
*At its most basic level, an engagement letter is a contract between a bookkeeping firm and its client that outlines the firm’s services, fees, and the responsibilities of both parties. If you take the time to craft a good engagement letter, it not only becomes an important tool in finalizing the sales process but also serves as a helpful first step in a smooth [customer onboarding process](https://www.aeroworkflow.com/client-onboarding-checklist/).*
## Why you need an engagement letter
An engagement letter is a contract that can serve as an important legal document if a dispute arises. In addition, because an engagement letter clearly defines the services and fees, it’s an essential tool in preventing scope creep.
If your firm is registered with a professional body, an engagement letter might be mandatory.
## What to include in your engagement letter
It never hurts to start with a template when you’re writing an engagement letter. If you belong to a professional organization like the [AICPA](https://www.aicpa.org/) or the [IPBC](https://cpbcan.ca/about/about.html), they most likely have templates available. Apps like [Practice Ignition](https://www.practiceignition.com/us) also provide engagement letter templates as part of their product. For that matter, a simple Google search for “bookkeeping engagement letter template” returns 861,000 results! Finding a starting point should be easy.
Once you’ve found a template that looks good to you, it’s important to edit the template so that it reflects the way your firm does business. Modify the language where possible so that the terms are clear and concise. Your engagement letter should include the following:
1. **Identification of the parties.** This may seem obvious, but it is necessary to specify that the agreement is between your firm and the business or individual you’re contracting with. It also helps make it clear that when you’re agreeing to do the bookkeeping for Bob’s Plumbing you’re not also agreeing to do the bookkeeping for his wife’s consulting business.
2. **Scope of work.** This is where you list the services your firm will provide, how often you’ll provide them, and (if it’s important to your firm) the tools you plan on using. When you list the services, make sure to be as specific as possible. Instead of listing “reconcile checking and savings accounts” you should state “reconcile up to 5 checking or savings accounts and up to 3 credit card accounts monthly”. If you’re going to be performing any one-time services, like a QuickBooks clean-up or conversion, specify what the completed service will look like so that you and the client are clear on what “Done” is.
3. **Fees.** Here you will specify how much your services will cost the client and how you expect to get paid. Are you billing by the hour or do you charge a fixed monthly fee? Will you send an invoice or automatically deduct the fees from a bank account? If you send an invoice, make sure to specify what happens if the invoice is not paid on time.
4. **Client’s responsibilities.** List the information and documents the client needs to provide and any tasks they are responsible for. Make sure you state how often they need to fulfill their responsibilities, including deadlines where applicable. You should also state here what happens when the client does not fulfill their obligations promptly.
5. **The length of the engagement.** It is important to renew your engagement letters regularly, preferably annually. Your costs will be increasing over time, so you need a built-in vehicle to raise your prices. Renewing an engagement letter annually also encourages you to review the services your firm has provided over the past 12 months and evaluate if the scope has changed. In addition, annually reviewing your engagements, gives you a chance to touch bases with your clients and an opportunity to provide more services to your existing clients.
6. **Specify what happens if you and the client part ways.** Clients change bookkeepers for a variety of reasons. At some point, this client might move on too. It’s important to have an agreement up front on what the process will be if that happens. What happens to any software subscriptions? Does that client have the right to ask for copies of the processes you’ve written for doing their bookkeeping? What happens to client documents you may be storing? How much time and effort are you going to put into working with their new bookkeeping firm to help the transition?
7. **Tell the client how to proceed.** After you’ve clearly outlined the proposed engagement, make sure it’s very clear how the client accepts the agreement!
## Consult a legal professional
When you’ve crafted your perfect engagement letter, you should consult a legal professional. They will be familiar with any requirements unique to your location and if there is specific language required by your professional designation. Taking this final step to polish your engagement letter requires a small investment upfront that will more than pay for itself down the road in the event any dispute arises.
**Categories:** Practice Management
---
### [7 Essential Chrome Features All Cloud Accountants Should be Using](https://www.aeroworkflow.com/7-essential-chrome-features-all-cloud-accountants-should-be-using/)
**Published:** December 18, 2019
**Author:** Laura Redmond
**Content:**
*Chrome is the browser of choice for [about 65% of the internet’s users](https://gs.statcounter.com/), and I understand why that is- Chrome has so many features that make working as a cloud accountant easier. Here are my favorite Chrome tips, tricks, and hacks.*
### Control navigation with your browser back button
Have you ever been on a website or in a cloud app and found yourself clicking your browser back button multiple times in a row to get back to a certain page? You don’t have to do that in Chrome. Simply right-click on the browser back button and then choose the screen you want from the list that appears.
### Clear your cache with one click
Have you ever made a mistake when filling out a form on a website or app and gotten an error message– and then gotten that same error message again after you fixed the error and resubmitted it? Often that is caused by the message being stuck in your browser cache. Instead of diving into your Chrome settings to [clear your cache](https://aeroworkflow.zendesk.com/hc/en-us/articles/115001512293), you can hold down the shift key while clicking the browser reload button to load the page from the browser instead of from the cache. It will take longer, but it will usually clear up your problem.
### Pin Tabs
If you have a few tabs that are your most important and you always want to find them easily, you can pin them. Find the tab you want to pin and right-click on it. Then choose “Pin tab” from the dropdown menu. Chrome will collapse the tab down to just the icon and park it on the far left of all your tabs.
### Choose pages to load on startup
Most of us have websites and apps that we use every day. You can choose to have certain website and app pages load every time you start up Chrome. First, open the pages you want to be on your startup tabs– and close any that you don’t. Then go to your Chrome Settings and scroll down to the “On Startup” section. Select the option to “Open a specific page or set of pages” then click on “Use current pages” The tabs you have open will be listed. You can delete any you don’t want to load automatically.
### Reopen closed tab
I admit it, I’m a tab hoarder. I frequently have so many tabs open and they are each so small that it’s easy to accidentally close one instead of selecting it. But Chrome has a feature for people like me (and I know I’m not alone) called “Reopen closed tab.” To get to the most recently closed tab, right-click on your tabs bar and choose “Reopen Closed Tab”. You can also click on the three ellipses on the right, choose History and then see a list of recently closed tabs.
### Extensions
How I love my Chrome Extensions! There are over 180,000 extensions on the [Chrome Web Store](https://chrome.google.com/webstore) and while I would never need (or want) the vast majority of them, a few of them are life-changing. What are my favorites? [Grammarly](https://chrome.google.com/webstore/detail/grammarly-for-chrome/kbfnbcaeplbcioakkpcpgfkobkghlhen?hl=en), which goes beyond spellcheck to catch embarrassing typos before I share content or send an email. [Print Friendly & PDF](https://chrome.google.com/webstore/detail/print-friendly-pdf/ohlencieiipommannpdfcmfdpjjmeolj?hl=en), which allows me to print (as a PDF, of course) and save a decent version of a webpage. My [Zoom extension](https://chrome.google.com/webstore/detail/zoom-scheduler/kgjfgplpablkjnlkjmjdecgdpfankdle?hl=en) allows me to add a Zoom meeting to any Google Calendar event. And of course, my password keeper extension, which keeps track of my thousands of different usernames and passwords. What are your favorite extensions?
### Chrome Profiles
Chrome allows you to create different profiles on your computer (called, appropriately, Profiles) each with its own settings for bookmarks, extensions, autofill info, startup tabs, privacy, etc. Better yet, if you associate a profile with a Google login, you can sync all those settings across all your devices.
Chrome markets this feature as a way for different people to share the same computer. However, since anyone who has access to your computer would be able to access any of your Profiles with the browsing history, saved passwords, and other possibly sensitive data, it might not be ideal for that. I feel it’s more useful for those of us who have a few different ‘people’ sharing the same body. I have a Chrome Profile for Work Me, Home Me, QBO Me, App Testing Me, and Aero Demo Me. I can stay logged into all of those at the same time, easily switching back and forth as needed. Even better, if some of my different personalities have accounts with the same apps, I can stay logged into those accounts in each of my separate People.
[Here’s how you can create and manage Chrome Profiles.](https://support.google.com/chrome/answer/2364824?co=GENIE.Platform%3DDesktop&hl=en)
**Categories:** Apps, Productivity
---
### [How to delegate successfully in your bookkeeping firm](https://www.aeroworkflow.com/how-to-delegate-bookkeeping-firm/)
**Published:** February 23, 2021
**Author:** Laura Redmond
**Content:**
*Learning how to delegate work is essential if you want to scale your firm profitably. But when it’s a firm you have invested hundreds of hours in founding and nurturing, sometimes delegating isn’t easy.*
## Create written procedures and task checklists
Clearly written procedures are an essential ingredient of delegation. Many firm owners hesitate to turn client work over to staff because they worry about the work being done ‘right’. Written procedures and task checklists are the answer to that worry.
When you take the time to write good procedures you are creating a bank to store all of your experience and unique techniques gleaned from countless hours of work done, mistakes made, and lessons learned. Sharing this knowledge with your staff ensures that they will do the work the way you’d do it.
## Provide staff resources needed to complete the work
As your staff works to complete client tasks, they will need access to various bits of data. Making sure they have access to everything needed to get their work done is the job of the firm owner. Passwords (for things like bank logins, sales tax portals, payroll applications, and tax authorities) need to be kept in a secure, but central, location. Other information is just as crucial: client contact information, access to a record of work done in the past for the client, general notes about the client (like tax entity, fiscal year-end, tax id number, even what version of accounting software they use), and where to find and store client documents.
Whether you choose to use a team version of a password keeper in conjunction with a document management system and detailed client notes or take advantage of a system like Aero Workflow, make sure you develop a system of storing client resources that everyone in the firm understands and complies with.
## Remove yourself as the bottleneck
Every time a staff member has to stop their work to ask you a question, that is you being a bottleneck. If they have a question about how to perform a task, it’s a signal that you need a new (or improved) procedure. If they need a resource or information about a client, it’s a sign that you need to add that information to the client notes or password vault.
Of course, there will be times when you need to review client work or help new staff with training. However, if you find that your involvement in a workflow process is preventing client work from being completed on time, you need to stop and ask yourself a few questions: Does this work absolutely have to be done by me? Can I train a current staff member to do it? Is it time to hire a senior-level team member to do this work? What other, profit-producing activities am I not doing because I am stuck doing this work?
## Plan for interruptions in your day
All the organizing and planning in the world cannot prevent unplanned work from coming your way. An essential part of delegating is to expect the unexpected and make a plan for how you will handle it. Maybe your plan is to delegate reading and responding to client communications to a certain time of day or assign the task of being the ‘first responder’ to a certain person. Perhaps you have a policy of answering client phone calls right away but delegating any work they generate to another person or another time. Whatever your plan is, make sure it is clearly defined and communicated to both clients and staff– and then stick to it. Otherwise, you may find that the important work of managing your firm is soon buried by all those ‘urgent’ interruptions.
## Focus on the big picture in your firm
A good workflow and practice management system like Aero will provide you with an overall picture of your firm and the status of client work. This allows you to see the big picture and keep an eye on client work without micro-managing your team and interrupting them for status updates. When you have successfully delegated tasks, you can step back and see the big picture, focus on improving KPIs, and scaling your firm.
**Categories:** Practice Management
---
### [How to Scale Your Accounting Firm](https://www.aeroworkflow.com/how-to-scale-your-accounting-firm/)
**Published:** October 7, 2020
**Author:** Sarah Sivesind
**Content:**
Any accounting firm that is planning for growth faces the same questions. How can a firm add new clients and staff without losing control over quality, on-time performance, and profits? The answer is to prepare to scale your firm by installing systems and procedures that create a framework for productivity and sustainable growth.
Growth without losing control is absolutely possible, as long as the firm takes the time to install structure in four key areas of the firm’s operations: standardized workflows, a deliberately selected tech stack, centralized scheduling for client work, and a standardized revenue model.
Keep in mind that you can grow even if you don’t want to add new clients. If you follow the strategies outlined you will be able to grow your firm’s revenue even if you don’t increase your client base.
### This best practice guide will help your firm:
- Understand how to implement standardized procedures
- Choose and implement your accounting tech stack
- Effectively centralize client scheduling
- Package and price your services
[Download the guide today!](https://www.aeroworkflow.com/how-to-grow-your-bookkeeping-firm/)
**Categories:** Practice Management, Pricing Models, Workflow Management
---
### [Value Pricing and the Timesheet](https://www.aeroworkflow.com/value-pricing-and-timesheets/)
**Published:** February 11, 2015
**Author:** Laura Redmond
**Content:**
*We recently heard proponents of value pricing tell accounting firms to “throw out the timesheets,” and were a little taken aback. While we’re big fans of value pricing and fixed fee billing, we feel that there are plenty of reasons to hang on to the timesheet – or it’s more modern equivalent.*
#### Is My Firm Profitable?
As accountants we would never tell a client that they should stop keeping track of costs and just worry about income, so why would we want to run our firm that way? Tracking time spent on client jobs not only allows you to gauge whether or not you’ve set your fees high enough, but it also creates a valuable time and cost history for you when pricing a similar job. Even if you’re pricing your jobs to the customer and not using a cost-plus model, you still want to make sure that the job is profitable!
#### What Happened to My Day?
At the end of the day, do you ever wonder where it went? Keeping track of your time as you work is an essential step in figuring out where you’re spending your time and identifying the areas you want to improve. Having staff track their time can also help you figure out if you’ve adequately communicated the firm’s priorities. A firm that operates without any time tracking system will always be left wondering where their day went and why they are so often scrambling to finish client work on time.
#### How Efficient Are We?
How much time do you and your staff spend on reading and writing emails each day? On the phone with clients? In meetings? Are there jobs that seem to be taking longer than they should? Tracking time allows you to see your firm with a bird’s eye view, identifying areas where you can improve. Does your staff need more training or are they spending a lot of time tracking down resources they need? Maybe a formal communication policy is what’s needed to improve. The first step to improving is knowing where the problems are– and tracking time is a big part of creating that picture.
#### Is This Client Profitable?
Every client services firm knows what a bad client is like – the ones that expect you to answer their calls 24/7 but are nowhere to be found when it’s time to pay the bill. But do you know if your ‘good’ clients are profitable? In fact, sometimes your favorite clients can end up being the least profitable as you (or your staff) throw in a little extra work here and there at no charge. Those little extras can add up to change the scope of the original job while the price remains the same. If you are tracking time in your firm, this scope creep will stand out quickly and help you put a stop to it– or help you bill for it!
#### Aero Has the Answers
Time tracking is automated in Aero WorkFlow, allowing you and your staff to concentrate on getting your work done. The system is designed to give you the tools you need to make sure that your firm is being run as efficiently – and profitably – as possible. If you would like to know where your time goes and how you can work smarter, [contact us](https://www.aeroworkflow.com/contact/) today.
**Categories:** Aero User Tips, Workflow Management
**Tags:** communication, email, fixed fee billing, practice management, project management, time tracking, timesheets, value pricing, Workflow Management
---
### [New Bookkeeping Client Questionnaire: Developing a standard list of questions to ask your prospects](https://www.aeroworkflow.com/new-bookkeeping-client-questionnaire/)
**Published:** July 30, 2020
**Author:** Sarah Sivesind
**Content:**
*Understanding a prospective client’s business is vitally important to starting the future relationship off on the right foot. Bookkeeping and CAS firms need to develop a standard new-client questionnaire to gather basic information about the prospect’s business and then dig a little deeper to get a sense of the client’s pain points. The right questionnaire will help a firm identify good prospects– and help screen out ones that aren’t a good fit.*
### Gather basic business information
Start with the easy stuff like name and contact information. At this point in the sales process, you really don’t need much here- just the business name, a contact name with an email address and phone number.
Then move on to learning a little bit about the business. What does the business do? What is their annual revenue? How many employees do they have? Who are their customers? Are they the business founder? What led them to start the business? How long has the business existed? What is their biggest challenge? If you’re gathering information via a Google form or something similar, leave plenty of room for the answers in this section. People generally like to talk about themselves and small business owners tend to be passionate about what they do!
### Add questions that help qualify the prospect
You’ll want to know what kind of business entity they are. Doing accounting work for a sole prop can be vastly different than a C-Corp. You might also want to know if their tax returns are current. Even if your firm doesn’t provide tax services, knowing the state of their taxes can give valuable insight into the client– if they haven’t filed tax returns for several years, it’s probably a sign that they are a hot mess.
Include some questions that help qualify whether the prospect is a good fit for your business. Do they have inventory? Do they file sales tax returns? Do they have payroll? If so how is it handled? These are specialized areas of expertise where your firm may or may not offer services. If you have a [standardized method of delivering client services](https://www.aeroworkflow.com/accounting-workflow-define-services/), you’ll want to make sure the client is comfortable with the way you do things. Are you a virtual firm that delivers all services remotely? Make sure the client is aware of (and comfortable with) that. Do you expect the client to use the apps you’ve chosen for your accounting technology stack? Make sure you question the client about their willingness to convert as needed. This is how you can weed out clients that don’t fit before you move on to the time-consuming assessment and proposal phase of the sales cycle.
### Other questions to ask a prospect
It’s also great to know why they are leaving their current bookkeeper or accountant. A blunt “Why are you leaving your current firm?” can be very informative. You can also ask questions like “What do you like about your current bookkeeper?” “What do you wish was done differently?” Questions like these will help you understand the prospect’s expectations, which will help you make sure that you [get off to a good start](https://www.aeroworkflow.com/client-onboarding-checklist/).
You might also want to ask how they heard about your firm. This helps you measure the effectiveness of your marketing and social media campaigns. Plus, if they are a referral from a current client, you’ll want to reach out to that client and thank them personally.
*What questions do you always ask new prospects? Share them in the comments section– we’d love to hear from you!*
**Categories:** Practice Management, Sales
---
### [How to create a scalable client onboarding process (and happy customers too!)](https://www.aeroworkflow.com/create-scalable-client-onboarding-process-create-happy-customers/)
**Published:** March 20, 2018
**Author:** Laura Redmond
**Content:**
*The first 90 days of an engagement is a crucial period that can set the tone for your firm’s relationship with the client in the future. Therefore it’s essential that the onboarding process is not left to chance. Be proactive about*[ *creating an onboarding process*](https://www.aeroworkflow.com/client-onboarding-checklist/) *that will start every new engagement off on the right foot.*
### Why client onboarding is important
Client onboarding goes beyond the simple mechanics of gathering information and setting up clients with the[ software tools your firm uses to deliver services](https://www.aeroworkflow.com/tools-for-profitable-cas/). It is your opportunity to set expectations for how you and your client will work together to achieve business goals. A great onboarding experience leads to happy customers, and happy customers can directly benefit your bottom line.[ Research shows](http://www.bain.com/Images/BB_Prescription_cutting_costs.pdf) that a 5% increase in customer retention produces more than a 25% increase in profit.
### Make sure that your services are clearly defined
Setting expectations is a key component of the client onboarding process, so you must be able to[ clearly communicate your service menu](https://www.aeroworkflow.com/fresh-look-accounting-workflow/). You will have already done some of this as[ part of the sales process](https://www.aeroworkflow.com/profitable-value-pricing/), but the onboarding process gives you an excellent opportunity to revisit it. You don’t need to give the client copies of your[ detailed procedures](https://www.aeroworkflow.com/how-to-write-a-great-procedure/), but do make sure that they understand the frequency, location (i.e., whether it’s completed on-site or off-site), the exact deliverables related to each service, and the maximum work provided, if applicable.
### Assign a dedicated contact in the onboarding process
Some firms have a dedicated onboarding team or specialist. If your firm doesn’t have the resources for a full-time onboarding function, at least make sure to designate someone at your firm to be the client’s dedicated contact during their transition. Key responsibilities for this person should include:
- setting and communicating timelines and expectations for the onboarding process
- gathering necessary client information and tracking down any missing information
- assisting the client with app setup and training
- smoothing the path from sales to the dedicated accounting/bookkeeping team
### Make sure your onboarding process covers all stages of client onboarding
As you develop your onboarding plan, make sure you have covered every aspect of the onboarding process. It starts when a client signs the engagement letter (by sending a welcome email letting them know what to expect in the onboarding process), on to gathering client information (make yourself a checklist so you don’t forget anything – or use the one from Aero’s Library), setting up apps and training, to a client kickoff meeting, sending a welcome package, and finally transitioning to the permanent accounting or bookkeeping team. Each stage of this process must be completed fully and correctly, to make sure you have procedures and checklists ready for your team. Aero users can grab the onboarding checklists from our library, or you can use[ this awesome guide to build your own](https://www.aeroworkflow.com/client-onboarding-checklist/).
[Download the client onboarding guide now!](https://www.aeroworkflow.com/client-onboarding-checklist/)
**Categories:** Client Support
---
### [Fixed Fee, Value Pricing, Hourly Billing - what is the right strategy for your firm?](https://www.aeroworkflow.com/fixed-fee-value-pricing-hourly-billing/)
**Published:** March 10, 2020
**Author:** Victoria Cameron
**Content:**
*As we help new Aero Workflow customers set up their accounts, we always have a discussion about how they price their services so we can help them maximize the value of Aero’s reporting. It’s always a long discussion because “Fixed-fee” and “Value Pricing” can mean different things to different people. Based on our discussions with thousands of accounting and bookkeeping firms over the last five years, we’ve come up with definitions for a variety of pricing strategies and some pros and cons of each one.*
## Hourly Billing
Hourly billing is the simplest pricing method. The firm charges customers an hourly rate for its services. It states its rate upfront and then bills customers after the work is done for the number of hours spent on the work.
The most obvious “pro” of hourly billing is that it’s easy to implement: a firm calculates its hourly cost, adds the desired profit margin and arrives at a billing rate. This allows the firm to guarantee a minimum margin. It also makes it easy for the firm to calculate metrics like income per partner or job costing by team member.
However, there are some downsides to billing by the hour. An increase in efficiency necessarily means less income (although that is sometimes offset by a higher margin). Accurate time-tracking is essential but can become burdensome without the right software tools. Because customers cannot be billed until after the work is performed, the firm is vulnerable to write-downs or write-offs. Clients don’t like surprises and will often balk when the bill is for more time than “it should have taken.” Perhaps the biggest downside to hourly billing is that it limits the firm’s income to the number of hours the owner and staff are able to work.
## Fixed-Fee Pricing
Fixed-fee pricing is when the firm prices its services at a fixed rate regardless of the amount of time spent on the work. [Services are often bundled together](https://www.aeroworkflow.com/guide-to-defining-packaging-services/) into ‘packages’ that allow a customer to choose a service level and price that works for them. Firms price their services based on internal metrics and perhaps market research, rather than the time it takes to perform a service. Fixed-fee services can be billed before or after the services are delivered and can be one-time fees or regularly recurring. Fixed-fee pricing sometimes means that the firm charges all customers the same amount and may even post prices on their website.
Charging clients on a fixed fee basis rewards a firm for increases in efficiency by improving margin without changing income. Because the amount of time spent on work is transparent to the customer, increases in efficiency are seen as value-added rather than ‘gouging’ (wow – I’m paying the same amount as before, but now my monthly reporting is ready 10 days earlier!). If the firm bills its clients before the work is performed, fixed-fee pricing can [eliminate Accounts Receivable](https://www.aeroworkflow.com/eliminating-accounts-receivable/) with all its associated headaches. And clients love the certainty of knowing ahead of time how much services will cost.
The big downside to fixed-fee pricing is that the firm’s income is fixed, but costs may not be. Poorly priced services or a lack of cost control (the dreaded scope creep) can result in a decrease in profits. Systems like Aero are designed to help firms manage fixed-fee services, but the firm has to be aware of the pitfalls to prevent problems.
## Value Pricing
[Wikipedia](https://en.wikipedia.org/wiki/Value-based_pricing) defines value pricing as *“a pricing strategy which sets prices primarily, but not exclusively, according to the perceived or estimated value of a product or service to the customer rather than according to the cost of the product or historical prices.”* The price of the services is negotiated ahead of time. Value priced services can be billed before or after the services are delivered.
The upside of value pricing is that there’s potential for greatly increased income. If a firm is offering services that are highly valued by its customers, it can really increase profits with value pricing. If a fixed price is agreed upon, value pricing can offer the same benefits as fixed-fee pricing: efficiency is rewarded, AR can be eliminated, and clients like the price certainty.
There are downsides to value pricing as well. Cost overruns can reduce or eliminate profits. Communicating the value of their services can be a challenge for firms that don’t have a lot of expertise in sales. And figuring out how to arrive at a price that reflects the value to the customer can seem a little like crystal-ball gazing.
*Multiple pricing strategies might be best for your firm*
Very rarely do we run across a firm that follows one pricing strategy 100% of the time. Firms generally utilize two or more strategies, depending on the situation. A firm that is generally fixed-fee may charge by the hour for some services (most often for services like catch-up, clean-up, and GL conversions). Firms that charge by the hour often use value pricing to set their rates. For example, a firm may charge $50 an hour for monthly bookkeeping services but $200 an hour for CFO services. The same person might be performing the work, but the value to the client differs, so they can charge more for the CFO services. Or a firm that usually charges based on fixed-fee packages might value price special consulting projects and charge by the hour for training.
*What is your pricing strategy? Share it in the comments, we’d love to hear about it!*
**Categories:** Practice Management, Pricing Models
---
### [Cloud Bookkeeping: Running a Virtual Firm](https://www.aeroworkflow.com/cloud-bookkeeping-running-a-virtual-firm/)
**Published:** January 16, 2020
**Author:** Laura Redmond
**Content:**
*Founded in Silicon Valley in 2005, our CAS firm migrated to [cloud-based apps](https://www.aeroworkflow.com/tools-for-profitable-cas/) in 2011. Collaboration between our firm and clients improved and staff location (office vs home office) became less and less of a factor. Soon we were operating as a 100% virtual firm. Running a virtual firm allows you to reduce the overhead associated with facilities and infrastructure, expand your talent pool, [maximize productivity](https://youtu.be/oiUyyZPIHyY), optimize time by cutting out commutes, and improve quality of life for staff. If you’re considering transitioning your CAS firm to a virtual one, pay attention to a few key areas.*
## What is a Virtual Firm?
Some brick and mortar CAS firms have remote staff or allow on-site staff to work remotely at times. A virtual CAS firm has a distributed workforce with no central office location for staff or clients. All communication, meetings, and work are done in the cloud.
## Hiring the Right Staff is Key to Running a Virtual Firm
How you find, interview, hire, and train your staff is the foundation of how successful you will be in running a virtual accounting or bookkeeping firm. Not everyone is suited to work remotely. Our staff must be tech-enthusiasts, self-disciplined, and willing to work alone for long stretches of the day.
Selecting the wrong person is a momentous waste of everyone’s time and energy. Our firm runs by a core set of defined values that are integral to every decision we make, most importantly hiring. I’ve spoken to other virtual firm owners who have similar screening practices. Good communication skills are essential, so poorly written resumés and applications are disqualified. We ask applicants to fill out a questionnaire so we can gauge their accounting knowledge level and look for familiarity with our tech stack (certifications are a plus). Ability to follow instructions and also add value scores big. We ask applicants about their infrastructure to work remotely. High-speed internet is a must. We also determine whether the applicant’s availability matches the position we are hiring for as related to days and hours.
Once we’ve winnowed down the applicant pool we start the interview process. This process dives deeper into our key topics, some of which we skim for during screening. We interview candidates in several on-camera web meetings. The very act of joining the meeting tests technical ability. People who can’t figure out our online meeting software are not good candidates! We also like to see their office space, making sure they have a place to work without distractions. Each interview seeks to uncover the applicant’s experience, accounting expertise, technical strength, and critical thinking skills.
As soon as we’ve extended an offer and it’s been accepted, we are prepared with tasks for our new hire’s first day on the job. In a virtual office, employee onboarding must be deliberate and intentional. Your new employee will be on the clock doing nothing if you don’t have a detailed plan for them from the start. Showing them around the office and introducing them to their colleagues looks very different than it used to. The very first thing a new hire does in our firm is to complete the [Aero Certification training](http://www.aerocertify.me/), and then we use Aero to queue up all their other training tasks.
## Good Communication is Essential
Although my staff and I are all in different parts of the United States, we are able to communicate effectively using apps like Google Hangouts and Zoom meetings. Hangouts is especially helpful in communicating between team members in different time zones, known as asynchronous communication. Many virtual firms use Slack for the same purpose.
In addition to the constant messaging through Hangouts, we have weekly staff meetings where we go over client work and discuss any problems or roadblocks and weekly one-on-ones between supervisors and staff. Online real-time meetings are essential in keeping in touch with each other and making sure that staff feel connected to the team as a whole. Cameras are optional on most of our meetings, but it’s good to do sometimes to help people stay attentive and foster team cohesiveness.
## Fostering a Firm Culture
Online meetings are essential to the success of every virtual firm and they are also a way to foster firm culture. We run our meetings using the very effective [EOS](https://www.eai.vision/) Level10 format. All meetings start with a segue of non-work-related chat. Without a ‘water cooler’ for personal chit-chat, teams need a way to get to know each other and develop relationships. In addition, some firms I know have special Slack channels devoted to personal chat. We’ve never found that to be a waste of time spent.
Most virtual firms also find a way to meet in person on a regular basis. Whether it’s monthly, quarterly, or even annually, meeting occasionally in person is an essential element in fostering team culture. We’ve gotten together in smaller groups for client tours and quarterly leadership meetings and as a whole firm at accounting tech conferences.
## Aero Workflow is the Foundation of our Virtual Firm
In order to function with a remote team, you [must have a system in place](https://www.aeroworkflow.com/accounting-workflow-definition/) that tells them every day what client work needs to be done. I might not be awake when a team member on the East coast starts work. They need to be able to see what work is assigned to them, have access to resources to get the work done and be given the correct process for performing the client’s work consistently and accurately. Aero Workflow is the central platform that brings together task management, client procedures, and other resources needed to finish client work. It also provides me with visibility into the status of client work – especially handy when the person performing that work is done for the day and I need a status update.
## Becoming a Virtual Firm
If you’re interested in becoming a virtual firm, but don’t know where to start, try picking just one component of a virtual firm that will help get you there. One firm I know started by [going 100% paperless](https://www.aeroworkflow.com/the-path-to-a-paperless-practice/). Another started by hiring their first remote staff. Another firm transitioned an existing employee to a remote worker in order to not lose that valuable team member who was moving out of state.
*If you run a virtual firm, what steps did you take to get there? What are your keys to running it successfully? Let us know in the comments!*
**Categories:** Practice Management, Productivity
---
### [QuickBooks Connect 2019](https://www.aeroworkflow.com/quickbooks-connect-2019/)
**Published:** December 3, 2019
**Author:** Sarah Sivesind
**Content:**
Aero Workflow enjoyed exhibiting this month at QuickBooks Connect’s 6th annual conference for small business leaders, accounting professionals, and solution providers in San Jose, CA. We relish the opportunity to talk to and connect with so many of our Aero tribe who were there this year.
Our co-founder, Laura Redmond, took the stage for the “Power Panel on Advisory Services”, as a workshop facilitator for “Automate Your Client Onboarding,” and for a session called “The DNA of a CAS Firm”.
In her DNA session, Laura took attendees behind the scenes to share her firm’s methods for running a modern CAS practice. In a world of change, accounting professionals are looking for the “how”. How to communicate? How to collaborate? How to leverage technology? Laura shared her firm’s journey through the maze of accounting technology and their roadmap for success, including apps and processes her firm uses to provide clients with world-class service – from the firm’s organizational structure to successful solutions for marketing, sales, onboarding, service delivery, and support.
If you missed it, [you can watch a recording of the session](https://www.cpaacademy.org/self_study_show/a0D2S00000fguk6UAA) (and get CPE credit while you’re at it).
Several topics generated a particular amount of interest: Redmond Accounting Inc’s implementation of EOS® (Entrepreneurial Operating System), the firm’s process flowchart, the accounting department cost calculator, and Redmond’s client onboarding process.
EOS® helps businesses clarify, simplify and achieve their vision. The proven tools guide leadership teams to get everyone in the organization crystal clear about the vision and roadmap, create traction by ensuring that all activities are geared towards the realization of the vision and become a more cohesive, functional, healthy company.
In addition to EOS®, Laura talked about the [importance of written procedures](https://www.aeroworkflow.com/why-document-procedures/), various tools that her firm uses for marketing and sales, checklists of each step in their [client onboarding process](https://www.aeroworkflow.com/client-onboarding-checklist/), and the specific apps the firm uses for client service delivery and support.
*Laura has partnered with her COO, Sharon Means, and their EOS® implementor, Scott Soucy, who is a fellow ProAdvisor and Intuit Council alum, to launch the [Entrepreneurial Advisory Insitute](https://www.eai.vision/). This venture encapsulates their knowledge and experience running CAS firms to provide entrepreneurs and their advisors:*
- *A formal and certified EOS® (Entrepreneurial Operating System) program, singularly unique as offered by accounting professionals*
- *Additional guidance and assistance with individual EOS® tools to further support the strategic execution of EOS® in the firm*
- *Successful solutions for building business processes including marketing and sales, workflow management, process advisory, and customization.*
*Partnering with the Entrepreneurial Advisory Institue to implement EOS® allows you to leverage the expert training and experience of professionals seasoned in both EOS® and CAS to help you manifest your vision.*
**Categories:** Practice Management, QuickBooks Online
---
### [Creating a new QBO account without a Chart of Accounts](https://www.aeroworkflow.com/creating-a-new-qbo-account-without-a-chart-of-accounts/)
**Published:** January 7, 2019
**Author:** Laura Redmond
**Content:**
*When you create a new QuickBooks Online account for one of your customers, Intuit helpfully populates it with a full Chart of Accounts. Which is probably really nice in a lot of situations, but most bookkeepers and accountants would rather set up their client’s chart of accounts themselves. So I thought I’d share the (sort of) secret back door to creating a new QuickBooks Online account without a chart of accounts.*
1. Start by creating a new QBO account the way you normally do. Then open that new QBO account. *Hint: if you want to get rid of the setup wizard that appears, check the “I’ve been using QuickBooks Desktop and want to bring in my data.” box – even if it’s not true.*
2. Once you’re on the dashboard of the new QBO account, click into the browser bar and delete everything after the word “app.” Replace it with **/purgecompany** and hit return.
3. On the next screen, you’ll see a message asking if you’re sure you want to do this. Type “**YES**” in the little box in the lower right corner and click **OK**.
4. On the next screen choose a type of business from the drop-down. This is required, but it doesn’t really matter what you choose in #1 because in #2 you will choose “Create an empty chart of accounts.” Then click the **Wipe Data** button.
5. The Chart of Accounts will now be (almost) empty; there is no way to get rid of (or make Inactive) those last five default accounts. You’re all set to import your own Chart of Accounts – but that is a different blog article!
**Categories:** Apps, QuickBooks Online
---
### [Cookies, Cache, Chrome, and Cloud Accounting](https://www.aeroworkflow.com/cookies-cache-chrome-and-cloud-accounting/)
**Published:** December 10, 2018
**Author:** Victoria Cameron
**Content:**
*Cookies and Cache are two tools used by websites and SaaS software to manage a user’s online experience. As we move more and more of our accounting and bookkeeping work into the cloud, knowing how to manage these tools becomes important.*
## Cookies
Ever visit a website and then see ads for that website on every other website you visit for the next two weeks? You can thank the magic of cookies. On the other hand, the fact that you can stay logged into to your favorite SaaS app is *also* due to the magic of cookies. Cookies contain a small bit of information stored in your browser memory and allow sites to remember your login information and browsing preferences.
You can set your browser to not accept any cookies, but not all cookies are bad – most are benign or even helpful. Cookies are how sites like Facebook remember you every time you visit so that you don’t have to log in and your bank to remember your computer as “safe.” The really creepy ones that can make it seem as though someone is following you around the web are called 3rd party cookies. Chrome has a setting that allows you to block “3rd party” cookies, which seems like a good idea – until you realize that Chrome sees things like embedded YouTube videos as 3rd party cookies. So what is a savvy Cloud Accountant supposed to do?
Whatever you do, do not simply delete all your cookies (no matter what the support agent on live chat is telling you), If a particular site is following you around the internet or you are having trouble with one of your SaaS apps, simply delete the cookies associated with that site or app. There is plenty of information on how to do that on the internet, or you can [follow these instructions in the Aero Knowledge Base](https://aeroworkflow.zendesk.com/hc/en-us/articles/360011611513-Clearing-selected-cookies-in-Chrome).
## Cache
If you look up a definition of *cache* you’ll find that it’s “*to store away in hiding or for future use”.* And that’s a pretty accurate description of what your browser is doing. Chrome knows that the slowest part of cloud accounting is most likely not your computer or the app you’re using, but your connection to the internet. So to help speed things along it stores images and other bits of data it might need to load again on your computer’s hard drive. It’s a very handy tool.
However, browser caching isn’t perfect. Sometimes it gets confused and loads an old image instead of a new one. Or keeps loading the same error message when there is no longer an error. When you are having trouble with a website or SaaS app, often one of the first things tech support will tell you to do is “clear your cache.” There really isn’t much downside to doing that, other than you might notice some of your favorite websites or apps loading a little more slowly. The only thing you need to do is find it (it’s in hiding, remember), but there are thousands of blogs out there telling you how to do that – or you can [follow these directions in the Aero Knowledge Base](https://aeroworkflow.zendesk.com/hc/en-us/articles/115001512293).
## Chrome
You’ll notice that I only talk about Chrome here. Although all browsers allow you to manage your cookies and cache, cloud accountants should make Chrome their default browser. I did a quick (and unscientific) survey of some of the most popular apps in cloud accounting and found that every single one of them (including Aero) recommend using Chrome. There are multiple reasons for this, including: the fact that it is the most popular browser out there, it is designed specifically to be compatible with SaaS apps, it is the most secure browser, and it does the best job of helping a user manage their cookies and their cache.
**Categories:** Apps
---
### [Growing your firm (without spinning out of control)](https://www.aeroworkflow.com/growing-your-firm-without-spinning-out-of-control/)
**Published:** June 15, 2018
**Author:** Laura Redmond
**Content:**
*Firms often struggle with how exactly they can take on new clients and expand their client service offerings without descending into chaos. But it is possible to scale your firm without losing control, as long as you follow a few simple steps.*
### Take control of your firm
The first (and most important) step is to take ownership of running your firm. If you own your firm, don’t let clients dictate how things are done– that is a road to chaos. Of course, they will have input, but being the boss starts with you mentally putting your hands on your hips and telling the world “This is how we do things here!” That means that you [define what services](https://www.aeroworkflow.com/accounting-workflow-define-services/) you will provide, what tools you will use to perform them and how you will perform those services – step by step.
### Make sure you have to right tools for growth
Examine your processes to [determine what tools](https://www.aeroworkflow.com/tools-for-profitable-cas/) you need and then find the best one for the job. Build your technology stack deliberately, making sure that each tool you add to your toolbag meets your requirements. Look for apps that provide connectivity and eliminate duplicate data-entry. Cloud-based apps allow collaboration between people who are not in the same building and free flow of data.
### Clearly communicate on every level
[Clearly communicate to clients what services you provide](https://www.aeroworkflow.com/profitable-value-pricing/) and then have the confidence to pass on engagements that won’t be a good fit. By setting expectations at the outset, the firm begins the client relationship on the right foot. Clearly communicate with your staff what services to provide for each client and how to perform them.
You control the services you offer. You control the packages sold. You control the price. You control how the work is performed. You control the profit. A firm that has its knowledge capital defined and its sales and service delivery systems in place is poised and ready for growth.
**Categories:** Practice Management, Sales
---
### [10 ways to be more productive with Zapier + Aero](https://www.aeroworkflow.com/be-more-productive-with-zapier-aero-workflow/)
**Published:** April 4, 2018
**Author:** Sarah Sivesind
**Content:**
## What is Zapier?
For those of you who haven’t [heard about Zapier](https://zapier.com/learn/getting-started-guide/what-is-zapier/), it’s a productivity tool that helps you to connect over 1,000 cloud apps with each other by setting up automated workflows called *Zaps*. Each Zap has a trigger (when *this* happens in *this* app) and an action (do *that* in *that* app). Still confused? We’ve listed ten different ways that Zapier + Aero can help you streamline your accounting workflow and automate the information flow between your cloud apps.
## Creating new contacts in Aero
Aero’s sync with [Gmail](https://aeroworkflow.zendesk.com/hc/en-us/articles/115001982613-How-the-Aero-Gmail-sync-works) and [Office 365](https://aeroworkflow.zendesk.com/hc/en-us/articles/115001982773-How-the-Aero-Office-365-integration-works) filters incoming emails and only imports emails from people who are contacts in Aero. Which means it’s important to keep your Aero contact up-to-date. Which means a lot of copying and pasting as you add new contacts. Or you can use Zapier to automate to process.
## Coordinating your calendars
Aero offers a Google calendar integration already, but not everyone wants the whole thing to sync – or maybe they want to use the Office 365 integration but also add appointments to Aero from a Google calendar. Or maybe you have multiple different calendars on different platforms (like both Google and Office 365) and you want to have everything feed into Aero. You can make a Zap for that.
## Adding New Customers to Aero
A new customer might be created in any one of several different cloud apps, but you need to get them into Aero so you can manage their service delivery. Maybe you have new clients fill out a Google form or sign an engagement letter in Practice Ignition. Rather than copying and pasting the client information, have Zapier create a new company for you.
## Creating new tasks in Aero
Aero helps you manage all of your recurring client work so that nothing slips through the cracks. It’s also designed to handle all those “one-off” tasks– work generated by client requests or other one-time events. Often, those one-time tasks originate in another app: a Slack message or a Google form being submitted. You can use Zapier to make an event in one app automatically create a task in Aero.
How do you use Zapier to increase your productivity? Let us know in the comment!
**Categories:** Aero User Tips, Apps, Productivity
---
### [6 Keys to successfully implementing new apps](https://www.aeroworkflow.com/6-keys-successfully-implementing-new-apps/)
**Published:** February 15, 2018
**Author:** Laura Redmond
**Content:**
*You’ve gone to conferences, talked to colleagues, read the industry blogs, and done multiple Google searches. You’ve [picked an app](https://www.aeroworkflow.com/tools-for-profitable-cas/) that is going to revolutionize your client service delivery or how your firm does business. Now it’s time to face the sometimes messy process of implementing your new solution. After going through this process countless times in my own firm and talking to our Aero support team, I’ve outlined six key things to consider when implementing a new app.*
### 1. Make sure you involve your team in the search
Of course, you will have the final word, but it makes good sense to get buy-in from the people who will be using an app on a day-to-day basis. Before embarking on your search, find out what your team would like to have and why. Then look for solutions that will give them what they want. Show your team the advantages of the new app you select. If the new system satisfies your team there is an increased likelihood that the new app will be welcomed with open arms.
### 2. Give yourself enough time to implement it
It’s really tempting to look for and implement new software when your need is strongest. But choosing, configuring, and learning to use a new 1099-Misc software on January 29 can add an extra layer of stress that you probably don’t need. Unless your current system is broken beyond repair, it may be better to muddle through with what you have. Then when you have more time, you can be deliberate about choosing and implementing that new system. Just don’t let it slide until the next busy period rolls around!
### 3. Educate yourself and your team
A good SaaS app will have a lot of training and support resources available to teach you and your team how to use it. Some even have [certification programs](https://www.aerocertify.me/). Take advantage of those resources and make sure that you learn how your new app works. Otherwise, you may miss out on great features and waste time stumbling around ‘figuring it out’. Trust me, investing time in training to start with is going to save you double that time in the long run. Plus, when you get certified in an app, this demonstrates to clients that you are an expert, gives you a badge to market your expertise on your website or business cards. Some apps even have referral partner programs that list their certified experts on their website and drive business to you.
### 4. Leave your old workarounds behind
Once you’ve implemented the new app, make sure that tasks associated with the old system don’t hang on. Maybe you used to update a spreadsheet every month in order to provide all of the information the business needed because the old reporting system didn’t give you enough visibility. Does your new app give you the ability to create a report with all of the information you need? Then you can stop wasting time updating your spreadsheet. The spreadsheet wasn’t the goal, the information was. Take advantage of what your new app has to offer. Configure it to automate and replace manual processes.
### 5. Use the app the way it’s supposed to be used
Whatever you do, do not try to make an app do something it was not designed for. Trying to smash that square peg into a round hole will lead to frustration– for you, your team, and the support team that you contact trying to make an apple taste like an orange. If you’re continually trying to make an app do something it can’t, then you need to step back and ask yourself three questions:
1. Have I taken advantage of the training so that I understand how the app works?
2. Am I trying to make this app work exactly like my old system (full of workarounds and inefficiencies)?
3. Is this app really right for us?
### 6. Make sure you really need the app
I know this may sound funny coming from the creator of a SaaS app, but before you implement new software in your firm, make sure you really need it. Implementing new software takes work and extra resources– and can be disruptive as everyone gets used to the new system. So [study your processes carefully](https://www.aeroworkflow.com/process-improvement-cycle/), look for areas where automation would mean improvements, and carefully choose the right tool for the job. Whatever you do, don’t simply onboard a new app just because it’s a shiny new thing.
**Categories:** Apps
---
### [The Process Improvement Cycle](https://www.aeroworkflow.com/process-improvement-cycle/)
**Published:** January 10, 2018
**Author:** Laura Redmond
**Content:**
*Process improvement involves a continuous cycle of identifying, analyzing, and improving business processes. There are entire libraries full of writings on process improvement – and a lot of consulting dollars spent on it. But you don’t have to be a Six Sigma Black Belt to understand the basics and start improving the processes in your firm.*
### Document
I talk a lot about how [documenting your processes](https://www.aeroworkflow.com/how-to-write-a-great-procedure/) is the heart of a workflow system like Aero, but it is also the crucial first step in process improvement. If you want to improve your firm’s efficiency and profitability, you need to start with an accurate picture of how your firm delivers its services now.
For this step, don’t make a list of what you *think* the process should be. Have the people who are *actually performing* the tasks document exactly what they are doing– and record how long it’s taking them to do it. Keep in mind the ‘exactly’ part. You don’t want a process that looks like: “1. Process Payroll, 2. Notify Client” What you’re looking for includes every single step of the process, including logging into an app, communication with the client, and accessing resources. If you have multiple people performing the same task, have them each document their own process – there are bound to be differences.
Having your staff document their processes is the best way to get an accurate picture of your business processes, but it is also a great way to get their buy-in for the improvement process. Human beings naturally resist change, so making your staff part of the changes rather than introducing it ‘from on high’ will go a long way towards making them change agents.
### Analyze
Once you have accurate documentation of current processes, the next step is to analyze them. Try to look at processes as though it’s the first time you’ve seen them– as if you’re new to the firm. Maybe your team can swap tasks and try to follow each other’s documentation. If your analysis is thorough, you will probably discover two things: that you need to refine your documentation (missing steps, or steps needing better explanations) and you end up asking ‘why’ and ‘how long’ *a lot.*
Look at each process and ask for every part of the process “why are we doing it that way?” Don’t accept answers like “Because we’ve always done it that way.” or “That’s how I was told to do it.” This is also the stage that you want to look for steps that are taking longer than it seems they should.
Again, making this step a team exercise will help ensure that the improved processes are accepted and followed. Of course, during this analysis phase, it’s very important to ask inclusive questions: “why are WE doing it this way?” instead of “why do YOU do it like that?” One will invite your team to become part of the process while the other will make them feel defensive.
### Improve
The final step in the cycle is when you and your team get to step outside of the box and ask “Is there a better way” and “can this be automated?” Start with the low-hanging fruit: making sure resources that your staff needs in order to perform processes are accessible to them. Investigate apps that can automate parts of a process. Remove roadblocks. If one person on the team performs a task faster than everyone else, see if their process can be replicated. At this point, if you’ve involved your team in the entire process, they should be excited about trying new processes and apps to become more efficient.
As your team implements improvements, make sure that you continue to measure how long the processes are taking. Time tracking is the best objective measurement of improvements in efficiency out there. It’s what is going to give you and your team quantifiable evidence that all your hard work is paying off.
**Categories:** Practice Management
---
### [Accounting Workflow and the Sole Proprietor](https://www.aeroworkflow.com/accounting-workflow-sole-proprietor/)
**Published:** December 1, 2016
**Author:** Laura Redmond
**Content:**
When I talk about workflow and the need for a system that helps you define and standardize your services and then organize those services in a way that gives the firm a big picture view, I often hear from solopreneurs “It’s just me- why would I need something like that?” I *know* that a good workflow system will help a firm of any size become more efficient and profitable, but I’m not a solopreneur. So I reached out to a few of [Aero Workflow’s Sole Proprietor](http://www.aeroworkflow.com/pricing/) subscribers to help me explain how a solopreneur can benefit from a workflow system as much and anyone else.
### Sole Proprietors Can’t Miss Deadlines
A need to manage deadlines was probably the first thing everyone mentioned. Unless you have an absolutely foolproof method of organizing your client work, something is going to slip through the cracks– or at least you’re going to spend a lot of time worrying about it. Jody Linick of [Linick Consulting](http://linickconsulting.com/) put it perfectly, *“I was getting tired of writing down all my To Dos on scraps of paper. Thinking about what I had to do the next day, and wondering if tasks were falling through the cracks was keeping me awake at night.“* Regina Moore of [Regina Companies](http://www.reginatotherescue.com/) put it simply, *“As I’ve gotten busier, I’ve become increasingly concerned about overlooking tasks that need to get done.”*
A good workflow system like Aero will allow you to schedule all those recurring client tasks- whether they are daily, weekly, monthly, quarterly, or even annual tasks, as well as any one-time projects. Once you have them set up, you don’t have to worry about missing a quarterly sales tax filing for a client– you know that the task will show up on your list the day it needs to get done. Jody Linick can relax because *“I’m confident that I’m not forgetting to do things on time. This is especially important for me regarding client filing deadlines, including preparation of sales tax returns, payroll data entry, quarterly reports, etc.”*
### Everyone Needs Checklists
I spend a lot of time talking about the need to [document your processes](http://www.aeroworkflow.com/creating-procedures-in-aero/) and create step-by-step checklists. While I always mention the benefits of good documentation for delegation and scalability, solopreneurs benefit from documenting their processes too. Even the very best of us have bad days (after all who’s going to cover for you if you’re sick?), and your checklists will keep you from missing some crucial step. Having documented processes is even more important when it comes to client work that happens only occasionally. Victoria Cameron of [VRC Consulting](http://www.vrcconsult.com/) says, *“As I get older, there’s just too much to keep track of. When tasks need to happen quarterly or once a year, a checklist helps me remember how to do it.”* Jody Linick finds that the documentation helps both her and her clients, “*I … write up for myself a “How To” list of the steps I should take to complete a recurring task. This helps me to remember to complete each step, so I don’t leave something out. Using [Aero Procedures](https://youtu.be/VLGh5xYWqfE), I create customized documentation on the particular needs of each client’s books, stored in the cloud, which I use for myself, but which I could share with the client as needed.”*
Solopreneurs have a need for documentation that goes beyond the everyday running of their firms. In a service business like accounting, knowledge capital is one of the firm’s most valuable assets. And, as an ‘army of one’ all of the firm’s knowledge capital is in your head– unless you’ve taken the time to create proper documentation. All the Aero solopreneurs liked having this backup “just in case.” Victoria Cameron has no intention of ever hiring a second person, but thinks it’s important to know *“what happens to my clients if something happens to me? Besides, I do plan to retire someday, and my business has a value because it’s not all in my head.”* Jody Linick likes that her documentation is there to *“use as a training tool if I ever decide to hire staff or ask a colleague to provide vacation coverage for me.”*
### Organizing Your Sole Proprietorship Resources
Beyond documentation and scheduling, a good workflow system will give you a way to organize all of the resources that are needed to complete the work. It’s crucial for the firm’s efficiency that bits of information, like usernames and passwords or tax ID numbers, are easily available when and where the client work is being done. Solopreneurs have the same organizational challenge as anyone else keeping track of all those little bits in a secure, but easily available location. Victoria Cameron says it’s really important that *“all passwords and other bits are all in the [Aero Vault](https://youtu.be/IXgfekqxOnM). A password manager is not quite enough– for example, I need to have QuickBooks license numbers for my Desktop clients handy. I keep links to individual logins, link to basecamp project, SmartVault links, Cloud9 login information (clients always lose it!), link to a Google Drive folder for less-secure things… Anything I need is going to be right there when I need it.”*
### Seeing the Big Picture
Most people assume that a solopreneur automatically sees the big picture since they always know what’s going on. But it turns out that it’s so easy to get lost in the weeds of day to day client work, that the Big Picture can elude you without a good workflow and practice management system. With all of your work organized in one system, you can easily see your work by day, by week, by month– allowing you to plan ahead and be proactive about managing your time.
A good workflow system is also going to give you information about work that’s been completed. For example, Aero has [built-in time tracking](https://youtu.be/swUP3ferHD8) that provides users with objective data about the firm’s performance. Our solopreneurs find this kind of data just as valuable as bigger firms. Regina Moore says, *“I have been billing mostly on a flat fee, and now I’m excited…to find out how much time I’m actually spending on those clients, and if I’ll need to adjust my fees.”* Victoria Cameron loves knowing how much time is spent each day on email and “*Tracking time on ‘quick questions’ “*
It’s clear to me that, yes, a solopreneur absolutely can benefit from a workflow system. If you’re a solopreneur I’d love to hear what you think!
*A version of this blog originally appeared in [Insightful Accountant](http://www.intuitiveaccountant.com/tax-and-practice-management/why-todays-solopreneurs-need-to-build-a-workflow-system-now/#.WEG4DqIrKV4).*
**Categories:** Aero, Practice Management, Workflow Management
---
### [Top 5 reasons to use QuickBooks Online for your firm](https://www.aeroworkflow.com/top-5-reasons-use-qbo-firm/)
**Published:** November 6, 2017
**Author:** Victoria Cameron
**Content:**
*As an accountant, I’m as reluctant as many of my colleagues to change processes that are working and adopt new software. But here’s why I switched my firm from Quickbooks desktop software to QuickBooks Online several years ago, and why I think more firms should.*
Presented in no particular order – because like my children, they are all my favorite.
### Absence of Software/Hardware/OS compatibility issues
Using cloud-based software like QuickBooks Online means that I no longer have to worry about not being able to open older versions of software with a new operating system, or that upgrading Microsoft Office will mean I can’t open Excel spreadsheets from QuickBooks Desktop. Or that upgrading a QuickBooks file means that I have to update the third party apps I use with it.
### Adequate
As a provider of professional services, the limitations of QuickBooks Online on inventory functionality don’t affect me. The job costing in QuickBooks Online is also much more robust than it is given credit for, and combined with the [job costing information](https://www.aeroworkflow.com/track/) in Aero gives me great information. Yes, the software isn’t as powerful as QuickBooks Enterprise. But I don’t need those features for my firm.
### Anywhere Access
I can log into QuickBooks Online anywhere in the world. With the QuickBooks App for mobile devices, I don’t even have to have a laptop. I can also hire anyone in the world, and they can log into my firm’s books if I choose, without adding an expensive user to a cloud-hosted system.
### Apps
Actually, this may be my favorite. I can add an endless number of third-party apps from [Apps.com](https://apps.intuit.com/) and they all sync, magically, and without installing extra Windows programs that need to be manually synced and updated. Some of the ones I use for my own firm (besides [Aero](https://appcenter.intuit.com/aero%20workflow?locale=en-us), of course!) are [Bill.com](https://appcenter.intuit.com/bill.com), [Expensify](https://appcenter.intuit.com/expensify?locale=en-us), [Method:CRM](https://appcenter.intuit.com/method-crm?locale=en-us), and [LivePlan](https://appcenter.intuit.com/liveplan?locale=en-us).
### Automation
QuickBooks Online is becoming increasingly automated and is a great example of how artificial intelligence is making our lives easier. Below are a couple of examples that really streamline the bookkeeping at our firm, and (why I don’t actually need employees to help with My Books in QuickBooks Online.)
- **Automated Sales Receipts** that automatically deduct my clients’ monthly fees from their bank accounts. Setting these up as recurring templates in QuickBooks Online means the Sales Receipt is created, emailed to the client, their bank account is charged, a deposit is created in QBO, the money appears in my account, and the deposit is automatically matched to the deposit in the Bank Feed. Yes, some of those features are available in the desktop version of QuickBooks, but they aren’t as automatic or connected as in QuickBooks Online.
- **Bank Feeds** – using rules and having the transactions automatically added to QuickBooks Online combined with the fact that the bank and credit card accounts are automatically updated every night, means that I spend much less time processing bank feeds and reconciling than I did in the desktop version.
Using QuickBooks Online makes me feel like I’ve future-proofed my firm. SaaS is the way all applications will be delivered soon, and I like knowing I got on the train early. I want to be going up the hill!
***Bonus reason – Free to accounting firms! Accountants know the value of money.***
Ready to make the move? Read Victoria’s advice on [how to proceed](https://www.aeroworkflow.com/moving-your-firm-to-qbo/).
**Categories:** Apps, Practice Management, QuickBooks Online
---
### [Moving Your Firm to QBO](https://www.aeroworkflow.com/moving-your-firm-to-qbo/)
**Published:** December 19, 2017
**Author:** Victoria Cameron
**Content:**
*In a previous article, I argued that [QuickBooks Online is a good choice for accounting firms](https://www.aeroworkflow.com/top-5-reasons-use-qbo-firm/) since our needs match the QuickBooks Online feature set well. In this article, I lay out some steps for making the actual data transition go smoothly.*
Accounting firms often have years if not decades of data in their QuickBooks file, and that can complicate the conversion to QuickBooks Online. By sending a reduced data set to the cloud, you can cut down on many potential issues. Also, following the steps below will give you a clean, fresh set of data – always a good feeling!
### Healthy Data
The first step to moving your (or really any) file to QuickBooks Online is to make sure that your data file is healthy. Run a Complete Verify. Rebuild if necessary, and then Verify again, until you get the “QuickBooks detects no problems with your data” message. Resort your lists if you had to Rebuild.
### Trim your file
Next, you are going to want to eliminate a lot of the old history in your file. If you are like my firm, you may have 20+ years of clients in your QuickBooks file, many of whom may even no longer be in business. There is no reason to move all that transactional history or even clients to QuickBooks Online when you’ll have an archival copy of QBD to use if you need to. Use the following steps to minimize the amount of data you are transferring to QuickBooks Online:
- Make a Period Copy, using the **File > Utilities** menu.
- Select a cutoff date 3 or even 2 years before, and tell QuickBooks to enter one Summary journal entry, and remove all previous transactional data. Make the election to remove any unused list items when doing this.
- Name the file \[Firm Name\] – QuickBooks Online Transfer (or something like that) to distinguish it from any archival or working QB files.
- Clean up the client list that remains. Do you have duplicates? Remember that QuickBooks Online never deletes anything, just marks it as inactive, so now is the time to get that list cleaned up.
- If you want to preserve information on clients that haven’t worked with your firm in years, but you think might do so in the future, use the Customer Contact List report to export relevant details to Excel (you can add columns to this report to include more data), and then upload that file to your CRM.
### Ready, Set Go
Now you are ready to push the magic button – In your QuickBooks Online Transfer file, go to Company > Export to QuickBooks Online. Make sure to use the login associated with your QuickBooks Online Accountant account to use the free My Books account in QuickBooks Online Accountant and upload the data to the correct account.
### Sorry – you aren’t done yet!
Make sure that you thoroughly review the data and all the company settings. You’ll also need to recreate forms, and re-do any recurring billing. If you are an Aero Workflow customer, we have a template for reviewing the uploaded data for accuracy and redoing the company settings. You can also check out [this Intuit help article here](https://community.intuit.com/articles/1274215-what-to-do-after-completing-an-import-to-quickbooks-online-from-quickbooks-desktop-mac-windows-us).
### Check for duplicate clients
However, There is one little problem with converting an accounting firm that previously has had clients using QuickBooks Online. Intuit has those existing clients listed in your QuickBooks Online Accountant Client Dashboard, but they are also listed as “customers” in your QuickBooks desktop file. When you import the file, QuickBooks will add all the Customers in your file to your QuickBooks Online Accountant client list, and vice versa. So in your list of Clients in the Accountant Dashboard and your Customer list in the My Books account can both have duplicates.
Fortunately, QuickBooks has a built-in way to deal with this issue. In the Tools section of the Gear Icon, there is a function called Resolve Duplicate Clients.
This will help get those cleaned up.
*Note: if you have been using Aero Workflow prior to converting your firm to QuickBooks Online, there is a potential for triplicate(!) clients. Please contact our* [support department](https://aeroworkflow.zendesk.com/hc/en-us/requests/new) before *connecting your Aero account to your QuickBooks Online account.*
**Categories:** Practice Management, QuickBooks Online
---
### [Aero User Story - Schulte and Schulte](https://www.aeroworkflow.com/aero-user-story-schulte-and-schulte/)
**Published:** December 11, 2017
**Author:** Sarah Sivesind
**Content:**
*[Schulte and Schulte](http://www.schulteandschulte.com/) is a bookkeeping firm specializing in construction and contracting firms. They use a suite of cloud apps, centered around [QuickBooks Online](https://quickbooks.intuit.com/online/), [Knowify](https://www.knowify.com/), [ClockShark](https://www.clockshark.com/), [T-Sheets](https://www.tsheets.com/), [HubDoc](https://www.hubdoc.com/), and Aero Workflow to streamline their clients’ bookkeeping and give them valuable insight into their finances. We recently sat down with Tonya Schulte to chat about how their firm is changing as it grows and how Aero has helped them manage that growth.*
A year ago, Schulte and Schulte had grown to the point where they needed to bring on their first new hire. That was when Tonya realized that she was going to need a more formalized system of managing their workflow. “I was used to sitting down every morning, looking at my calendar and my to-do list, and figuring out what I needed to get done every day. I tried just continuing that – meeting with my employee every morning and going over what needed to get done that day. It just didn’t work.” Her staff person got frustrated at his inability to see his schedule ahead of time. And Tonya had no way of knowing what was completed without interrupting her bookkeeper to get status updates.
A year later, those morning meetings are a distant memory. And it’s a good thing too: her team has grown from one part-time person to what will soon be 2 full-time and 2 part-time people. Client tasks are scheduled and assigned so that everyone simply logs into Aero to see what they need to do each day. And Tonya knows exactly what’s been completed, without having to track down and grill team members. “I can have a meeting with a client and go over all the work we’ve done for them. It’s so easy to see comments the bookkeeper made and relay any important information to the client.” The only preparation Tonya needs to do for a client meeting is run a Completed Aeros report and she has everything she needs.
Tonya feels “more organized and under control than I did a year ago.” She has her firm’s procedures in place and recurring client work is all scheduled. “It actually took me a little while to [get my procedures written](https://www.aeroworkflow.com/how-to-write-a-great-procedure/). I had this feeling that I had to be responsible for writing everything for our firm.” Then a couple of months into using Aero, Tonya took a good look at the Aero Library and realized that there was a huge amount of content they could use. “That was one of those ‘Ah-ha’ moments. Of course, there were procedures we had to write for stuff we do our way. But we didn’t have to write a Close Period procedure for each of our clients. We were able to take the Close Period template from the Library and tweak it a little for each client. That really helped us get everything done.”
The insights gained from Aero has helped Schulte and Schulte refine their business practices. “The way we price works like this: we give prospects a set price for a 5-hour ‘peak under the hood’. Then there’s a price to get everything cleaned up and all the apps up and running, And finally a monthly price for all the recurring work.” They had a policy that if the prospect accepted their proposal, the cost of the ‘peak under the hood’ would be credited to the onboarding fee. However, Aero showed them that the 5-hour evaluation was usually 8 hours or more. And that the ‘peak under the hood’ frequently morphed into something else entirely. So, they no longer offer to credit the client the evaluation fee. Their evaluation gives the client valuable insight into their finances, so they feel perfectly comfortable charging for it.
The scalability offered by Aero is allowing Tonya to hand off all the daily client tasks and concentrate on growing and expanding the firm. “Starting in January, I’ll be reassigning all of my bookkeeping Aeros to my soon-to-be full-time bookkeeper so I can concentrate on the bigger picture and other client services. It’s so great knowing that my bookkeeper will be able to take on all that work smoothly because the steps and procedures are all outlined in Aero for her.” She’s able to step away from the day-to-day firm activities confident that client work will be done right and on time.
Tonya plans on doing more consulting and training in the coming year. Given all that Schulte and Schulte has accomplished so far, we’re sure that she’ll be hugely successful! And Aero will be there with her, every step along the way.
**Categories:** Aero, Practice Management
---
### [Maintaining your Procedures](https://www.aeroworkflow.com/maintaining-your-procedures/)
**Published:** December 4, 2017
**Author:** Laura Redmond
**Content:**
*[Documenting your firm’s procedures](https://www.aeroworkflow.com/how-to-write-a-great-procedure/) is a big job – and one [you don’t want to ignore](https://www.aeroworkflow.com/why-document-procedures/). And, much as I hate to be the bearer of bad news, you can’t just write them and forget about them. There are few certainties in running a firm, but one is that things are going to change. So your procedures need to be able to adapt to a world that is constantly on the move. When you’re developing your procedure maintenance system, consider how you will handle changes generated by three different aspects of your firm: your tools, your staff, and your clients.*
### Maintaining procedures involving your tools
The advent of cloud accounting is revolutionizing our industry, changing the way we provide services to our clients. At the same time, it presents a significant challenge to us in keeping on top of the latest technology. If you are deliberate about [selecting the tools you use](https://www.aeroworkflow.com/tools-for-profitable-cas/), you will have a defined set of apps you need to stay on top of – but even that presents a challenge.
You need to have a plan in place for dealing with how changes and new features to your suite of tools affect your current procedures. Does a new feature eliminate the need for that workaround you carefully documented? Are the screenshots you took six months ago no longer accurate? Is that particular set of services now being handled with a different app?
There is no one method for staying on top of these changes. In my firm, we take turns being ‘gurus’ for the apps we use. The app guru is responsible for staying on top of all changes and new features and communicating that to the rest of the team – including keeping procedures up to date. We rotate guru spots every six months which provides cross-training for my firm and enhances professional development for my team. Other possible systems might be scheduling a regular “checkup” of your procedures to make sure they are accurate or training your staff to notify you when they notice new features in an app.
### How your staff fits into procedure maintenance
Clear communication with your team is essential in keeping the firm’s procedures up to date. The staff should be aware that one of the reasons to have procedures in the first place is for consistency and scalability, so deviations from the standard procedure should not be undertaken lightly. This is especially true if clients pay a fixed amount for your services. If you’ve priced your services based on a set of predefined process, deviations could end up eating into your margins.
At the same time, you want to encourage your staff to look for ways to improve current processes. Again, communication is key here. Encourage your staff to look for better ways to perform their tasks, but have a process in place for how changes are incorporated into your documented procedures. Can they update procedures directly without any review? Or do they need to contact you or another manager with suggested changes?
### Maintaining client-specific procedures
Every firm has at least a few procedures that are specific to one client. You should make sure you have a system for keeping these procedures up-to-date as well. Just as your firm is constantly changing and growing, your clients are too. Sometimes procedures simply need to be updated with new client contact information or some other simple update. But sometimes changes are generated by significant alterations in the client’s organization or by the client requesting a change in the process.
No matter what the change is, your team needs to know how to handle it.Again, if you’ve set a price for your services based on one set of circumstances, a change in those circumstances could affect your profitability. Your staff should be aware that deviations from written procedures are red-flags and should not be allowed without question. It’s easiest to use the same system to review changes caused by clients as for changes generated by team members. But whatever system you decide to use, make sure that everyone understands how to handle them.
Whatever system you decide on to keep your procedures up to date, make sure that it is clearly communicated to your entire firm. Change should be expected and even encouraged – service firms keeping pace with technology and best practices will want to update procedures commensurately.
**Categories:** Client Support, Practice Management, Workflow Management
---
### [Handling Source Documents - Keeping it Straight](https://www.aeroworkflow.com/handling-source-documents/)
**Published:** October 23, 2017
**Author:** Laura Redmond
**Content:**
The foundation of a [good workflow system](https://www.aeroworkflow.com/accounting-workflow-definition/) is making sure the resources needed by your staff to perform their work are in a secure but central location. In an accounting practice, part of your resource planning must be having a plan in place to deal with the flow of source documents – how to intake, store and access them.
### Make sure your clients know their responsibilities
At the outset of an engagement, it’s crucial to be clear with the client what their responsibility is in getting their documents to the firm. Can they give you paper statements and shoeboxes full of receipts? Are they required to scan documentation and upload it to their client portal? Can they attach receipts to transactions themselves or do they need to [scan them and send them to you](https://shop.usa.canon.com/shop/en/catalog/high-speed-document-scanners)?\* Do you have recommended (or required) apps for the client to use to help them get their source documents into the proper place? Make sure that you are just as clear on what happens when they fail to do their part. Without the proper resources, the firm can’t complete the work on time which can mean missed deadlines or extra “rush” fees.
### Train your staff on the proper handling of source documents
It’s equally important to be [clear with your staff](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) on the proper handling of source documents. This is where having a good workflow system in place is crucial. It should specify exactly how documents are to be received from the client and when– and what to do when they aren’t. Additionally, you can use your workflow system to let staff know where and in what format source documents are to be stored. If your firm is using cloud storage, use your workflow system to inform your staff how to label documents and how folders should be organized. The goal is to make sure the entire firm uses the same naming convention and that documents saved by one team member can be easily accessed by another.
### Everyone needs to know where to find documents
Of course, properly storing the documents is only part of the battle. Your workflow system should clearly inform your staff where and how to access documents when needed. Ideally, staff should be able to access client documents with a click of the mouse, but if this isn’t possible, a clear description of where to find the necessary documents should be built into the task. The last thing you want is having the completion of client work blocked because your staff can’t find needed source documents.
Creating a deliberate system to handle source documents and then clearly communicating that system to both clients and staff is key to running an efficient, scalable firm.
*\*Do you need a scanner? Use discount code **CANONACCTG17** at the [Canon Direct site](https://shop.usa.canon.com/shop/en/catalog/high-speed-document-scanners) to save 10% on your scanner purchase.*
**Categories:** Client Support
**Tags:** communication
---
### [8 Reasons why you need to document your procedures](https://www.aeroworkflow.com/why-document-procedures/)
**Published:** November 13, 2017
**Author:** Laura Redmond
**Content:**
*You know you should have written procedures – everyone tells you so. But writing procedures falls very clearly under the “important but not urgent” umbrella, making it easy to let the project slide to the bottom of the pile. To help motivate you, here are 8 reasons why you really should have documented procedures in place.*
### 1. Make your firm scalable
[Clearly documented procedures](https://www.aeroworkflow.com/accounting-workflow-define-services/) lead to a shorter training cycle for new staff, giving them a place to get their questions answered without having to interrupt other team members. Procedures also facilitate cross-training, allowing team members to fill in where they are needed. They create a system where staff can help and coach each other, instead of everyone needing to get answers from one or two busy people.
### 2. Store your firm’s knowledge capital
When you take the time to write good procedures you are creating a bank to store all of the experience and unique techniques gleaned from countless hours of work. Storing your knowledge capital in procedures means that if a key staff member leaves the firm, all of their knowledge and experience doesn’t walk out the door with them.
### 3. Add value to your firm
Unless you plan on working until you drop, you probably will want to sell, pass on, or merge your firm someday. Clearly documented procedures mean that the firm can operate without you and increase the chance that clients will stay after the changeover, which are both very important criteria for a buyer.
### 4. Increase productivity
In accounting and bookkeeping firms, there are often tasks that are only performed once a quarter or once a year. Or tasks that are performed at irregular intervals or only for one particular client. If you document the procedures for these types of tasks, you eliminate the need to ‘re-invent the wheel’ each time.
### 5. Provide consistency and accountability
Procedures give your team the tools they need to perform their work consistently and effectively. They act as a firm’s quality control, making sure that services are performed correctly every time. They are where you tell your staff “This is how we do things here” and provide an accountability standard.
### 6. Create a structured work environment
Documenting and following procedures creates a structured work environment, which will attract the right kind of team. Without a structure, what you get are people who thrive on chaos – is that really a good personality for an accounting or bookkeeping firm?
### 7. Protect clients
Let’s face it, life is uncertain. If anything were to happen to you what would happen to your clients? In fact, more and more clients are asking to see their accountants’ and bookkeepers’ procedures, in order to make sure they are covered if disaster strikes.
### 8. Protect the Firm
Client relationships can be less than perfect. If (heaven forbid) you and one of your clients end up in a room full of lawyers, having documented procedures that you can point to will help protect your firm. Even better if you have a system like Aero that records the fact that the procedures were followed– but that’s a different blog!
**Categories:** Practice Management, Workflow Management
---
### [How to write a great procedure](https://www.aeroworkflow.com/how-to-write-a-great-procedure/)
**Published:** November 15, 2017
**Author:** Laura Redmond
**Content:**
*So you’re finally convinced that your [firm needs to have written procedures](https://www.aeroworkflow.com/why-document-procedures/). Or maybe you’ve been convinced all along– it’s just so hard to write them. We all know that a good workflow system is [all about having procedures](https://www.aeroworkflow.com/accounting-workflow-define-services/) that are scalable and repeatable, so I thought I’d share our step-by-step procedure guide for writing a great procedure.*
### 1. Give it an informative title
Make sure you give your procedure a title that clearly tells people what the procedure is about. The key here is to make sure people can find it when they need it. So think about how you plan on organizing your procedures and where you’re going to store them. Establish a naming convention for your procedures and then stick to it so that it makes it easy for people to find what they’re looking for. For example, if you look at the [Aero Library](https://www.aeroworkflow.com/the-aero-library/), you’ll notice that procedure names generally start with the name of the app used in the procedure and then a brief description of the task.
### 2. State the goal
Start your procedure with a couple of sentences letting people know when it’s usually needed and maybe why it’s important to follow it exactly. For example, Here’s the opening paragraph from a procedure to keep vendor W9’s up to date: “*Getting 1099’s out for all of your client’s vendors at the beginning of every year can be a huge headache. Be proactive and make sure you collect W9’s for every 1099 vendor. Schedule this process on a quarterly basis for each client and your 1099 process will be a breeze!*”
### 3. Consider different formats
This is the meat of writing a procedure. And although we talk about writing a procedure, you may not need to bang on your keyboard to get it done. It’s possible that a screencast turned into YouTube video might be even more informative than a written document. One Aero user told us they are recording a process via screencast with commentary and then handing that to another person to type up.
### 4. Enlist your experts
No matter what tool you decide to use, the only way you’re going to get a useful procedure is if you create it while performing the task. This means that if you are not the person who usually performs the task, you should not be writing a procedure for it. You’ll get a chance to review and edit it later, but start with the process as it’s actually performed.
### 5. Include outcomes
When you’re explaining a step in the process, make sure you let people know what the outcome looks, if that information is helpful. Include a screenshot of what the confirmation screen should look like or maybe a sample email that is generated by a certain process.
### 6. Don’t be too wordy
Use short, specific sentences. Use the active voice. Use lists and bullets. But, don’t be too brief or you may give up on clarity. A picture is worth 1,000 words, so use screenshots, GIFs, and even video where it makes sense.
### 7. Get a fresh pair of eyes on it
If at all possible hand your newly written procedure to someone who is unfamiliar with the task. The drawback to having a pro write a procedure is they can make assumptions: “everyone knows that so I won’t bother to record it.” A fresh pair of eyes will spot these assumptions right away and make sure that critical information is not left out.
### 8. Use warnings
If there is critical information or there are potential pitfalls, considering highlighting these in some sort of “warning” format. An Aero Library procedure for creating a recurring sales receipt has a warning with a colored headline: “***Before You Start** – Since this sales receipt actually charges the credit card repeatedly, make sure you have authorization ahead of time.*”
### 9. Break it up
Ideally, a procedure should not be more than a couple of pages long. If you end up with one that is longer, consider breaking it up into smaller bits. Short, to the point procedures are much more useful than really long, involved ones. Hopefully, your procedures are going to be stored in a cloud-based system like Aero so you can link the smaller pieces together in a way that makes sense.
What are your tips and best practices for writing procedures? Let me know in the comment section – I’d love to hear your feedback!
**Categories:** Practice Management, Workflow Management
---
### [Is Frankenstein's Monster Running Your Business?](https://www.aeroworkflow.com/frankenstein-running-business/)
**Published:** October 30, 2017
**Author:** Victoria Cameron
**Content:**
*Are you managing your firm’s service delivery with a carefully planned suite of tools? Or do you have a system of randomly cobbled-together parts adding up to a monster that is horrifying to behold and terrifying to manage?*
Everyone has a some sort system to help them manage their delivery of client services, whether it consists of sticky notes on a computer and maybe a spreadsheet (or two), or a deliberately designed set of tools centered around a [workflow system](https://www.aeroworkflow.com/accounting-workflow-definition/) like Aero. It’s spookily easy for a simple system to suddenly become a monster if you aren’t paying attention. To help you decide whether your system has become something that goes bump in the night, here are some questions you can ask yourself.
### **Does everyone know what work needs to be done each day? Do they have the resources they need?**
At first all you needed was a simple spreadsheet with columns for the client name, task description, due date, who it was assigned to, and so on. But, as your practice grew, you and your staff spent more and more time updating (and repairing) the spreadsheet. And there were problems: where to put comments and status updates? How to control access to certain information? How do you store sensitive client information so that it is secure, yet accessible when needed for client work? As time passed, you may have found an app here and a workaround there that answered each particular need, but maybe it’s time to ask yourself if there is a better way.
### **How are you tracking time spent doing client work?**
Perhaps your staff tracks their time manually or you use time-tracking software. Are the entries accurate? Does your time-tracking software interface with your system of tracking client work or does your staff have to make notes about the job in one place and then go and make their time entry in another? Can you track both billable and non-billable time? Do you know what the actual time spent on a task is vs. the estimated? If you bill on a fixed fee basis, do you know if you’re charging enough?
### **Do you have an overview of the work done on any given day?**
A cobbled together system rarely gives a manager a bird’s eye view of the firm’s workflow. How do you make sure that all the client work has been assigned and is being done? If someone is sick or on vacation, is their work getting done? Do you have any idea what everyone has done each day? Can you tell how close to completion tasks and projects are?
### **Is your firm actually making money?**
This is perhaps the scariest question of all. If your various spreadsheets, apps, and systems aren’t tracking time spent on each client, billable vs. billable, actual vs. estimated, how do you know if each client is profitable? Do you have any way to spot scope creep and seep? Are you able to identify which types of engagements or clients are the most profitable?
### ***Aero Workflow is designed to put Frankenstein’s Monster to rest.***
*Aero is designed to bring all the resources needed to delver client services together in one place. It give users a clear picture of what they need to do each day and managers a clear picture of what is happening in the firm. The reports give you an accurate picture of firm performance and profitability. In other words, Aero turns managing your workflow from a tricky balancing act to a real treat!*
**Categories:** Workflow Management
**Tags:** accounting tasks, Aero, practice management, Workflow Management
---
### [Circle-Slash AR - Save time and improve cash flow by eliminating accounts receivable](https://www.aeroworkflow.com/eliminating-accounts-receivable/)
**Published:** October 16, 2017
**Author:** Laura Redmond
**Content:**
*One of the biggest benefits of a fixed fee billing model for my firm has been the ability to eliminate accounts receivable.*
### A Typical Invoicing Process for Hourly Billing
When you bill by the hour, the usual process is to perform the work and then send an invoice for it. Invoicing may start on the first of the month, by gathering timesheets and notes (or filling them out) for work performed the previous month. Then comes the laborious process of creating invoices. When you’re billing by the hour, clients want detailed invoices that accurately reflect both the time spent and the work done. Preparing and sending invoices consumes hours and hours of unbillable firm time every month.
And of course, firms are busy doing client work for the *current* month at the same time they are preparing invoices for the previous month. Sometimes the invoicing gets pushed off a few days, or a week, or a month– or more! When the client finally receives the invoice, it often takes another 30-days for them to pay – if they pay promptly. Of course, even if they pay promptly, they may not pay the entire invoice. One of the problems with a detailed invoice is that it gives clients data points to argue about. So you may get a check for 70% of the invoice with a message that they’re sure you didn’t spend X hours on such-and-such, so they’re only going to pay you for Y hours.
### Circle-Slash AR
With a fixed monthly fee for standardized client accounting services, we have been able to eliminate the invoicing process. When a client [signs up for our services](https://www.aeroworkflow.com/profitable-value-pricing/), they agree to have their monthly fee withdrawn from their bank every month on the first day of the month in which we will perform our services for them. The withdrawals are setup to occur automatically. Now all of those hours we used to spend preparing the invoices are available for profitable client work!
We still do a small amount of hourly work for our concierge clients with unique and variable monthly needs, but even that is paid for in advance. Consulting clients who want to schedule a “coaching session” pay at the time they book a session.
Eliminating receivables has benefits beyond saving time. It has improved our cash flow tremendously. No more waiting 30, 60 or 90 days to get paid– or having to write off bad debt. We are paid on time, every month. And, since we are paid through automatic withdrawals, our clients don’t have the option of not paying or making partial payments. We can now forecast and make business plans based on a predictable cash flow.
If you’re wasting hours every month on invoicing and collections, think about working towards zero accounts receivable. If you charge fixed fees for your services, use a workflow management tool like Aero to standardize and control your processes and labor costs. Control scope creep by [clearly defining the services you will provide](https://www.aeroworkflow.com/accounting-workflow-define-services/) for the fixed fee and by having a process for obtaining authorization to charge additional fees for out-of-scope new requests.
*A version of this article originally appeared on [Insightful Accountant](http://www.intuitiveaccountant.com/people-and-business/circle-slash-accounts-receivables-how-to-save-time-and-improve-cash-flow-by-el/#.WeTvmRNSwW8).*
**Categories:** Practice Management, Pricing Models
---
### [Why Attend QuickBooks Connect?](https://www.aeroworkflow.com/attend-quickbooks-connect/)
**Published:** October 10, 2017
**Author:** Laura Redmond
**Content:**
You really don’t want to miss QBConnect this year- It’s going to be better than ever (and it was already pretty awesome). But don’t just take my word for it, here are just a few of the great things you can do during the three-day conference:
### Take a deeper dive into QBO
New this year, there will not be QBO certification classes. Instead, there are sessions focused on learning more about certain aspects of QuickBooks Online like learning how to support clients using QuickBooks Self Employed, learning about new QBOA features, using QBO in various niche markets like not-profits and real estate – to name just a few. Still wondering whether QBO is right for you and your clients? There’s a session introducing QuickBooks Online to Accountants and Bookkeepers. Still need certification training? Come a day early and attend the [live certification prep training event in San Jose](https://events.intuit.com/profile/form/index.cfm?PKformID=0x20331abcd&).
### Amazing Breakout Sessions
All of the Connect sessions are aimed at helping you take your practice to the next level. I’ll be teaching a class called The Intentional Firm, discussing how to proactively manage your firm’s service delivery workflow to improve profitability and strengthen your ability to provide exceptional service to your clients. Other breakout sessions cover everything from sales and marketing to HR to exploring niche markets. You can even tone your mind and body with yoga and meditation sessions!
### Networking, Networking, Networking
From Women in Accounting to Millennial Meet-up there are special networking events scattered throughout. There are comfortable lounging areas throughout- perfect for starting up a conversion with a perfect stranger or having a brief pow-wow with longtime friends. Of course, there are also plenty of opportunities to meet other accountants from around the world during sessions, the welcome reception, and Connectfest.
While I’m talking about networking, can I just mention that Connect is full of small business users as well? You may end up meeting your next new client while dancing to live music at Connectfest!
### Main Stage Speakers
Intuit has once again lined up an incredible group of speakers for their conference. Tyra Banks, Nate Berkus, Dave Gilboa, Julie Rice– and more. These diverse and amazing people are guaranteed to be instructive and stimulating– you’ll walk away from the last main stage session with a renewed sense of purpose.
### The Exhibit Hall
Wander through the exhibit hall to find your next favorite app. Aero will be there- plus many other great apps and Intuit partners. Ask questions, get demos, pick up some good swag– just make sure you wear your walking shoes!
So make sure you pencil in QBConnect from November 15-17. [Register](https://events.intuit.com/profile/web/index.cfm?PKwebID=0x2680e272&varPage=info) before October 12 and save 30% off your registration fee!
**Categories:** Practice Management, QuickBooks Online
**Tags:** conferences
---
### [4-Steps to Managing Workflow in your Accounting Practice](https://www.aeroworkflow.com/managing-workflow-accounting-practice/)
**Published:** October 14, 2014
**Author:** Laura Redmond
**Content:**
*This article written by Victoria Cameron and Laura Redmond originally appeared on the [Intuit Accountants Blog](http://blog.accountants.intuit.com/?p=35121).*
#### Whether you are performing work yourself or delegating to staff, managing workflow for your practice is critical.
When we [talk about workflow](https://www.aeroworkflow.com/accounting-workflow-definition/), we’re talking about a defined sequence of tasks that is planned and repeatable. It is the transformation of resources into services. Workflow management is a system to organize the setup, performance and tracking of workflow, whether that is a paper checklist, an Excel spreadsheet or a workflow app. Meanwhile, practice management is a system to organize the workflow from the perspective of the firm.
There are four components we’ve found that are key to developing a good practice management plan. Whether you use a prepackaged software system or develop your own homegrown solution, these four areas should be addressed:
- Identify uses of technology to improve external and internal communications
- Define how to organize staff task management systems and task resources for supporting the task completion
- Analyze and allocate practice resources
- Recognize the need to be deliberate about integrating systems
### Communications
[Managing communications](https://www.aeroworkflow.com/scope-creep-client-support/) between you, your staff, your clients and vendors is the first building block of good practice management. Real time communications involve both participants being present, whether in a virtual meeting, on the phone, or face to face. Non-linear communications like email, instant messaging, and texting can be more efficient when one party is unavailable—but for some issues, it’s better to wait to connect in real time.
Portals for clients and vendors are an especially helpful form of non-linear communications that can save everyone time. A client request for new work could log itself directly on your task list, or an invoice could be paid and updated directly to your accounting system. Portals also allow you to manage documents more seamlessly, and with better security than exchanging via email.
When choosing communications systems, think about a couple of things. First is accessibility. Choose something that will work on all types of devices—and with the other software in your internal systems. Secondly, choose a system that is self-documenting. You want your virtual meeting software to allow you to record your sessions, and your email client to integrate with your CRM, rather than documenting it manually.
### Task Management
[Task Management](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) is all about the to-do list: what needs to be done, when it is due, what is the highest priority, and how you do it. Make sure your system for recording tasks is easily maintained. Consider where the checklist (or spreadsheet, or workflow app) will be stored and how staff will access it. How will tasks be added to the list, and what happens if multiple people access or update it at the same time? Is it difficult to schedule various recurring patterns for different tasks? How do you know which tasks are completed or are high priority?
One important aspect of task management is providing resources on how to complete tasks. This can include step-by-step instructions, web links to procedure guides or websites, and client information like passwords, tax ID number, contacts and anything else necessary to do the task. It can also include resources for communicating with the client and with other team members, reassigning activities to others, and viewing previous activities for a client. These resources will ensure that the work is completed efficiently and consistently.
### Practice Management
Next, you want to turn that task list into billable dollars, and help you analyze results. [Practice management](https://www.aeroworkflow.com/workflow-accounting-practice-practice-management/) comprises of allocating company resources, time tracking and management, billing, and key performance indicators (KPIs).
A key part of allocating resources is delegating work to your staff. When doing so, consider whether your staff feels empowered to do the work autonomously. Does your system give you the means to delegate without micromanaging? As a manager, can you easily keep track of what everyone is working on? Do you have enough information on how long tasks are taking to make informed hiring decisions?
Time tracking is an issue in itself. Keeping track of how long tasks take is one aspect—including estimated vs. actual durations and the average duration over multiple instances. But, what if your staff are performing work that isn’t being recorded or is billed to clients? Can you tell if they are working efficiently based on an hourly or fixed-fee rate?
Your workflow management system needs to be able to sync well with your accounting system, so that you aren’t wasting time re-entering data. Consider whether you need time entered by your staff to flow through to your accounting system to create an invoice? Do you need it to flow to your payroll system for payday?
Whatever system you use, KPIs should be available as an end result. Some common KPIs include billable vs. non-billable time, staff vs. partner time, task estimates vs. actual time and monthly projected billings. These are the types of metrics you want to monitor to ensure that you can actively manage your practice—before it manages you. Once you have a handle on all the moving parts, you can make appropriate adjustments to plan for growth and profitability.
### Integrating Systems
Be thoughtful when designing your system. Use systems that share data. Without deliberate planning, temporary stopgap solutions can become permanent—and you don’t want an inefficient, piecemeal workflow being set in stone.
There are a lot of great apps on the market that have a specific niche that can really automate some of your manual processes and make you more efficient and profitable. As you [design your ecosystem](https://www.aeroworkflow.com/tools-for-profitable-cas/), think about the solutions you need and how they can integrate with each other to share data. Even a permanent solution needs to be revisited. Keep up with new technologies and integrations. Our world is continually changing, and it is critical to be flexible and willing to adapt.
**Categories:** Aero, Workflow Management
**Tags:** accounting tasks, communication, practice management, Workflow Management
---
### [Knowledge Capital and Scaling your Practice](https://www.aeroworkflow.com/knowledge-capital-scaling-practice/)
**Published:** January 21, 2016
**Author:** Laura Redmond
**Content:**
*Creating an accounting firm that is scalable and ready for growth is not an easy task. However, doing so is a proactive approach to success now and in the future.*
### Define
The first step in making sure that your practice is ready for growth is to define what you do. Define the services you provide, what sort of clients you provide them for, what apps and other tools you use to provide them, and how everything fits together.
Defining your services is essential for scalability. Document procedures that detail the best practices that you have developed over the countless hours of serving your clients. Each service you provide should have a detailed procedure that outlines exactly what apps to use, what steps need to be performed, and in what order to do them. Make sure you include all the tricks and techniques you’ve developed over the years. These procedures are your secret sauce – how your firm is able to outperform expectations every time.
When your services are clearly defined, work can be performed consistently, efficiently and effectively. It’s key to having an efficient accounting workflow. Having procedures in place when you need to add new staff or onboard new clients ensures that the process will go as smoothly as possible. Defining what you do and how you do it is core to running a business. It is a firm’s knowledge capital and it’s what the firm will convert into revenue.
### **Organize**
Once you’ve defined *what* you do, you need to organize *when* you do it. Set up a workflow system (like Aero!) that clearly informs every person in the firm exactly what they need to do and when they need to do it. Make sure all the resources needed to perform the work, whether it’s client documents or passwords or contact information, are readily available. In addition to setting up a schedule, your system should give visibility to everything that has been done (and not done) and how long it took. Once you set up a master schedule, little assistance should be needed from you on a day to day basis to keep it running.
Setting up a system where all the firm’s work is scheduled ensures that your firm will deliver services in a timely manner – and provides the framework for easily integrating new clients.
### **Delegate**
Once you have **defined** and **organized** your practice, delegating should be easy. Clearly defined procedures and scheduled tasks empower your staff to do their work without constant supervision. In addition, having a clearly visible and easily accessible accounting workflow system gives staff a framework to add their knowledge and experience to the firm’s reservoir of knowledge capital.
Freeing your staff to do their work without interference allows you to focus on the bigger picture and position your firm for the future.
[](http://www.aeroworkflow.com/wp-content/uploads/2015/11/bottleneck.jpg)
### Ready!
A firm that has its knowledge capital defined and its systems in place is poised and ready for growth.
*A version of this post originally appeared on the Practice Ignition blog*
**Categories:** Workflow Management
**Tags:** accounting workflow, knowledge capital, practice management, scalability, Workflow Management
---
### [Taming Your Gmail Inbox](https://www.aeroworkflow.com/taming-gmail-inbox/)
**Published:** March 18, 2016
**Author:** Victoria Cameron
**Content:**
**The Goal**
**The Reality**
Like a lot of our clients, we use Google Apps for Work to manage our email, document sharing and calendars. We love the way that the Google suite of apps makes it possible to have workers in 4 different cities, all constantly staying in touch and working efficiently together. But if there is one thing we don’t love it is managing that Inbox. We created the email function in Aero to try to at least be able to focus on the important emails – the ones from our clients. But keeping that Inbox to a reasonable size is still an issue.
My personal Inbox battle is made worse by the fact that in addition to being a partner in Cloud Consultancy, I still run my QuickBooks consulting business, VRC Consulting, and have a separate Gmail account I use for personal emails. So everyday, I’m actually managing 3 email Inboxes, and while I never get to “Inbox Zero” I do try to keep the total under 50. I’d go insane without some help from Google and some life-saving email apps.
### Keep to Essentials
The first one is called [SaneBox](http://www.sanebox.com/). I have it installed on both my personal Gmail account and on my VRC Consulting email. It shovels everything non-essential out of my Inbox and into a special SaneLater folder. On the business side, LinkedIn invites, group updates, forum posts and digests, newsletters, marketing emails from Intuit and apps I use – it all gets swept in there. Once a day, I can quickly scan the list to see if there is anything I need to reply to or act on. If there is an email I think should be in my Inbox, maybe a new lead, then I can just remove the SaneLater label and it will go to my Inbox, both now, and the next time someone emails me. On the flip side, if something sneaks into my Inbox that I’d really rather not have in there, I can label it SaneLater, and SaneBox will remember that setting the next time I get an email from that address. On the personal side, all those store emails, Facebook notifications, app update emails, billing and statement notifications stay out of my InBox so I can actually concentrate on emails from the people I care about.
I like the ease of use of SaneBox, and the fact that it uses an algorithm to decide what it and isn’t important. I only occasionally have to tweak it. I pay $100 a year for two email addresses, but if you want a free option, you can use **Google’s Filters** function to automatically label emails and move them out of your Inbox – even mark them Read if you’d like.
This is also a great way to clean up your inbox if you have one of those with 10,000 emails. Simply check the box that says Also apply filter to matching conversations, and Google will go through your Inbox and sweep every email from Macy’s into your Shopping folder. Access Filters from the More Menu at the top of your Gmail.
### Defer if Possible!
The second tool I really like is [Boomerang](http://www.boomeranggmail.com/). Instead of keeping an email that I need to act on later hanging around in my Inbox, so that I don’t forget about it, I use Boomerang to have it redelivered at a time when I’m ready to act on it. Newsletters get deferred to the weekend. Subscription receipts and other accounting related emails get deferred to my scheduled accounting session. This keeps my unread email count down and ensures I don’t lose urgent client emails in a forest of less important ones.
Google also has a free way to accomplish the same thing, if you switch to their Inbox app. The Inbox App is different interface from the regular Gmail, and has some added features, the best of which is the Snooze function. Just like Boomerang, this will make the email show up again in your Inbox later. I find I don’t like the interface as much in Inbox, though, so I tend to use the classic Gmail interface on my computer, and use the InBox app on my phone, which allows me to snooze emails on my phone until I get back to my desk.
All these tools help me keep my Inbox(es!) lean and efficient, and together with Aero, allow me to concentrate on my most important emails.
**Categories:** Aero User Tips, Apps
**Tags:** communication, email, inbox management
---
### [Great Apps to Scale An Accounting Practice](https://www.aeroworkflow.com/great-apps-scale-accounting-practice/)
**Published:** February 2, 2016
**Author:** Victoria Cameron
**Content:**
Below are some great apps that, like Aero Workflow, help you grow and scale your accounting practice. We are proud to be helping accountants increase their productivity and deliver client services in a consistent manner to build a Firm of the Future. Other apps that can help with a growing Accounting Practice include [Practice Ignition](https://www.practiceignition.com/), [HubDoc](http://hubdoc.com/) and [Bill.com](https://www.bill.com/), just to name a few. The complete list is below. All of these are available on QuickBooks [Apps.com](https://apps.intuit.com/)
**Categories:** Apps, Practice Management
**Tags:** accounting tasks, accounting workflow, Distributed Work Force, Intuit, QuickBooks, Workflow with Quickbooks
---
### [Profitable Value Pricing](https://www.aeroworkflow.com/profitable-value-pricing/)
**Published:** August 3, 2016
**Author:** Laura Redmond
**Content:**
*Over the last few years, there’s been a lot of talk about Value Pricing for Client Accounting Services firms. And there are a lot of resources out there to help firms implement that model – like Intuit’s [Firm of the Future website](http://www.firmofthefuture.com/). Since I implemented value pricing in my firm five years ago, I’ve learned some important things about making sure that it’s profitable. I’d like to share a few of them with you here.*
### Be specific about your services
One of the most important things I’ve learned is to be *very specific* in agreements with clients. An agreement that lists “Monthly Bookkeeping: monthly reconciliations, recording financial transactions, paying bills, quarterly close, and financial review” is inviting disaster – especially if you’ve fixed your price for those services. Make sure you specify how, how many, how often, and who.
For example, we offer clients three different ‘plans’ plus a choice of add-ons. We carefully spell out the details of each plan – how often we will do what, who is responsible for what, how many transactions and accounts are included. We are also very clear that we will be using cloud accounting apps. I’ve included a screenshot of our “Growth Plan” below to give you an idea of how detailed we get.
Each plan and add-on has an equally detailed description – we try to make sure everyone knows exactly what services are being agreed upon. Otherwise, we might end up doing work that we didn’t factor into our pricing – when the clients insists that they “thought it was part of the deal.”
### Pick Your Clients
You’ll notice that our clients must meet some requirements such as “participating banks” and using QBO. [Redmond Accounting](http://www.qbopro.com/) is paperless and operates 100% in the cloud – and we’ve made that very clear on our website. A client who can’t or won’t meet our requirements is quickly identified and referred elsewhere before we spend too much time with them. So, when you’re getting ready to implement value pricing in your firm, make sure you know who your desired customers are – and are clear about it on your website.
You might also have noticed that we don’t have prices on the plan grid. We’re not being coy, we just need to price differently based on a client’s size and tax entity. A prospective client can easily see pricing by answering a couple a questions. I think it’s a great idea to have this price information easily available as it helps clients ‘self-qualify’!
We have a targeted client set that allows us to operate at maximum efficiency – and profitability. Make sure you know what your target is, aim for it, and stick to it!
### Define Your Services
If you are going to fix your prices, then you must control your costs – and a key way to do that is to standardize your services. And to do *that*, you need a great workflow system like Aero. You must have a system where all of your services are spelled out so that your staff knows exactly what to do and when – and have access to all the resources they need to do it. All of our Redmond Accounting services, from reconciling an account to a controller call, are spelled out in procedures and checklists in our Aero account. When we onboard a new client, I simply grab the necessary templates, assign them to my staff, schedule them, and we’re set. I know that my staff is going to be doing exactly the work agreed upon in the new engagement because it’s all spelled out for them.
I could go on (and on) about the need to [define your services](http://www.aeroworkflow.com/accounting-workflow-define-services/) and the [benefits of a good workflow system](http://www.aeroworkflow.com/accounting-workflow-definition/) like Aero, but I won’t here. If you’re interested in learning more, Aero has some [great webinars on the subject](http://www.aeroworkflow.com/webinar/).
### Pieces of the Puzzle
Obviously there are a lot of things to consider when implementing value pricing in your firm. I’ve shared a few of the things I’ve learned along the way about making sure it’s profitable – I’d love to have you add your tips in the comment section below!
**Categories:** Practice Management, Pricing Models
---
### [Tools for Profitable Client Accounting Services](https://www.aeroworkflow.com/tools-for-profitable-cas/)
**Published:** August 31, 2016
**Author:** Laura Redmond
**Content:**
*The software solutions we use to perform our work are the TOOLS of our trade – and are critical to the success of an accounting services firm. Yet we often don’t pay much attention to how we choose and use these tools– and ignoring this important piece of running a firm can affect our bottom line.*
### Select your Tools
Selecting the software solutions (or ‘apps’) that your firm will use can be completely overwhelming and is often left to chance. There are so many options that sometimes it’s easier to simply easier to stick with what you know (Excel is pretty powerful after all!) or use a software solution a client asks you to use. But ‘going with the flow’ is not the best way to maximize your firm’s efficiency and profitability.
Instead of picking up whatever happens to be lying about, be deliberate about choosing the tools your firm is going to use. Identify a particular part of the accounting cycle that you want to optimize and then research apps that will fit. Talk to other ProAdvisors. Attend conferences to see what’s out there. Test drive more than one app – the vast majority of apps offer a free trial – and compare the advantages and disadvantages of each. Don’t forget to evaluate how much data each app integrates. Tools that work well together are key to increasing efficiency and reducing errors – *and* improving your bottom line.
Try to look for apps that will work for many or even all of your clients. The more broadly applicable an app is, the fewer apps you and your staff need to master!
### Know How to Use Them
Once you have selected an app, you and your staff need to master it. Learning about and understanding the app and its integration of data is a core component of harnessing the efficiency that will create additional profit for your firm. Most apps have free training programs for its users and many even have certification programs. Take advantage of everything they have to offer– it will teach you how to use the app, how to troubleshoot errors, and even how to implement the app in conjunction with other apps to form a complete software solution.
Your staff may know all about debits and credits, but they might not be experts in all the tools your firm uses. Requiring training and/or certification in the apps you have selected is the perfect way to make sure that they are using these tools appropriately and efficiently. It’s also a great way to kick-start training for a new employee. Training and certification benefits the firm, but it is also an opportunity for professional development for your staff – becoming certified in a variety of apps increases their accounting services skill set.
Once you and your staff are certified, many apps offer badges you can display on your LinkedIn page or website. Some even list certified professionals on *their* website, giving you a nice, free marketing opportunity!
### Keep the Big Picture in Mind
As you select and implement the software solutions that your firm uses, keep the big picture in mind. Be deliberate about selecting solutions that integrate with each other. Remember that you are not selecting a few apps, but a set of tools that will enable your firm to work at peak efficiency and profitability.
So [map it out](http://www.aeroworkflow.com/accounting-workflow-define-services/) – design your overall [workflow solution](http://www.aeroworkflow.com/accounting-workflow-definition/) and all of the tools that you will use. This is not something that will magically happen! Be very careful about ‘temporarily’ adopting a solution that a client uses or one that seems like a good idea ‘for now’. Always remember that *temporary* solutions tend to become *permanent*.
It’s important to remember that you are in charge of the tools that your firm will use. You have carefully designed the system of apps that you and your staff can use most effectively and successfully – in order to maintain profit for the firm. Be firm with your clients that these are the tools you’ll be using– you’re the expert who has selected the tools best suited for the job. If you hire a skilled plumber, you wouldn’t expect to tell him to simply use whatever tools you had in your garage, would you? It is much more profitable to perform your work using a core set of apps that you and your staff are experts in than it is to change apps when you jump from one client to another.
### Stay Current
Once you have selected apps, mastered them, and have integrated them into an comprehensive system, don’t put your tools on a shelf and forget about them. Apps, especially SaaS apps, are ever-changing and evolving. What you selected as the best solution last year, might not be the best fit now. Make sure you stay on top of the latest in all the apps you continue to use so that you can take advantage of any new features that will increase your productivity and enhance your bottom line. Watch for new integrations as they are announced and evaluate them to see how they fit into your system.
The world of cloud accounting offers huge rewards to the firms that are willing to do their homework, spend time gaining mastery, and stay on top of the latest offerings.
**Categories:** Apps, Practice Management, Workflow Management
---
### [An Online Web Store for Client Accounting Services - Part One](https://www.aeroworkflow.com/online-web-store-client-accounting-services-part-one/)
**Published:** September 9, 2016
**Author:** Laura Redmond
**Content:**
*The sales process is often a mystery to people who run client accounting service firms. To celebrate [Global Bookkeeping Week](http://www.icbusa.org/Resources/events/global-bookkeeping-week/), Laura Redmond shares with us her journey in trying to figure out how to effectively and profitably sell her firm’s services. She will also be talking about her journey and demonstrating how her Web Store works in a webinar on Wednesday, September 14th. [View the Webinar](https://youtu.be/RGmn4uxO-QQ)*
### Conquering Service Delivery
Performing client accounting work requires time and resources to carefully apply one’s knowledge and experience and tools to the task at hand to deliver quality service. As I was starting my firm, I was prepared for that. *Running a firm* that delivers client accounting services is another matter entirely. Eleven years in, it has been a tremendous learning experience. Looking back, the first years were about delivering good service, using whatever tool the client had selected. Then we began to gain expertise in specific tools and defined our processes. As we grew and team collaboration became critical to our success, we built [Aero Workflow](http://www.aeroworkflow.com/aero-story/) to manage our service delivery. Aero allows us to profit from our knowledge capital. To this day, Aero is the core of our firm.
### Fixed Fees made the Sales Process Crucial
With service delivery tightly organized, the sales cycle felt like a game of Whack-a-Mole. It has repeatedly reared it’s ugly head as the most difficult process in our organization. We did not have the budget for a salesperson. And honestly, we found it difficult to imagine this person capable of explaining the work, without being able to perform it. We tried this. If the person could perform that type of work, then they would invariably be pulled into performing client work. And none of us with client work assigned had time for sales. A vicious cycle.
For the first 6 years of our firm’s existence, we billed hourly. We sold our time. We attended industry conferences and took copious notes on value billing and fixed fee pricing. We were fired up about it. Our motto became “circle slash receivables”. In 2011 we switched our existing clients to fixed fee service plans automatically paid on the 1st of each month. New prospects were compared to existing businesses to find a similar service-set, as a way of guessing at what the fixed fee should be. We created a beautiful proposal that showcased our cloud-accounting services. We would copy the last proposal document created and change the names & details of the services and spend hours and hours trying to calculate a fair and reasonable fee for the prospect-at-hand. While it was better than it had been, we did not enjoy nor feel confident in our sales process.
### Our first Web Tools
Then we built a couple of web tools: a Needs Assessment and a Quote Maker. Clients would fill out the Needs Assessment web form with all sorts of details that we requested and submit it to us. We used that information in our Quote Maker to select appropriate services and pricing from a master menu and pull it onto a quote for the prospect. This was the beginning of our attempt to automate our sales process. Problem was, each prospect’s business was different and there were so many potential options, it was difficult to create only 3 options. It still took us several hours to decide on the right menu items to include in each of three packages to pull onto the quote. But a great improvement was that at the push of a button, a beautiful proposal would generate with three different service plan options from which the prospect could select a best fit for their business. Prospects would then inevitably want a hybrid using parts of each plan and we’d issue several versions until we all agreed upon a final plan. While it was better than it had been before, we still did not enjoy nor feel confident in our sales process.
We found that we would often ignore incoming leads, because we didn’t have time for the sales process or because it was so difficult to navigate. Here are some of the main difficulties we grappled with:
- Conveying the value, look and feel of the cloud-accounting services we provide so that prospects understand the game-changing efficiencies and benefits of the scalable infrastructure we would be providing them
- Clarifying exactly which services we offer
- Effectively communicating how our services work so the prospect has very clear expectations
- Determining price
- Haggling over price
- Negotiating
- Setting expectations for firm vs client responsibilities
- Closing sales that result in profitable work
- Clarity on exactly what services & frequency they purchased to avoid scope creep
### We Needed a Better System
Last year we embarked on a mission to find some solutions to these problems. The goal was to create a sales system to:
- Give prospects better access to service descriptions and pricing…instead of waiting for one of us to finish our client work and return their call
- Give prospects detailed the ability to build their own service plans
- Help the client understand up front what was and was not included in the package of services they chose
- Present our prices in such a way as to eliminate haggling
Once we had identified our needs, we built a web store for client accounting services. This is a work in progress and we are still in the early days. We have learned so much about all aspects of accounting practices from our peers who share their stories freely and openly, that we want to share our system so that we can test it together as an industry. In the next blog, I’ll share with you how our web store works.
**Categories:** Practice Management, Pricing Models
---
### [Workflow in Your Accounting Practice: Delegate!](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-delegate/)
**Published:** January 31, 2017
**Author:** Laura Redmond
**Content:**
*This is part four of a five-part series on Workflow in your Accounting Practice. Over the course of this series I’ll walk you through best practices in setting up a workflow system for delivering Client Accounting Services (CAS) and the benefits you can expect once you have it up and running.*
Once you have [defined](http://www.aeroworkflow.com/accounting-workflow-define-services/) your services and [organized](http://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) your practice, it’s time to step away and let your staff do their work; it’s time to delegate. A good workflow system like Aero should make that easy – but when we’re talking about the firm you have invested so many hours in creating, it sometimes isn’t that simple (If you’re a sole proprietor, keep reading– you need to learn how to delegate too!).
### Clearly defined procedures pay off
You have in place clearly defined procedures and service-specific checklists. Everything is scheduled so that you know client work will get done on time. But, somehow it’s hard to get past the fear things might fall apart without your constant supervision. Here’s where you need to remind yourself that your staff are trained, intelligent people who want to do great work and don’t want to be micromanaged. The clearly defined procedures and perfectly organized tasks empower your staff to do their work without constant supervision. And, the visibility a good workflow system provides job status information to you without interrupting your staff.
In addition, having a clearly visible system gives staff a framework to add their knowledge and experience to the firm’s reservoir of knowledge capital. This is where your firm starts to realize the benefits of a workflow system that enables delegation. Your happy, empowered staff can offer suggestions and improvements to the firm’s processes and procedures, benefiting the entire firm – and your bottom line.
### Delegate interruptions
You may start each day with a neatly defined and organized list of things to do, but inevitably the phone rings or your inbox fills with ‘urgent’ emails from clients. Without a plan for dealing with these interruptions, a process for delegating them to another person or time, your day will be hijacked and you’ll be left wondering what happened. Maybe your plan is to delegate reading emails to a certain time of day or assign the task of sorting through emails to a certain person. Perhaps you have a policy of answering client phone calls right away but delegating any work they generate to a staff person or another time. Whatever your plan is, make sure it is clearly defined and communicated to both clients and staff– and then stick to it. Otherwise, you may find that the important work of managing your firm is soon buried by all those ‘urgent’ interruptions.
### Focus on managing your practice
Freeing your staff to work without interference and planning for inevitable interruptions allows you to focus on the bigger picture and position your firm for the future. Now that you have defined, organized, and delegated, you are ready to use your workflow system to manage your practice.
Up Next: [Practice Management](http://www.aeroworkflow.com/workflow-accounting-practice-practice-management/)
*A version of this was originally published on [Insightful Accountant](http://www.intuitiveaccountant.com/tax-and-practice-management/delegate-for-your-success/#.WJDkRbYrKV4)*
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Busy Season Wrap-up – What will you do differently next year?](https://www.aeroworkflow.com/busy-season-wrap-up/)
**Published:** April 20, 2017
**Author:** Victoria Cameron
**Content:**
You did it! You made it through another busy season (mostly) unscathed. As you slowly wean yourself off coffee/chocolate, this is a great time to sit down and think about what you want to do differently next time around.
### What were your biggest challenges during Busy Season?
What bumps in the road (or major potholes) did you encounter? Make a list– everything from the behavior of your soon-to-be-ex-client to that major panic at 10pm on April 18 trying to figure out if you filed your client’s state taxes. Write them down now- before the memories are pleasantly blurred by time. Is there a pattern? I’m guessing there is. Of course, if you sailed through busy season without a single hitch– congratulations, you’re obviously an Aero user!
### Identify what you want to change
Use your list of disasters and near misses to identify areas that could use some improvement. Did most of your problems come from poor communication with clients? Was it tasks slipping through the cracks? Missing resources? A major case of the left hand not knowing what the right hand was up to? Identify one or two major things you want to change that will make next year even better.
### Make a plan
Now that you’ve identified what you’re going to do differently next year, what is your plan for making that happen? Obviously the way you’re doing things now isn’t working in certain areas, so how are you going to do things differently? Different apps, different systems, different clients – research your options, make a plan, and implement it.
### Maybe a new Workflow System can help
If you think a new workflow system could help – or if you’re wondering [why it might](http://www.aeroworkflow.com/accounting-workflow-definition/), feel free to [contact us](http://www.aeroworkflow.com/contact/). We love to talk about how a workflow system like Aero can help you better run your firm!
**Categories:** Practice Management, Productivity, Workflow Management
**Tags:** practice management, Workflow Management
---
### [Preventing Scope Creep: Managing Client Support](https://www.aeroworkflow.com/scope-creep-client-support/)
**Published:** June 29, 2017
**Author:** Laura Redmond
**Content:**
*Managing client support is vital to your profitability on [fixed fee](http://www.aeroworkflow.com/profitable-value-pricing/) engagements.*
### What is client support?
Client support refers to the work performed by your firm when communicating and interacting with your client. It may also extend to communication with your client’s business associates – their customers, vendors, employees, partners. Regular, dependable communication with your client is important to the success of the engagement. Be sure to schedule sufficient time for client support, in addition to the other regularly scheduled tasks you perform for them.
### Design your support structure
The first step in designing your support structure is to decide what mode(s) of communication will be available to your clients.
- If you offer email support, you could create a dedicated email address for each client (client@yourfirm.com) that is checked on a pre-determined basis. This allows all your staff that work on this client to have one email account to access in order to read and reply to client messages.
- If you offer phone support, define whether clients call staff directly or leave a message and have their call returned in 24 hours.
- If you use a messaging app, like Slack, dedicate a channel to each client that is monitored on a regular, pre-defined basis.
Then define how that mode of communication will work so the client knows what to expect. Determine whether the client’s staff, customer and vendors can contact your firm or do you require a single point of contact per client. Specify who the client has access to at the firm. Decide how often support services will be scheduled for the client — such as whether phone calls are returned the same day or by the end of the week, what the response time on emails will be.
You can offer different levels of support to your clients based on mode of communication, point of contact at client and at firm, and frequency of communication. This empowers the client to choose which is the proper level of support for them.
Consider making client support a required service when engaging with your firm. Clients often contact you initially asking for other services, and it can be easy to forget to build in the additional resources needed to communicate. You don’t want to be insufficiently staffed to interact with your clients. And the work required by this interaction can be costly to the firm if you don’t factor it into your pricing. How often do you read client emails and not charge the client for that work? It adds up. Client support is a proactive approach, allowing you to schedule adequate resources to perform support tasks in line with the client’s expectations.
You can also offer services that have a similar effect to client support such as controller calls, regular management reports and quarterly business reviews that put you in regular contact with your client and can be scheduled and sold as a service.
### Set client expectations
When you enter into a fixed fee agreement with a client, you need to be very clear in your engagement letter that communication with your team is a paid service and there is a process for it. Emphasize the importance of this service. At Redmond Accounting, we **require** it on all engagements. Clients have options on details of communication, such as mode and frequency, but they must pick a support package.
Your engagement letter should very clearly outline the details of the support package and to what degree the firm will communicate with the client’s customers and vendors. Clarify whether tasks such as customer collections efforts and vendor W9 management are offered as separate services, or rolled into other AR and AP services you provide the client, or included in support. Setting the client’s expectation on what level of support they can expect will improve customer satisfaction and help prevent scope creep.
### Train clients on proper way of communicating
Usually you present a proposal, set expectations, and sign a service agreement with one individual…only to end up working with another (or several others) NOT on the same page with the way things work with your firm. Redmond Accounting’s standard fixed fee service agreements ask for a single point of contact from the client who we can train how our services work and how to use any client-facing tools we deploy. We show them how to contact us and how often, how to access their online financial reports, supporting documentation, how to approve bill payments, etc. That single client point of contact in turn communicates with the rest of the business’ staff, customers and vendors, as needed.
Not all clients want to or are able to work with a single point of contact structure. So consider offering more expensive support packages that allow for any manager to contact you or anyone at the client’s business. The point is to be clear with the client that it costs you more to support them this way, so it’s going to be more expensive.
Be prepared for clients who are on a weekly support package to say things like, “I sent this email yesterday and haven’t heard a reply yet.” This is your chance to remind them which support plan they selected and offer them a support package upgrade!
### Educate your staff
Scope creep can occur very easily when communicating with the client. Clearly describe the details of the services you are engaged to perform and have procedures in place that prevent staff from performing any additional work outside of the scope of the engagement. A [workflow system](http://www.aeroworkflow.com/accounting-workflow-definition/) like Aero allows you to schedule and assign the exact client work detailed in the service agreement. Empower your staff with the ability to distinguish what is included in the service package (assigned tasks) and what is not (email requests from the client).
Make sure you have procedures in place for how to deal with additional requests from clients. Your team should know who and how these are quoted and then scheduled. If your workflow system [integrates](http://www.aeroworkflow.com/integration/) with your email, have a system in place for how and when emails are dealt with. As emails arrive, make sure your team knows to defer them to the proper agreed-upon time. Be careful not to allow client emails to pull your firm into triage mode!
**Categories:** Client Support, Practice Management
**Tags:** client support, fixed fee, value billing
---
### [10 Signs You Might Need a New Workflow System](https://www.aeroworkflow.com/10-signs-you-might-need-a-new-workflow-system/)
**Published:** September 29, 2015
**Author:** Laura Redmond
**Content:**
### You might need Aero Workflow if….
1. Your best team member suddenly leaves to sail around the world on an exact replica of the [Santa Maria](https://en.wikipedia.org/wiki/Santa_Mar%C3%ADa_(ship)) – and she’s the only one that knows how to do the accounting tasks for your most important client.
2. You’ve ever woken up in a cold sweat at 2am wondering if the client’s quarterly sales taxes were filed.
3. Your email inbox is crammed with cc’s and status updates from your team – because that’s the only way you can keep on top of what’s going on in your firm
4. You’ve ever had client work that didn’t get done because the person doing the work needed a crucial piece on information from you– and you were on an airplane on your way to your spouse’s family reunion in Erie, PA.
5. Your staff needs to be told every day what they need to do and what is most important – and you need to ask them every day what did or didn’t get done.
6. You’ve ever spent an hour looking through sticky notes and loose pieces of paper on your desk, trying to find the login information for the app you set your client up on yesterday.
7. Your computer monitor is framed in yellow sticky notes.
8. You just got interrupted for the 10th time today by your new employee asking how to do something.
9. Your go-to bill paying app just completely revised their user interface and now everyone in your firm has to spend days figuring out how it works.
10. You’ve ever heard from a client about how much they appreciate your staff member doing that QuickBooks file clean-up for them – at no charge.
**Categories:** Practice Management, Productivity, Workflow Management
**Tags:** accounting workflow, Workflow Management
---
### [Stop Procrastinating and Get it Done](https://www.aeroworkflow.com/get-big-tasks-done-making-small/)
**Published:** July 19, 2016
**Author:** Mark Crews
**Content:**
We all have those projects on our list: the ones that would make a big difference in our lives and our practices – if we could only get them done. But we don’t know where to start. And we don’t have time. And we have so many urgent tasks that we need to do now. So the big, important project stays on the list and gathers dust.
But it doesn’t have to be that way.
### Break it Down
This isn’t rocket science of course. We’ve all heard that the way to accomplish big tasks is to break it down into smaller ones. But somehow it still happens that when I look at that big scary project, my brain seems to freeze and I find it’s so much easier to do routine tasks. Or check my email. Or see what’s happening on Facebook.
So it occurs to me that the problem is not that we don’t know that we need to break a project down, but that we don’t know how to go about doing that. I’ve tried several different methods over the years and have found a few methods that work well on various sorts of projects. You can try them yourself to see if they work for you.
### Nibble Away
You can accomplish big things just one small bite at a time. If you’re looking at a project or goal that is so overwhelming that you can’t even begin to think about how to start, don’t try. Instead think “What can I do today that will get me one step closer to completing that project?” Maybe you want to move your practice to a value pricing model, but you’re not even sure where to start. Your nibble for the day could be registering for a free webinar (actually attending the webinar is a nibble for another day) or simply reading a blog article.
I find that little, un-organized bites may not be the most efficient way to get something done, but they do get me there eventually. They work especially well for those projects where I have no idea how to begin. In addition, taking those little nibbles keep the project from gathering dust and getting pushed aside. It also keeps the project on my mind and I find myself having little bursts of insight about what to do next while doing the dishes or going for a walk.
### Map it Out
Of course, a more efficient way of getting the job done is to map it all out ahead of time. You can do this two different ways: proceeding logically from the first thing that needs to happen to the last. This works well for a project that’s been done before– either by you or by someone who is kind enough to share their process with you (the internet is your friend here).
Sometimes I can’t decide what the first task of a big project should be, so I simply figure out what a task would be. Then I look at that task and figure out if anything needs to get done before I can do it. Then I ask myself what would be the next logical step. If I continue this way, I find I soon have a nice roadmap to completing my project in small, easy to handle tasks.
### The Buddy System
Whether you’re nibbling away at a project, have it all mapped out, or you’re still struggling with how to get started, consider getting an accountability buddy. An accountability buddy is a colleague or co-worker who will meet with you on a regular basis to talk about the current status and next steps of your projects (and visa versa). Knowing that you have to talk to someone else about what you’ve gotten done is a great motivator. But beyond that, the chance to bounce ideas around with another person will give you fresh insights and help you get past roadblocks. That second set of eyes will provide new solutions and new ways of looking at things.
### Just Get Started
There’s a saying in sports “100% of the shots you don’t take, don’t score.” Along those lines, I can say with certainty that 100% of the projects you don’t start will never get finished. So take a look at your list, find an important project that’s been gathering dust, and give it a little love.
**Categories:** Practice Management, Productivity, Workflow Management
---
### [Is my data secure in Aero?](https://www.aeroworkflow.com/aero-security/)
**Published:** January 26, 2017
**Author:** Sarah Sivesind
**Content:**
As accounting professionals [move to the cloud](http://www.aeroworkflow.com/harness-the-efficiency-of-the-cloud/) for efficiency and profitability gains, the question about security comes up more and more often. When operating in a desktop environment, you could see you data and knew where it was, making you feel comfortable with it’s security (although that was most likely a false sense of security). But when your data moves to some nebulous ‘cloud’, how do you know if it’s secure?
### At Aero, we take security seriously
So you ask before you buy, “How secure is Aero?” The answer is, it’s very secure. From the servers where Aero lives (Microsoft Azure) to our annual Intuit security review to encrypted fields in your Aero database, you can rest easy that your information is as safe in Aero as it is anywhere. Want more detail? Read on.
### Why Azure?
Microsoft is one of a small number of cloud vendors. It has a long track record in enterprise software and a proven understanding of what security means to an enterprise. The Windows Azure platform provides a solid foundation to help prevent security breaches, and the necessary services to assist us in developing our secure application on top of it.
### What is this Annual Security Review?
In order to be listed on [Intuit’s apps.com](https://apps.intuit.com/), Aero is required to undergo a security review every year. An outside firm spends a week trying to hack into Aero. They fail, and we pass, every year. If you really want all the gory details, you can find Intuit’s list of security requirements [here](https://developer.intuit.com/docs/0100_quickbooks_online/0100_essentials/000700_publish_and_market_your_app/0005_security_requirements).
### Encrypted Data
There are certain fields in Aero that we have identified as possibly containing very sensitive data, so we encrypt them in the database. It’s adding a pair of suspenders to our already belted-on trousers, but we want to make sure your data is safe.
**Categories:** Aero, Apps
---
### [Harness the Efficiency of the Cloud](https://www.aeroworkflow.com/harness-the-efficiency-of-the-cloud/)
**Published:** May 31, 2017
**Author:** Laura Redmond
**Content:**
*As cloud-based solutions have grown in popularity and capability, many accounting professionals are finding that they streamline work – which can directly affect profitability, especially as we move towards fixed fee billing. Furthermore, clients are adopting cloud solutions on their own because of their obvious benefits, and therefore if we want to stay relevant and to be competitive, we need to be operating in the cloud.*
### Better Access to Client Data
When clients’ accounting systems are on a cloud platform, you literally have 24/7 access to client data (although we don’t think you should make a habit of working 24/7). You can work in a client’s account at the same time as client may be accessing it, eliminating the need for that delicate scheduling dance: “Can you switch out of single-user mode so I can get in and pay the bills?” Furthermore, this ‘anytime-anywhere’ access allows you to hire staff that are not necessarily in your building– or even your state.
When you have better access to the data, you are more likely to be an effective strategic trusted advisor to your clients.
### Automate Your Firm’s Work
Cloud accounting gives you the chance to integrate all your clients’ systems. For example, bank feeds enter most of the data about the financial transaction (date, memo, amount) for you, which reduces both labor and errors. Another example: the feature that allows customers to click-to-pay helps clients to receive funds faster, and also records the payment and the deposit, thereby automating labor and reducing errors. If you [choose your systems carefully](http://www.aeroworkflow.com/tools-for-profitable-cas/), you can eliminate duplicate data entry and errors, as a major benefit of cloud accounting apps is their connectivity.
If clients complain about cloud-based software subscription fees, I explain to them that these fees are much lower than the labor they will be paying humans to perform the work manually. Integrating apps with core accounting software is much more efficient when you’re syncing cloud-based apps vs using desktop sync engines. Cloud-apps sync faster and do it with with fewer errors– all of which translates to lower costs to the firm and thus the client.
### Platform Agnostic
When you move your systems to the cloud, you are no longer chained to a particular computer that has the software or the files. You can use desktop computers, laptops, tablets, even smartphones– and you can jump from one to another as needed without having to backup & restore data– no more thumb drives! Furthermore, cloud based software doesn’t care what operating system you’re using (although they may care what browser you use). You can log on with a Mac while your client logs in with a PC and one of your staff signs in with a Chromebook- you’ll all see the same data and have access to the same features.
### More Secure than Desktop Systems
One reason people often give for not operating in the cloud is they believe desktop systems to be more secure, when the reverse is actually the case. Storing your data and using software systems that are hosted in the cloud is more secure than having everything on desktop systems. To keep desktop systems secure you need to be vigilant about using the latest version of your operating system and making sure your security software is up to date. It takes time and determination to stay on top of the systems- something most small business owners lack. [Cloud based systems](http://www.aeroworkflow.com/aero-security/) are monitored and maintained by security professionals for you so that you can concentrate on running your business, not running your computers.
### The Cloud is Paperless
Many of us have worked for years and years using computers and desktop software to perform our accounting work– work that involved driving to clients businesses, lots of paper, files that needed to be kept in order (and we did do filing because it was the only way to keep the backup documentation organized). None of that really contributed to actually getting the work done, except that the software and data were at the client’s facility. If you weigh all of that against the amazing, efficient cloud solutions that are out there, it’s easy to see that the cloud is where you want to be working!
**Categories:** Apps, Productivity, QuickBooks Online
---
### [Putting the WORK in Workflow](https://www.aeroworkflow.com/add_work_to_workflow/)
**Published:** August 31, 2015
**Author:** Laura Redmond
**Content:**
*This is it. This is the day (month, quarter, year) that you are finally going to get a real workflow system up and running. You’ve done your research, attended demos and webinars and finally picked one that best answers your needs and fits your budget (hopefully it’s Aero). So you sign up for your free trial, open you brand-new, nice-and-shiny workflow system….aaaand you stare at the blank screens realizing what a lot of work it’s going to be to put all your firm’s work in this workflow system!*
The number one question we get from our users is “How do I go about getting all my procedures and client work into Aero?” And, of course, that’s the million dollar question– with no easy answer. However, we do have some suggestions on methods to try.
### Baby Steps
This method seems to work well for sole proprietors or small firms who haven’t had a formal workflow system before. Essentially, the idea is that you continue working as you always have, but as you’re working, write down every step you’re taking in performing each task, creating a template for the task as you go. You can document procedures in the same way, writing notes and taking screenshots as you perform your work.
The advantage of this method is that you can whittle away at a large task without feeling overwhelmed. And, by documenting each task as you perform it, you are less likely to forget about an important step. On the other hand, setting up your workflow system this way means it takes you longer to perform each task that you’re documenting. Of course, once you’re done, you’ll be able to hand that task off to someone to perform while you move on to more important matters!
### Drinking from the Firehose
On the other end of the spectrum, there’s the method of getting all of your firm’s work into your system in a big marathon. Larger firms and firms who are migrating from another workflow system seem to gravitate towards this. The idea is to set aside a day (or two) when a team (or even the entire firm) works on getting the task templates and firm’s procedures into the new system and schedule the work all at once.
The benefits of this method are obvious: the whole firm gets to be up and running on the new system sooner and the owner starts to see the associated benefits as soon as possible. In addition, having experienced team members sit down together to create task templates and firm procedures allows for both an informed creation and an intelligent review.
Of course, this method does require that you and your staff take time away from paying customers. And, it’s hard to find the right number of people for the ‘Workflow Retreat’– too many and not enough gets done, too few and the workload is overwhelming.
### The Guru
Some firms choose to assign one person the responsibility of creating all the task templates and procedures, setting up the task schedules, and then training the rest of the firm of the new system once it’s ready.
This method can be very successful, but should be approached with caution or you may end up with a workflow system that’s full of useless information. Make sure that the chosen ‘Guru’ is very familiar with all the work the firm does and has been given enough ‘quiet time’ to get the system set up.
### Shake ‘n Bake
There’s always of option of taking bits of each method and forging your own. Maybe each team member is in charge of creating templates of the work they do and then a ‘buddy’ reviews the templates. Or maybe just the firm owner goes on a retreat to set up the system and then uses feedback from the rest of the team to fine-tune things.
Whatever system you choose, once you get past this big task of getting the work into your workflow, you will begin to see the increase in efficiency that a good workflow system (like Aero) will bring to your firm!
**Categories:** Aero User Tips, Workflow Management
---
### [What's on the Menu – define and standardize your services](https://www.aeroworkflow.com/fresh-look-accounting-workflow/)
**Published:** April 15, 2017
**Author:** Laura Redmond
**Content:**
#### *Imagine if your accounting firm were a restaurant. Would it run smooth as a top or would everything be total chaos?*
Let’s pretend you’re following your dream of owning and running the best diner in town. You’ve found the perfect old diner car, restored it, hired the best fry cook you know, and even found some waitresses with beehive hairdos that know diner lingo. Yes, the gum-chewing teenager at the register doesn’t seem to be the sharpest knife in the drawer, but he’ll probably figure it out eventually. Menus? Nah– you can just wing it. Customers know the kinds of things diners serve and your fry cook can make anything– except your grandmother’s famous meatballs. You’ll just have to show him how to make them whenever someone orders meatballs.
I think anyone can see running a restaurant like that is a recipe for chaos. Let’s step in and help out our starry-eyed restauranteur– and in the process pick up a few tips on best practices for [setting up your accounting workflow](http://www.aeroworkflow.com/accounting-workflow-definition/) using Aero Workflow.
## What’s on the Menu – Defining your Accounting Services
Before you decide what dishes you’re going to put on your menu you need to figure out what *kinds* of dishes you’re going to offer. Are there going to be appetizers? Salads? Desserts? Beer and Wine? Are you going to have a separate kid’s menu? Will you do catering and special events? What you’re not going to do is prepare and serve whatever the customer asks for when they walk in the door!
Of course, unless you’re just now hanging out your accounting shingle, you’ve probably already decided what’s on your firm’s ‘menu’. So the first step in setting up your firm’s workflow is to [define](http://www.aeroworkflow.com/accounting-workflow-define-services/) what kinds of services you provide. Does your firm offer payroll services, AP, AR, training, consulting, controller services, tax? Do you have special services that you offer to a certain type of client? Knowing what kinds of services you offer (and which ones you don’t) is a crucial step in standardizing and scaling your firm. Limiting your services to a set menu allows you to develop expertise and efficiency.
## Writing Down the Recipes – Standardizing your Accounting Services
Once you have decided what sorts of things will be on your menu, you need to decide what dishes to offer in each group. Then you and your fry-cook need to decide exactly how each dish will be prepared and served. Are the pancakes always served with the butter melting on top or is there a pat of butter on the side? How many ounces of meat goes into each burger? And exactly how do you make Grandma’s meatballs? You’ll want to write down these preparation and serving instructions and keep them in a handy location. Even your awesome fry-cook may want to glance at them from time to time (he’s not always at the top of his game after a night of poker). With these detailed instructions at hand, your customers will never know who made their dinner– the best fry-cook in town or his nephew, filling in on poker night.
As an accounting firm owner, writing down detailed instructions on how to perform each service you offer is the key to setting up an accounting workflow that is repeatable and scalable– two things that are essential to an efficient and effective firm. Using Aero Templates, you can create and store the detailed instructions for how to provide each of your firm’s services. Aero Templates give you the ability to make sure that your firm delivers consistently high-quality services to all of your clients, no matter who is performing the actual work. Furthermore, if you are (or are thinking about) charging fixed fees for your services, standardizing your services is a necessary ingredient in making sure they are profitable.
## How to Run the Register – Setting up Your Firm’s Procedures
Every time the kid at the register has a question (and he has a lot, same ones, over and over), you have to stop what you’re doing and go help him. So you sit down one day and write down instructions for everything he’s supposed to do: how to ring up a to-go order, what to do with the tips that are added to credit card receipts, when and how to take cash out of the drawer and put it in the safe, maybe even one on how the register works with a diagram and everything. And boy, did that make both your jobs easier! Two months later, you’re doubly glad you’ve got it all written down when he tells you he’s leaving to become a Phish groupie and follow them around the country. Your written procedures help the next gum-chewing teenager get up to speed quickly.
Writing down your firm’s procedures and storing them in a central location like Aero is key to a smoothly running firm. Not only do they provide a readily available resource for new staff, but they are handy for anyone who just has a quick question or is performing work that is not often done. In Aero, your detailed procedure guides are fully integrated into assigned tasks, making sure that answers to any questions are just a click away.
## Order up! – Putting it all together
You may not know exactly who’s going to walk into your diner on any given day (except for Bob, every Tuesday), but you can plan on serving more burgers than liver & onions and feeding more people on a Friday than a Monday. And you make your plans accordingly, scheduling your staff and making food purchases based on the customers you expect to serve. So you’re not going to stand there and wait for your staff to come ask you every day what they need to do. To make sure that nothing falls through the cracks and your diner is the best this side of the Mississippi, you’ve made a to-do list for each staff person to follow. Susie fills the ketchup, salt and pepper, while Doris makes sure that the menus are wiped down and the syrup carafes are full. Everyone knows what they need to do and when, leading to happy, well-fed customers who will be back again soon!
An accounting firm generally has the advantage of knowing in advance exactly what services you’re going to provide for which clients on what day. Often, you’re providing the same service to a client at a regular interval. As a firm owner, your challenge is make sure everyone knows what they need to do each day and nothing falls through the cracks. So you use your Aero Templates to create Master Aeros, [scheduling recurring services](http://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) for your clients and assigning them to the appropriate staff. When you’re finished, everyone in the firm knows exactly what they need to do each day. They also have instructions for exactly how each service is to be performed and easily accessible resources available to help them perform their work. And you’ve got happy, satisfied customers!
**Categories:** Aero User Tips, Workflow Management
---
### [Why do I Need a Workflow System Anyway?](https://www.aeroworkflow.com/accounting-workflow-definition/)
**Published:** December 8, 2016
**Author:** Laura Redmond
**Content:**
*This is part one of a five-part series on workflow in your accounting practice. Over the course of this series I’ll walk you through best practices in setting up a workflow system for delivering Client Accounting Services (CAS) and the benefits you can expect once you have it up and running.*
### What is workflow?
*Workflow* is an ‘organized and repeatable business activity enabled by the systematic organization of resources into processes.’ Clear as mud? How about this: workflow is defining what you do and organizing your resources in such a way as to enable others to do the same thing in the same way.
There are as many different kinds of workflows as there are business activities: administration, sales, marketing, even software apps have workflows. In this series of blogs, I’m going to be talking about *service delivery* workflow and setting up a *workflow system* for your accounting firm – a system to organize the setup, performance, and tracking of your accounting service delivery.
### Why do I need a workflow system?
In a service business like accounting, how you deliver your services is critical. Not only do you want to deliver the superior services, but you want to make a profit on them. Whether you are performing the work yourself or delegating the work to staff, you must manage the workflow in your accounting practice in order to maximize profit and deliver a quality product. This goes double for anyone thinking about (or using) fixed fees – if you fix your price, you must control your costs through systematizing your service delivery.
### But I’m doing fine without one!
If by doing fine, you mean still in business, then yes, maybe you are. But look me right in my virtual eye and tell me that none of these apply to you:
- Deadlines have been missed or you’ve stayed up until 1 am in order to make them
- You’ve bolted awake at 2am frantically wondering if an essential client service was completed
- The thought of going on a vacation and turning off your phone is ridiculous
- You can’t remember the last time you took a vacation
- You think you might need to hire someone, but can’t figure out where you’re going to find the time to train them
- You have an amazing employee who knows how to do everything – and if they leave, you’re in big trouble
- There are multiple services that only you can provide because you are the only one who knows how to do them
- The only way you can get the status of client work is to ask the staff how it’s going
- You’ve ever gone home at night with no idea of what (if anything) you accomplished that day
- You’ve moved your firm to fixed-fee engagements, but you have no idea which ones are profitable
- You aren’t sure if the work for your fixed-fee engagements is within the scope of the original agreement
### You OWN the firm – or you ARE the firm?
If you recognize yourself in any of the above scenarios, you may be in a situation where without you, there is no firm. Setting up and using a workflow system allows you to convert your [knowledge capital into scalable processes](http://www.aeroworkflow.com/knowledge-capital-scaling-practice/), increasing opportunities for profit. Defining and organizing your processes and services is not a small task, but doing so is a proactive approach to success now…and in the future.
Up next: [Defining Your Services](http://www.aeroworkflow.com/accounting-workflow-define-services/)
###### *A version of this blog originally appeared in [Insightful Accountant](http://www.intuitiveaccountant.com/tax-and-practice-management/what-is-workflow-for-quickbooks-proadvisors/#.WEo5H8MrKRs)*
**Categories:** Practice Management, Productivity, Workflow Management
**Tags:** accounting workflow, practice management, Productivity, task management, workflow, Workflow Management
---
### [Workflow in Your Accounting Practice: Organize Your Services](https://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/)
**Published:** January 13, 2017
**Author:** Laura Redmond
**Excerpt:** Once you have your accounting services defined and organized, you’ll be ready step away from working in your firm and start to work on it.
**Content:**
*This is part three of a five-part series on Workflow in your Accounting Practice. Over the course of this series I’ll walk you through best practices in setting up a workflow system for delivering Client Accounting Services (CAS) and the benefits you can expect once you have it up and running.*
Once you’ve [defined what you do](http://www.aeroworkflow.com/accounting-workflow-define-services/), you need to organize it in such a way as to transform your knowledge capital, staff, computers, and apps into profitable services. Defining your work and then scheduling it at the proper recurrence interval and assigning it to the proper staff person is the essence of creating a workflow system.
### Clearly Communicate Tasks and Priorities
Your workflow management system should clearly inform every person in the firm exactly what they need to do and when they need to do it. Now that you’ve clearly defined your services, you need to schedule them to ensure that your firm will deliver them in a timely manner.
As you choose a system for scheduling your services, make sure you know how it will address various situations. For example, how will it handle tasks that recur on a predetermined schedule? If a task is assigned to one person, can another staff person work on it? Make sure you have a system that is easy for staff to access – and that multiple people can access it at the same time. Ideally, staff would be able to access their task list even if they were working remotely. Due dates and task priorities should be clear to everyone. Finally, make sure that whatever system you choose has good visibility – managers need to be able to see a ‘big picture’ schedule as well as keep tabs on what work is completed or overdue. If your system doesn’t provide this for you, maybe it’s time for you to take a look at Aero!
### Remove Bottlenecks
The second step in organizing your firm’s workflow is to make sure that your staff has all the resources needed to perform their assigned work. The step-by-step checklist is an important resource, but there are others. These resources should be easily accessible to staff performing the work. The idea is to remove bottlenecks at every opportunity – Aero is built around this idea.
Make sure that the detailed procedure guides are readily available to everyone on the team in case they have questions about a particular step in a checklist. It’s also crucial that anyone doing client work can easily access all the usernames and passwords for all the apps they need to use to do the work. Make sure everyone knows where and how to access any stored client documents. Other information that you want to make sure is easily available: client contact information, access to a record of work done in the past for the client, general notes about the client (like tax entity, fiscal year end, tax id number, even what version of accounting software they use), and even access to any emails sent to or received from the client.
When you have all the right resources in the right place, your staff can do their assigned work from start to finish, all at once. If they need to stop and look for missing pieces of information or ask for help, the work takes longer and crucial steps may get forgotten.
### Carefully Budget Time
As the work is performed and the checklists are completed, make sure there is a way to accurately track the time associated with each service. Even if you don’t pay staff or invoice clients by the hour, tracking time allows you to manage the calendar so that you can schedule work appropriately. A good workflow system will organize this time tracking information, giving you valuable insight in your resource planning and scheduling.
Up Next: [Delegate!](http://www.aeroworkflow.com/workflow-in-your-accounting-practice-delegate/)
*A version of this article appeared in [Insightful Accountant](http://www.intuitiveaccountant.com/tax-and-practice-management/organize-your-proadvisor-and-accounting-services-business/#.WHk2eLYrKV4)*
**Categories:** Practice Management, Workflow Management
**Tags:** accounting tasks, practice management, task management, workflow, Workflow Management
---
### [Getting Connected to the RIGHT QBO Company](https://www.aeroworkflow.com/getting-connected-right-qbo-company/)
**Published:** May 4, 2016
**Author:** Mark Crews
**Content:**
### Why you might be having trouble
As part of QBOA, Intuit has provided ProAdvisors with a free QBO subscription called ‘Your Books’. Nice! Although it’s intended to be used for your firm’s books, not all ProAdvisors use it that way. Many ProAdvisors moved their firm from QuickBooks Desktop at some point and have their books in a different company file. In fact ProAdvisors who have been around for a while seem to have several different QBO companies, any of which they could use for their firm. This becomes a problem when trying to connect an app like Aero to your firm’s QBO company. For some reason, no matter which QBO company you select as the one you want to sync to the app, Intuit will sync it with the company called ‘Your Books’ – I’ve watched this happen repeatedly.
Because the vast majority of Aero subscribers are ProAdvisors, anything that is a problem for them, is a problem for us. I developed the following ‘hack’ to help our customers connect the right QBO company to Aero, but it should work for any app you want to sync with your firm’s QBO company.
### What to do
1. If you’ve already got a subscription for an app, and it’s connected to the wrong QBO company, you probably want to just start over again. So the first thing to do, is to cancel your subscription to that app.
2. Next, you want to disconnect from that app in QBO. Since a lot of ProAdvisors can’t see their apps in QBOA, here’s how you do that:
1. Log into QBO in a browser (not in the Mac or Windows app).
2. In the same browser window, open a new tab and go to
3. Click on the **My Apps** tab.
4. Find the app and click **Disconnect
**
3. Now log into your QBOA account and open the company you use for your firm, the one you’re trying to sync with.
4. Add a new Company Administrator User, not an accountant user, (Gear Icon > Your Company > Manage Users). Use an email address that is not already connected in any way to Intuit. If you don’t have one, you can easily create a new ‘throw-away’ email via Google or Yahoo.
5. Open a new Incognito window.
6. Sign up for a new subscription to the app. Choose not to connect it to a QBO account.
7. Still in the Incognito window, in your new subscription, find where you connect to QBO and click to connect.
8. When you are asked for your Intuit ID, log in as that Company Administrator User that you just created.
9. Voila! you are now connected to the correct QBO company!
**Categories:** QuickBooks Online
**Tags:** QBOA
---
### [The Aero Story](https://www.aeroworkflow.com/aero-story/)
**Published:** July 12, 2016
**Author:** Sarah Sivesind
**Content:**
### It started with a problem
Back in 2008, Laura Redmond of [Redmond Accounting](http://www.qbopro.com/) was searching for a workflow solution that met her firm’s needs. She needed something that would allow her to manage the multiple, recurring services Redmond Accounting provided to multiple clients. Since her staff was distributed around the country, she needed something that was cloud based. And, being an accountant with a passion for perfection and an eye for detail, she wanted to be able to set up a checklist for each task and make sure that any resources her staff might need were just a click away. Frustrated by the lack of anything that fully met her needs, she created her own system using [Method:CRM](https://www.method.me/).
Fast forward a few years to when Laura joined forces with fellow ProAdvisors Victoria Cameron and Mark Crews who had each been working independently to solve the same problem. Since Mark and Victoria had experienced many of the same frustrations with existing solutions, they convinced Laura that her little workflow app could be useful to other accounting firms – and thus the original version of Aero was published as an add-on to Method. The three partners quickly realized that Aero had a lot of potential and made the decision to rebuild Aero Workflow on it’s own platform and publish it directly on [Intuit’s app store](https://appcenter.intuit.com/aero%20workflow?locale=en-us).
### Aero – Designed by Accountants for Accountants
Aero, as it exists today, is a result of the years of experience (and frustrations) Laura, Mark, and Victoria gained running their own firms, plus the direct feedback from customers using Aero on Method. Aero’s core features– step-by-step checklists for each task, task templates, recurring tasks, and built-in time tracking – speak to the pain points of bookkeepers and accountants trying to run and scale their firms as efficiently as possible.
As Aero adds users in ever increasing numbers, we continue to solve the pain points of accounting firms. Through in-app feedback, casual user hangouts, newsletters, Twitter, live chat, and email we make an effort to listen to our users in order to refine current features and add new ones. For example, the [Aero Library](http://www.aeroworkflow.com/the-aero-library/) was born out of customer feedback that they were struggling with creating checklists for their services and keeping up-to-date with all the various cloud accounting apps.
Aero was built from the ground up by accountants and, thanks to the continued feedback from our users and our partners, continues to be the app that is ‘by accountants, for accountants’
**Categories:** Aero, Workflow Management
---
### [Workflow in Your Accounting Practice: Define Your Services](https://www.aeroworkflow.com/accounting-workflow-define-services/)
**Published:** December 30, 2016
**Author:** Laura Redmond
**Content:**
*This is part two of a five-part series on Workflow in your Accounting Practice. Over the course of this series I’ll walk you through best practices in setting up a workflow system for delivering Client Accounting Services (CAS) and the benefits you can expect once you have it up and running.*
Once you’ve decided that you need a [workflow system](http://www.aeroworkflow.com/accounting-workflow-definition/), defining what your practice does is the first step in setting one up. Defining your services helps you deliver a superior product consistently – and make a profit on those services!
### What Services do you Provide?
Start by making a list of services you provide. The list should include everything you do on a regular basis for every client, as well as any services you offer ‘on-demand’ like a QuickBooks file clean-up or a client data review. Make a list of the apps or other tools used to perform your services. Along with defining your services, it makes sense to define exactly what kind of client you provide (or want to provide) those services for. Knowing your target client helps you determine whether your service delivery menu fits your clientele.
While you’re busy making lists, you might want to consider making a list your regular administrative tasks as well – the services you provide to your own firm. After all, if it’s important to be efficient for the services you provide for a fee, isn’t it doubly important to be efficient for the services that you don’t get to charge for at all?
### Document, document, document!
Now that you know exactly *what* you do and *who* you do it for, you need to define *how* you do it. Create documented procedures that spell out all the details of the best practices and unique techniques that you and your staff have developed over the countless hours of experience you have gained serving your clients. Yes, this part is tedious and a pain – but it’s also necessary. Documenting your firm’s procedures is like eating your vegetables: you may not like it, but you need to do it if you want to be a strong, healthy firm!
Each service that you listed in the first step of defining your services needs a [detailed procedure guide](http://www.aeroworkflow.com/creating-procedures-in-aero/). Those guides should outline the work that needs to be done, the app(s) or other tools used to perform the work, and all the tricks and techniques you’ve developed over the years. If you use more than one app to perform a service make sure you specify how those apps should be used together. Keep in mind that you’re not trying to teach someone bookkeeping or how to use an app. These guides are a reference for how *your* firm performs bookkeeping or uses apps. When you’re writing these procedures, mentally put your hands on your hips and in your bossiest voice, say “this is how we do things here!”
Once you have these procedure guides created, you do not get to dust your hands off and say “finished!” You need to keep these procedures up to date or they will be good for nothing more than a walk down memory lane. Look for a way to integrate those procedures into your daily tasks so that they are easy for you and your staff to access and use. Aero makes it easy to integrate your procedures and keep them up to date– and we even offer you a [Library of procedures](http://www.aeroworkflow.com/the-aero-library/) that you can use!
### We love checklists
Here comes the fun part (I’m not kidding- accountants love checklists): for each of your procedure guides, create a checklist of the steps that need to be followed each and every time that service is provided to a client. These are shorter versions of the procedure guides that you and your staff will use as they perform the work. Each step on the checklist is an action they should take in the order they should take it. The checklists should include clear directions on how to access the more detailed procedure guide.
As you create your checklists, make sure you are specific about what apps or other tools are used to provide each service. The checklist for “Pay Bills with QBO” is different from “Pay Bills with Bill.com” is different from “pay bills for my special client who insists on writing checks.” Make each step in a checklist as specific as possible. For example, instead of “Log on to QBO”, the step might be “Navigate to **QBO > Vendor Center**. Click Open Bills / Overdue Bills filters on money bar to view bills awaiting payment and determine amount required.”
In Aero, you have the ability to create those checklists as Aero templates – or use a Library template with a checklist that has been built for you.
### Creating a Scalable Firm
When your services are clearly defined, work can be performed consistently, efficiently and effectively. Having procedures in place when you need to add new staff or onboard new clients ensures that the process will go as smoothly as possible. Defining what you do and how you do it is core to running a business. This is the process of capturing the firm’s knowledge capital and converting it into revenue.
*Up Next: [Organize Your Service](http://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/)s*
*A version of this blog originally appeared in [Insightful Accountant](http://www.intuitiveaccountant.com/tax-and-practice-management/define-your-services-for-proadvistors-and-accounting-professionals/#.WGp1dbYrKRs)*
**Categories:** Practice Management, Productivity, Workflow Management
**Tags:** accounting tasks, accounting workflow, document procedures, knowledge capital, practice management, Productivity, service delivery, workflow, Workflow Management
---
### [Team Communication and Aero Workflow](https://www.aeroworkflow.com/team-communication-and-aero-workflow/)
**Published:** July 31, 2015
**Author:** Victoria Cameron
**Content:**
In their article on [managing workflow in your accounting practice](http://www.aeroworkflow.com/4-steps-managing-workflow-accounting-practice/), Cloud Consultancy partners Victoria Cameron and Laura Redmond call communications “the first building block of good practice management.” With that in mind, we’ve built into Aero Workflow an easy and efficient system for team members to communicate with each other – and with their future selves (also known as reminders- but ‘communicating with my future self’ sounds so much more exciting than ‘jotting down a reminder’).
#### Communication About a Task Stays with the Task
Every team member has access to a Comments section when they are creating or working on a task. This allows them to jot down notes that will only be seen internally, and will always be available to any team member that has access to that task- whether it’s still being worked on or was completed a year ago. With this system, notes and comments about a certain task stay with the task and don’t get lost in an overflowing email inbox or in a welter of yellow sticky notes.
When a team member defers a task, they can write a note about why it’s being deferred. This note serves as a reminder for the team member (need to get the W-4 from the client) and as a message to their Manager (Oh, payroll isn’t done yet because they need the W-4 for that new employee). Again, this is built in communication– keeping all those status updates out of email inboxes.
#### The Many Uses of Quick Notes
Sometimes while I’m doing one task (say writing a blog) I’ll have a brilliant idea about another task (we should hire someone to write blogs!). Instead of interrupting what I’m doing to jot down the idea on a sticky note that will soon be lost/unreadable, I can open a Quick Note window and type a couple of lines. Then I can go back to my original task without losing my train of thought. The Note I just saved will show up on my task list automatically.
Quick Notes are even more versatile when used for communicating among team members. If you’re working on one task and remember something you need to tell another team member, instead of stopping and writing an email or interrupting their work with your thought, you can simply create a Quick Note and assign it to them. The next time they go to their Aero list, they will see it waiting.
Or maybe you to notify another team member about the status of a task “ready for review” or “waiting on info you said you’d get me last Tuesday”. A Quick Note is a great way to send this message to your fellow team member, without interrupting anyone’s work or cluttering up email inboxes.
#### Smart Phones + Quick Notes = Smart Notes
Often while I’m out walking the dog, I have “lightbulb moments” about a work problem– something about blood flowing to the brain I guess. But if I don’t write it down, there is no guarantee I will ever remember I had it. Quick Notes to the rescue: I have the **Add Quick Note** screen [saved as a tile on my iPhone home screen.](http://www.howtogeek.com/196087/how-to-add-websites-to-the-home-screen-on-any-smartphone-or-tablet/) I simply click the tile, up pops the screen, I add the note, and save and close. Next time I log into Aero, a brilliant Note to my future self will be waiting for action!
#### Share your tips!
How does Aero Workflow help your team communicate? Is there an Aero feature that has really changed the way your firm passes information around? Use the comments to let us know!
**Categories:** Aero User Tips
**Tags:** communication, Distributed Work Force, email, project management, Workflow Management
---
### [AERO is flying to Seattle](https://www.aeroworkflow.com/aero-flying-seattle/)
**Published:** May 19, 2014
**Author:** Sarah Sivesind
**Content:**
## Seattle Accounting Technology Boot Camp 2014
May 29, 2014
[REGISTER HERE](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnFUwDUphlqVvI6vfZfAl_6Qw--0w3ntl9mOQ7XghnR5LLPoyH_leLBlaczJEbk1VnP-Fo4rspaHQ30pCzKq5KTk9sUeV8BMBzMzGyLeohcbIOuY4WJM0lGnjuEoyWhz91hDGajbDX1D0ZZ11UdG4zFGFywHygFUF8b9HWhp8_1OWu05xd95v-FQ3XHMTJ4rBf3Mgyy4cGaG8bZWzxaZBlv3w==&c=&ch=)
**6 CPE’s**
**$149/$129**
**When**
Thursday May 29, 2014
9:30 AM to 6:30 PM PDT
[Add to Calendar](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnF73Lgd8UINsrvMlp0qlH1aVYOv-opomj9_I-MGWYBMfyydt8UwOM_AUA_UA0kbIdlpASOcF4kU3nT8njSxGOVEZnuBGTTqjaAgkuy41fDMFs-A4rIy05V0X0ttBCRiaM4gdU1AHcynZ521vc7ufmO69pBpxFMz-8rgiZv33Z0l7BvJCXNKg9E3K02MFA-YAK6WWG7fF6c280=&c=&ch= "Add to Calendar")
**Where**
WithinSODO
2916 Utah Ave S
Seattle, WA 98134
[](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnF0z0Vyy7TSR9it3Xc-4xLcC45DCNn61v17-xZNmf9WkVm2YBZ5bmqFLmMYs-X-y9lWIth-0WFxiKWjIka8jeHMO8I3-_E9AW5eHvm9ROjWINBs4t7XGVGX7EW_G4WtRbaJOnuWboH9WGZCKALGL5oNx3yt7FZxF5Aih5DCqSn8bCN8pSnBGnsZEOKJEQnkoGx&c=&ch= "Driving Directions")
[**Driving Directions**](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnF0z0Vyy7TSR9it3Xc-4xLcC45DCNn61v17-xZNmf9WkVm2YBZ5bmqFLmMYs-X-y9lWIth-0WFxiKWjIka8jeHMO8I3-_E9AW5eHvm9ROjWINBs4t7XGVGX7EW_G4WtRbaJOnuWboH9WGZCKALGL5oNx3yt7FZxF5Aih5DCqSn8bCN8pSnBGnsZEOKJEQnkoGx&c=&ch= "Driving Directions")**Schedule**
9:30 Registration
9:45 Intro & Networking
10:15 Keynote
11:30 Bill.com
12:15 Lunch (included)
1:15 T-Sheets
2:15 AERO
3:15 Avalara
4:15 Intuit QuickBooks
5:00 Door Prize Drawing
5:15 Reception (Wine & Cheese)
**Door Prizes:**
iPad Mini ([TSheets](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHhAiKYOta5VCVk2nMc7HnDHvTcZuXYl_3TRaHHvUOqGubutFOgxjGywUsB5-VykM8aHxqto4ZdtQLSR-Af6vG8yM92YcmcodjnR1_Ob8l7rI&c=&ch=))
$100 Amazon Gift Card ([Avalara](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHhAiKYOta5VCtB7FtJQ1_4VGo24N7rKTHh6W-1xlnmmLy7BkLDY6Ks17uRo7-PFV7c1RDi-BbJ0Ne0MayIxGdgA5p9n8e59VCRKgMmH3wG1JEf0XuTG1fSQ=&c=&ch=))
More info contact:
Shelly Robbins
Shelly Robbins
The Quicksource
shelly@thequicksource.com
206-324-4490
[](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnFGT3CgUDB99l08LMFxaZwfUSylSowl4v32JrU8K-9D0i63P0c4UheBynB2vSjn4dfwVl8Kg400d22L8AIFqr6MNvlviXjkmWVf5CUKeSfUFRbHv8uGIFO8lpZ8NO0g5L0a2xx5jzDwz_pvpTAaiR9If3NQfRTAWkK6ql7r4Nhjl2fC8wlMEiGw2YE3Ahftgy4cEf64UAG_2epw39Em46-0iYij3Rz3cDP&c=&ch=)**Keynote [Doug Sleeter ](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHveVwdBqiN3vpdG-pZHqNALZyyUHjOxZWoRb6KEUHE8pV4ieA76OWgmqT8n0dh7W0eSgtDq2LYW-rNDMKYCkPL19RTD3eE7xMOq9YGc9Hq4hN8dOHEeAnBqhw7Y0eAl4uA==&c=&ch=)****How to Become**
**Your Clients’ Most Valuable Asset**
Join Cloud Consultancy’s Victoria Cameron for a day exploring accounting technology, hosted by Shelly Robbins of the QuickSource. Victoria and others will be demonstrating how your company can use new and existing software to save time and keep you on track. **Topics Covered**
- Grow Your Firm with Bill Pay Services from [Bill.com](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHm6UOyVelP80OV4hxxvtJaLneA6PRlYaX3r2gCQxC-LVfxuR83S5wOJ7i5ebetNFpGBbyNDtlh_dHFjPtQhdL2VuV4C72SQ18iNvkYEeMLdT48yCTe54I1r_fl7F9EGhGA==&c=&ch=)
- Solve the time-tracking problem with [T-Sheets](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnFVTAu3wwJAhgwovbtJomGvOdP-c6ILbpbyKVLyIXKJXcC2-9if-jIcmP3fgFfTIPNnGGFTg3NLx-2IpC860x8cvpq4OmBN9mNfSuOpGJUsMI=&c=&ch=)
- Automate sales tax reporting with [Avalara](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHnpHNJUYDyjO_AC9oq3uiSpLgd0-NyHRWzkehmpon3snyiysWWaT9iRmmYDy_GUS4SnWEJ2IliBQidISRM6azfwGbGETfoZM5zHN4aJ25Qa6Av8gFH00zTyCz2eAiT05_g==&c=&ch=)
- Manage your tasks, your staff, and your practice with [AERO](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnFhLBfjQ61LYZb3f3Jo2xqCxl8oPO45Vw8MT3Sb-m1ihjMUWbZ5MHxFjxp0fSXZxlkewqrhMMy5Bx3SAqwkwZ7BBWRgt6i85P48j7P7jFi5lq0Jd2y8CQU4Dvlw8al2hxR&c=&ch=)
**And…**
- “How the Intuit Ecosystem and QuickBooks Online can improve your life so profoundly you couldn’t imagine going back to the old way” by [Seth David](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHhAiKYOta5VCQ0_0yPtPnAGHUyt1jmaezG_wCEJ4t6ax53QEbYoW9TRp-uvKtNRbloTMRayZMYTKoq2X7bmD66cm0ba1kyLTgmRW2fqtccsbh90NAUgTUGTkgNEV2MQ5FmwlAv5RpIQPKWlWlMg9Il65locqAkG7QQ==&c=&ch=)
**May 29, 2014**
[**REGISTER HERE**](http://r20.rs6.net/tn.jsp?f=00127DpiElpX7BnlODdRp76g7p-3mvKltvOZ19vh7_nzVG37V_jdb7DHrGxozvEJWnFUwDUphlqVvI6vfZfAl_6Qw--0w3ntl9mOQ7XghnR5LLPoyH_leLBlaczJEbk1VnP-Fo4rspaHQ30pCzKq5KTk9sUeV8BMBzMzGyLeohcbIOuY4WJM0lGnjuEoyWhz91hDGajbDX1D0ZZ11UdG4zFGFywHygFUF8b9HWhp8_1OWu05xd95v-FQ3XHMTJ4rBf3Mgyy4cGaG8bZWzxaZBlv3w==&c=&ch=)
**$149/$129**
**6 CPE**
**Categories:** Aero, Apps
**Tags:** Aero, practice management, Workflow Management
---
### [Clear Cookies from Chrome in 5 Easy Steps](https://www.aeroworkflow.com/clear-cookies-chrome-5-easy-steps/)
**Published:** September 25, 2014
**Author:** Victoria Cameron
**Content:**
## Five steps to clear specific browsing data from Chrome:
#### 1. From the Chrome dropdown menu, choose ‘Settings’:
#### [](http://www.aeroworkflow.com/wp-content/uploads/2014/09/Chrome-DropDown-Menu.png)
2. Scroll to the bottom of the page and select Show Advanced Settings
#### [](http://www.aeroworkflow.com/wp-content/uploads/2014/09/Chrome-Advance-Settings.png)
3. Under Privacy click on Content settings
#### [](http://www.aeroworkflow.com/wp-content/uploads/2014/09/Chome-Content-Settings.png)
4. Under Cookies, click on All Cookies and Site Data
#### [](http://www.aeroworkflow.com/wp-content/uploads/2014/09/ClearCookies.png)
5. You can search for a specific site and Remove some or all of that sites cookies. To delete a specific set of cookies, click on the grey X at the far right of the line:
[](http://www.aeroworkflow.com/wp-content/uploads/2014/09/RemoveCookie.png)
**Categories:** Aero User Tips, Apps, Workflow Management
**Tags:** Google Chrome
---
### [NAN Appearance by Laura Redmond](https://www.aeroworkflow.com/nan-appearance-laura-redmond/)
**Published:** October 3, 2014
**Author:** Sarah Sivesind
**Content:**
[](http://www.aeroworkflow.com/)Cloud Consultancy co-founder Laura Redmond will be the Voice of the Member in October’s National Advisor Network member call with Joe Woodard on October 10 at 9am Pacific / 12pm Eastern.
She will be discussing workflow management and how her quest to help a client manage their workflow led to the birth of AERO WorkFlow Manager, which is used by accounting professionals to track multiple staff doing multiple tasks for multiple clients. This will be a great chance to hear how AERO transformed Laura’s accounting practice and how it can help yours.
[](http://www.nationaladvisornetwork.com/)The National Advisor Network is a professional group of experienced and highly knowledgeable Intuit Advisors. If you are not an NAN member, please check out their website: [www.nationaladvisornetwork.com](http://www.nationaladvisornetwork.com/ "http://www.nationaladvisornetwork.com/"). NAN advances careers, strengthens business practices and advances the success of the QuickBooks ProAdvisor, and provides benefits like access to a member’s only forum, a monthly web conference, discounts and free subscriptions on software and much more.
**Categories:** Aero, Workflow Management
**Tags:** accounting tasks, Aero, NAN, National Advisor Network, practice management, Workflow Management, Workflow with Quickbooks
---
### [How Aero Can Help Save Time](https://www.aeroworkflow.com/aero-can-help-save-time/)
**Published:** December 12, 2014
**Author:** Laura Redmond
**Content:**
A recent article in the [Wall Street Journal](http://www.wsj.com/articles/how-to-stop-wasting-colleagues-time-1417562658?KEYWORDS=stop+wasting+time) discussed how companies are using data mining techniques to pinpoint their biggest time wasters. Surprising no one, it turns out that one of the top culprits is email. “Common time-wasting habits include copying too many people into emails and overuse of ‘reply all.’ ” If this is familiar territory, Aero WorkFlow Manager can help you reduced wasted time in your firm.
#### Put Your Email on a Diet
[](http://www.aeroworkflow.com/wp-content/uploads/2014/12/@email.jpg)Aero gives you and your staff the ability to send emails to clients from within the application, and a copy of the email is automatically saved in the client activity log. There is no need to CC anyone else in your firm since the email can easily be found by anyone who needs it in the future. The text of the email is easily found in the client file, saving everyone from searching through overstuffed inboxes and long, confusing email chains. And, don’t forget that eliminating the need to CC other team members takes the ‘Reply All’ button out of play!
Aero’s Client Activity log also eliminates the need for ‘Update’ emails sent to large distribution lists. The Activity Log is a central record of all tasks, emails, phone calls, meeting notes, and documents relating to that client. Anyone who needs to can easily find information about the status of a project or client job by accessing the appropriate file.
According to the WSJ article, “On email, many employees spend a lot of time writing responses because they fear failing to answer will offend colleagues or hamper their work.” By greatly reducing the need to send emails in the first place, Aero saves you and your staff from having to read and reply to unnecessary emails.
#### Just a small part
Streamlining communications is just one facet of Aero WorkFlow’s ability to enhance the productivity of your firm. To find out more, [attend a webinar](http://www.aeroworkflow.com/webinar/ "Webinar") or contact us for a [free personalized demo](http://www.meetme.so/AERO).
**Categories:** Aero User Tips, Workflow Management
**Tags:** communication, email, practice management, project management, Workflow Management
---
### [2014 Aero Highlights - and What's Coming in 2015](https://www.aeroworkflow.com/2014-review-2015-preview/)
**Published:** December 30, 2014
**Author:** Sarah Sivesind
**Content:**
##### [](http://www.aeroworkflow.com/wp-content/uploads/2014/12/climbing-gears.jpg)2014 was a big year for us as we added to and improved Aero WorkFlow for Method and started an exciting new project.
Throughout the year, we worked to refine and improve Aero WorkFlow Manager. We made great strides improving the Work function, such as adding autosave, creating a way for staff to save personal defaults, creating a dedicated Add Work Now link, and adding a feature to edit time entires in Work>Timesheet. In addition, we added encryption to all passwords in the client vault and added features to make setting up Aero easier. As we move into 2015, we will continue to bring you features and improvements that will make your Aero experience even better!
We spent a good amount of time in 2014 working with the [Beta version of the new Method](https://www.method.me/cs/blogs/methodblog/archive/2014/10/27/new-method-enters-beta-at-quickbooks-connect.aspx). In July, we introduced our first screen using the new Method, the Feedback screen. We are excited about the changes coming in 2015 from Method and will make sure that Aero keeps pace.
We spent some time traveling in 2014, enjoying the chance to meet our customers at the Seattle Technology Boot Camp, Cloud Summit 2014, and QBConnect. We finished up the year with the Method Partner Retreat where we really enjoyed visiting Method HQ and getting a peak behind the scenes. We will continue to attend and demo at conferences in 2015- f[ollow us on twitter](https://twitter.com/3CloudConsults) to keep posted.
[](http://www.aeroworkflow.com/wp-content/uploads/2014/12/2015-calendar-target-shows-year-organizer_G1eFTQw_.jpg)Perhaps our biggest accomplishment of 2014 is something that will bear fruit in 2015: We began developing Aero as a native QuickBooks Online App and are currently in the Alpha testing stage. We are excited about this addition to our Aero WorkFlow App family and think our customers will be too. Watch this space for more exciting updates in 2015!
**Categories:** Aero, Workflow Management
**Tags:** Aero, Method:CRM, Release Notes, Workflow Management, Workflow with Quickbooks
---
### [Flexible Work and Aero WorkFlow](https://www.aeroworkflow.com/flexible-work/)
**Published:** January 14, 2015
**Author:** Sarah Sivesind
**Content:**
[](http://www.aeroworkflow.com/wp-content/uploads/2015/01/work-life-balance-signpost-showing-career-and-leisure-harmony_GkojRQPO.jpg)Are you thinking about implementing a Flexible Work Arrangement (FWA) in your firm this year? Maybe you already have but are struggling to make it work smoothly. Flexible work plans offer many benefits including better staff recruitment and retention, improved morale, more flexible office space requirements, more flexibility in scheduling for peak workloads, and a better work/life balance. In a knowledge industry like accounting, an FWA tends to do very well, as long as the firm managers have a system in place that avoids the usual pitfalls of an FWA– and this is where Aero Workflow can help.
#### Communication
A good communication plan is important for any business, but absolutely essential for a firm that offers flexible work arrangements. Software like Google Business Apps and GoTo Meeting allow staff members to stay in touch with each other, but it’s also important to have a plan in place for client communication. Aero offers a central location for all client activities, including work, meeting notes, emails, and any other communication. Any staff member has access to all the client information, regardless of where or when they are performing their work.
#### Managerial Oversight
[](http://www.aeroworkflow.com/wp-content/uploads/2015/01/gears-or-cogs-as-human-worker-symbols_fyb-0FBu.jpg)This is perhaps the biggest stumbling block a flexible work plan runs into. Firm managers and owners need to know that the necessary work is getting done in a timely manner, and this is an area where Aero performs beautifully. Manage Work gives firm managers a quick overview of assigned tasks and their status, allowing them to take in at a glance who’s doing what, what work has already been completed, and what still needs to be done. They also have the ability to assign work as it comes up to the staff member who is best suited to perform it, no matter where that staff member is working.
#### Consistency
Managers want to be sure that client work is being done consistently throughout the firm, no matter who is doing it or where and when the work is taking place. Aero facilitates consistency with features that allow managers to outline the steps to be followed for any given activity, links to company procedure documents, client email templates, and a library of activity templates. This allows a task to be handed off from one staff member to another seamlessly and gives managers a comfort level about the consistency of the work performed.
**Categories:** Aero, Workflow Management
**Tags:** Distributed Work Force, Flexible Work, practice management, Workflow Management
---
### [Thriving in the Busy Season](https://www.aeroworkflow.com/thriving-in-the-busy-season/)
**Published:** February 26, 2015
**Author:** Laura Redmond
**Content:**
[](http://www.aeroworkflow.com/wp-content/uploads/2014/12/climbing-gears.jpg)This time of year is usually crazy for Client Accounting Service firms. Not only do you have extra work for regular clients as they close out the year and get everything ready for the tax accountant, but it also seems to be the time of year when new clients are knocking at the door. When a new client comes calling, Aero WorkFlow allows you to welcome them with open arms, secure in the knowledge that the Aero templates, procedures, and workflow management will make the on-boarding process as painless as possible. Setting up your plan in advance and using Aero WorkFlow to implement it is the key to thriving in the busy season – not just surviving!
#### Aero Templates – No More Recreating the Wheel
You and your staff probably have certain CAS tasks that you could do in your sleep, like reconciling a checking account in QuickBooks or paying bills using Bill.com. But when it comes time to set up a new client on QuickBooks or in Bill.com, does anyone remember exactly how to do it? Or is it a process of hunt-and-peck and “Oh I Forgot!” and “Oh shoot we need that document!” Aero templates allow you to document the information that needs to be gathered and steps that need to be taken for all those occasional tasks. Then, when a new client comes on board, you can simply create a task from the template and assign it to a staff member to perform.
#### Aero Email Templates – Great Communication Made Easy
Have you ever spent time searching through your email for “that really great email” you sent the last new client? Aero email templates are a library of all your “really great emails”. You can create an email template for new clients that welcomes them and give them a list of things to do and documents to gather before your next meeting. Or how about one that links to your new client questionnaire? With email templates, all your emails to new clients will be “really great emails”!
#### Aero Procedures – Anyone Can Be a Superhero
When a new client comes on board, it’s natural to want to put your best foot forward. Setting up your firm’s procedures in Aero allows you to specify exactly how each procedure should be done ahead of time. So when it comes time for the new client to be set up on QuickBooks, you know that it will be done exactly the way you want it to be done (often called “the right way”), and your new client feels they’re being given concierge service.
#### Workflow Management – Turning New Clients into Old Clients
Once your new clients are on board, making sure that their work is done on time and accurately is the job of a good workflow management system like Aero. The templates and procedures are a big part of managing daily tasks. Add other features like the ability to create recurring tasks, the client vault, QuickBooks Online and G-mail integrations, and the birds-eye view from the management dashboard, and you have a workflow management system that helps ensure the client work is being done on time and done the right way. This allows you to concentrate on the big picture of running your firm– and maybe spend some time looking for new clients!
**Categories:** Aero, Aero User Tips, Workflow Management
---
### [Aero Types: Best Practices for Success](https://www.aeroworkflow.com/aero-types-best-practices-for-success/)
**Published:** April 13, 2015
**Author:** Victoria Cameron
**Content:**
Aero Types are meant to organize the activities your accounting firm does during the day. Ideally if you set them up correctly, they will provide actionable metrics as to where your firm is spending their time. This will allow you reallocate resources as necessary.
One way to think of Aero types is as a menu of services you sell, similar to service items in QuickBooks. You can map them one to one with your service items, or have many Aero types all mapped to one service item in QB. However, you can’t map multiples service items to the same Aero Type.
Every Aero type in Aero Workflow can also be mapped to a QuickBooks class, so that when you or your staff uses that Aero type the resulting time entry will automatically get posted to the correct class.
Some example Aero Types for an outsourced accounting firm –
- Client OnBoarding
- Accounts Payable
- Payroll
- Close Period
- Quarterly Review Calls
- HR
- Bank Reconciliation
- Sales Tax Return
- Use Tax Return
- Admin or Overhead
Some example Aero Types for a tax-based firm:
- Client Onboarding
- Tax Prep – Individual
- Tax Prep – Corporate
- Tax Review
- Tax Research
- Quarterly Checkup
- CPE
- IRS Representation
- Overhead
Some firms get much more detailed and have an Aero type for each tax form.
Some example Aero types for a QuickBooks consulting practice:
- QBD – New File setup
- QBO – New File setup
- QBD>QBO conversion
- Training – QBD
- Training – QB Mac
- Training – QBO
- Overhead
Notice that every firm has Overhead or Admin as one of their Aero types. This allows you as the firm manager to report on how much time your firm is spending on these non-revenue types of tasks – and who is doing it!
The other advantage of having your daily tasks categorized by Aero types is that it allows you and your staff to group tasks by type. Perhaps you have several tasks due over the next couple of days that are designated as payroll. It might be more effective for you to log into the payroll service, like IOP4A, and do payroll for several clients at once.
What are you using for Aero types? Let us know in the comment section. Need help setting yours up? Drop an email to [support@aeroworkflow.com](mailto:support@aeroworkflow.com "support@aeroworkflow.com")
**Categories:** Aero, Aero Help, Aero User Tips
**Tags:** accounting tasks, Aero, practice management, Workflow Management, Workflow with Quickbooks
---
### [Re-assigning a Task in Aero](https://www.aeroworkflow.com/re-assigning-a-task-in-aero/)
**Published:** June 11, 2015
**Author:** Sarah Sivesind
**Content:**
*A common accounting workflow is to have one person do most of a task and then have another person finish it or review and approve it. You can use Aero Workflow to make sure that this process is handled in an efficient manner.*
#### Create Steps for Desired Workflow
[](http://www.aeroworkflow.com/wp-content/uploads/2015/06/Edit_Aero_Template_-_Aero_Workflow_Manager.jpg)When you create the task, make sure your steps outline the workflow for the entire task. For example, say you want one person to perform the work to close a period, and then have a second person review the work and notify the client. You would need to create a task that starts with all the steps to take to close the period. One of the last steps might be something like “save and defer task: reassign to controller for review”.
#### Defer and Reassign
The staff person assigned to the task would then complete all the work up to the last task, checking off the steps as they go. When they’ve done all their work, they would Save & Defer and type in a defer reason something like: “Ready for Review.” They can also choose another team member to defer the task to. The task will then move off their list and appear on the Aero list of the person who needs to do the approval.
[](http://www.aeroworkflow.com/wp-content/uploads/2015/06/My_List_-_Aero_Workflow_Manager.jpg)
#### Use QuickNotes
Instead of having team members deferring and re-assigning tasks, you can always use QuickNotes for this sort of workflow. You can make the last step in the task something like: “Notify controller that accounts are reconciled and ready for review.” When your staff member gets to that step, they would create a QuickNote and assign it to the person who will do the review letting them know that the reconciliation is ready for review. The QuickNote will appear on the reviewer’s Aero list and they can start their review.[](http://www.aeroworkflow.com/wp-content/uploads/2015/06/My_List_-_Aero_Workflow_Manager1.jpg)
**Categories:** Aero, Aero Help, Aero User Tips
**Tags:** accounting tasks, Distributed Work Force, practice management, Workflow Management
---
### [Aero Templates and Master Aeros: Setting up Your Accounting Workflow](https://www.aeroworkflow.com/aero-templates-and-master-aeros-setting-up-your-accounting-workflow/)
**Published:** July 2, 2015
**Author:** Sarah Sivesind
**Content:**
We are often asked what the difference is between Aero Templates and Master Aeros. While it’s true that at first glance they look very similar, there are some key differences. In the article below, we describe how these two great tools are used to help you set-up and manage your accounting workflow.
#### Aero Templates – Define Your Client Services
Aero Templates are a tool that allow you to define the proper accounting workflow for all of the services your firm provides. Setting up an Aero Template is very similar to setting up a Master Aero: you fill in a few fields including **Estimated Duration** and **Type**, but you do not schedule it, and normally you would not assign it to a user or a client.
Once you have all of the header information filled in, it’s time to list all the steps. These are the steps to be followed when your or your staff are performing this task for your clients. You can make these steps as simple or as detailed as you want- just remember that this template will be used to schedule this service for multiple clients.
After you have defined the steps just the way you want, you simply need to save the template. You now have an Aero Template ready to use the next time you want to schedule that service for one of your clients!
#### Master Aeros – Schedule Repeating Client Services
A Master Aero is a tool that allows you to schedule a particular service that your firm provides to a particular client at a regular interval and assign it to a staff member. You fill out the same header information that you did for an Aero Template, but you are required to assign it to a **Team Member** and you will most likely assign it to a **Company** as well.
Then you go through the same process of defining steps that you would go through when creating a template, but this time you are defining the exact steps to follow when providing this particular service to this particular client. Once you have all of the steps defined, it’s time to schedule the task. You get to designate exactly how often your firm will provide this service to this client. Once you click the **Insert Occurrences** button, the task will show up on the selected Team Member’s list at the proper interval. Your part is now done!
#### Aero Templates or Master Aeros – Which Comes First?
You can create an Aero Template and then use it to create a Master Aero or you can create a Master Aero and then copy it into an Aero Template- the choice is yours. Whichever way you do it, once you have your firm’s services defined and scheduled using Aero Templates and Master Aeros, you are well on your way to improving your bottom line through streamlining your accounting workflow!
**Categories:** Aero Help, Aero User Tips
---
### [Aero Workflow on The QB Show](https://www.aeroworkflow.com/aero-workflow-on-the-qb-show/)
**Published:** July 14, 2015
**Author:** Sarah Sivesind
**Content:**
Cloud Consultancy’s Laura Redmond recently joined Stacey, Dawn and Woody on the QB Show to talk about Aero Workflow.
**Categories:** Aero
---
### [How Aero Workflow Helps You be More Productive](https://www.aeroworkflow.com/how-aero-workflow-helps-you-be-more-productive/)
**Published:** August 7, 2015
**Author:** Sarah Sivesind
**Content:**
In his [article for Forbes](http://www.forbes.com/sites/travisbradberry/2015/05/13/11-things-ultra-productive-people-do-differently/), Travis Bradberry lists eleven things ultra-productive people do differently. It’s a great list– and using Aero for your workflow system will help you to do all of them.
#### 1. Never Touch Things Twice
Tasks in Aero are designed to contain all the resources you need so that you can complete them in one sitting from start to finish “because touching things twice is a huge time-waster.” Links to procedures, help documents, client passwords, contacts– you name it and a task in Aero has it. You can efficiently finish one task and move on to the next.
#### 2. Get Ready for Tomorrow Before Leaving the Office
With Aero, you’re not just ready for tomorrow before you leave the office, you’re ready for the whole week! Setting up and scheduling repeating tasks allows you to know what you need to do on any given day– and allows you to see where you have time to schedule some of those special projects that seem to keep getting pushed off.
#### 3. Eat Frogs
“Eating frogs” is a highly productive person’s anti-procrastination pill. They hold their nose and swallow the most repellant thing on their to-do list first. The rest of the day is so much easier without that ‘Frog’ hanging over their head. Aero presents you a list each day of what needs to get done **today**– making it easy to clearly identify what your frog is so you can swallow it and get on with your day!
#### 4. Fight The Tyranny Of The Urgent
We all know how often little ‘urgent’ things get in the way of accomplishing the things that are more important. With Quick Notes and the ability to quickly create a new task, Aero gives you a system for handling these interruptions so that you can defer or delegate them and get on with what is truly important.
#### 5. Stick to the Schedule During Meetings
Meetings can swallow whole days unless you have an agenda and stick to it. You can set up a meeting in Aero with steps to follow. Then when the meeting in underway, you can check the steps off- and keep an eye on the running timer to help you remember to stay on schedule.
#### 6. Say No
This is the hardest one on the list for people running a small accounting firm. But saying “no” to a client is better than “yes” and then not being able to perform. Aero gives you the ability to see clearly what your firm’s current commitments are so that you know whether you really can take on more work.
#### 7. Only Check E-mail At Designated Times
Aero’s integration with Gmail allows you to decide when to pull in your emails – and whose emails you want to see. You can then read, reply to, delegate, or delete them right away (see #1, only touching things once), and get back to completing your to-do list.
#### 8. Don’t Multitask
Study after study has shown that multitasking is the least efficient way to get things done. It takes time for your brain to focus when you’re constantly switching from task to task. With this in mind, we purposefully designed Aero to help you do one thing at a time– and when you do have to interrupt a task, we made it easy for you to pick back up where you left off.
#### 9. Go off The Grid
How does SaaS software help you go **off** the grid when you have to be **on** the grid to use it? It’s simple: Aero allows you to set up a system where everyone knows what they need to do each day and no client work falls through the cracks. This gives you the peace of mind you need to be able to be completely out of touch, knowing that the client work will be completed on time and correctly.
#### 10. Delegate
One of the major benefits of using Aero is the ability to set up task with step-by-step instructions on exactly how you want the task to be performed and then schedule it for your staff to do. This allows you to easily delegate client work, knowing that the work will be performed to the standard of excellence your clients have come to expect from you.
#### 11. Put Technology to Work for You
This, of course, is our favorite! Find out how you can put technology to work for you by [signing up for a free trial of Aero Workflow](http://www.aeroworkflow.com/open-new-aero-account/) today!
**Categories:** Workflow Management
**Tags:** Productivity, Workflow Management
---
### [Creating Procedures in Aero](https://www.aeroworkflow.com/creating-procedures-in-aero/)
**Published:** August 17, 2015
**Author:** Victoria Cameron
**Content:**
*There is something very intimidating about a blank page. You may know exactly how you want a task to be performed, but when you sit down to document the process in Aero, your mind turns as blank as the page in front of you. So we’ve come up with a few suggestions to make the process easier.*
#### 1. Use Google Docs
Although Aero has a formatting bar in the Create Procedures window, images can only be added as hyperlinks. So we’ve found that the smoothest and easiest thing to do is to create a procedure in Google Docs first and then simply copy and paste it into an Aero Procedure. This allows you to use word processing tools to format your document and also gives you a process to easily add images and screen shots.
Make sure that the sharing permission is set so that ‘anyone with the link can view’. To do that, click the Sharing button in the upper right corner.
When the Sharing window opens, click on the word ‘Advanced’ in the lower right corner. On the next screen, next to where it says “Private – Only you can access” click the link that says ‘Change…” 
On the next window, click the button next to ‘anyone with the link’ and hit the Save button. You’re now ready to copy your doc into Aero.
#### 2. Create Procedures while you work
Sometimes the easiest way to document a procedure is to write it down, bit by bit as you perform the task. It’s easier to figure out which screen shots you might want and to remember about the obscure but essential box that needs to be checked. Yes, the task you can perform in 10 minutes might take 20, but when you’re done, you have a document that would help anyone to perform the task while you spend your time on more important things.
#### 3. Get a screenshot app
This can really help speed up the process of creating procedures. I use a free app called Skitch, which is part of Evernote. One thing I love about Skitch is that I can get a URL for any of the screenshots I create, which allows me to create procedures directly in Aero. Some people in our firm use and love Snaggit. There are tons out there. Look for one that allows you to do a regular screenshot and a time delayed one and has some basic editing capabilities (like adding arrows and boxes and blurring out sensitive information).
#### 4. Use available resources
We frequently start with help documentation from an app’s website and then modify it to fit our needs. There’s a lot of great information out there, on apps’ websites, forums, and in blogs like this one. Since you’re making an internal document, feel free to copy and paste!
*What is your process for creating procedures in Aero? We’d love to find out – share them with us in the comments section!*
**Categories:** Aero User Tips
---
### [Using Projects in Aero](https://www.aeroworkflow.com/using-projects-in-aero/)
**Published:** August 25, 2015
**Author:** Sarah Sivesind
**Content:**
Aero gives you the ability to look at your client work from many different views such as by Type, by Client, by Team Member (to name just a few) . You can further organize and track your work by using the Projects feature in Aero Workflow
#### One Time Projects
The most obvious use of Aero Projects is to organize the tasks in a one-time project. Let’s say a client decides to move to QBO. You agree on a price for the job (or give them an estimate) and a timeline. You now have a one-time project that must be broken down into several tasks. There’s all the work of getting their data out of whatever system their currently on and then setting up a new QBO account and moving their data into it.
In Aero, the first thing you would do is to create a new project, filling out all the pertinent fields. Then as you create and schedule each individual task that is part of that migration to QBO, you would select the project you created and assign the task to it. Once you have all your tasks set up, you can then look at the progress of the project simply by clicking the **Aeros** link in the Edit Project screen.
#### On-going Projects
You can also use projects to track recurring work you do for a fixed fee. First you create a project that describes the accounting services. It can be as general as “Accounting Services” or as specific as “Payroll Tasks” Then you set up the recurring tasks (the Master Aeros) for that project and pick the correct project from the Project dropdown menu. Now when you open the Edit Project window, you’ll have all the recurring tasks for that one engagement listed under **Master Aeros**. You can also see the status of each individual occurrence under the **Aeros** tab.
How do you use the Projects feature in Aero? Let us know in the comments section below!
**Categories:** Aero Help, Aero User Tips
---
### [Workflow in Your Accounting Practice: Practice Management](https://www.aeroworkflow.com/workflow-accounting-practice-practice-management/)
**Published:** February 14, 2017
**Author:** Laura Redmond
**Content:**
*This is part five of a five-part series on Workflow in your Accounting Practice. Over the course of this series I’ll walk you through best practices in setting up a workflow system for delivering Client Accounting Services (CAS) and the benefits you can expect once you have it up and running.*
In the first four blogs of this series, I talked about [why you need a workflow management system](http://www.aeroworkflow.com/accounting-workflow-definition/) and the steps you should follow when setting one up. You may be wondering at this point if all the work is really worth it; what can you expect to get out of a workflow management system? The short answer is: a lot.
### Scalability
Clearly [defined processes and procedures](http://www.aeroworkflow.com/accounting-workflow-define-services/) are the vehicle through which you put your knowledge capital to work for your firm. Once you have systematized your unique way of doing business, your firm’s growth is no longer constrained by your available time; any qualified staff person can transform resources (documented procedures, task checklists) into revenue for the firm. This frees you up to do things like interact with your clients as a trusted advisor and investigate new growth opportunities.
### Transparency
A well [organized workflow system](http://www.aeroworkflow.com/workflow-in-your-accounting-practice-organize-your-services/) will provide visibility for the owners and managers of the firm. You will be able to see exactly what the firm’s commitments are so that you can properly manage your resources – manage your firm proactively instead of reactively. In addition, knowing what work is already scheduled in the firm allows you to make informed decisions about taking in new work or hiring new staff. Visibility of the work being performed helps you make sure that due dates are being met, and allows you to keep an eye on unscheduled work, watching for costly scope creep.
### Real Data
Having a centralized system like Aero to manage your firm’s work with it’s automated time tracking, gives you access to real data you can use to measure your firm’s performance. For example, Aero reports give you access to metrics such as the average time for recurring client work compared to budgeted. Or you can view project job costing information, giving you a window into firm profitability. Having real data like this about your firm’s performance allows you to develop specific targets for improvement.
### Having a Life
Of course, one of the biggest returns you can expect from getting a workflow system up and running is that you will be running your firm, instead of allowing it to run you. At Redmond Accounting, we use Aero Workflow. Its clearly defined procedures, step-by-step checklists, and easily available resources, allow me to do things like be unavailable all day while I’m teaching at a conference. This is the same system that gave my business partner the ability to take a vacation where there was no internet connection. If you can’t imagine doing something like that, it may be time to for you to take a look at Aero!
*A version of this originally appeared in [Insightful Accountant](http://www.intuitiveaccountant.com/topics/practice_management/).*
**Categories:** Practice Management, Workflow Management
**Tags:** accounting workflow, practice management, workflow, Workflow Management
---
### [QB Connect - What an amazing experience!](https://www.aeroworkflow.com/qb-connect-what-an-amazing-experience/)
**Published:** November 9, 2015
**Author:** Sarah Sivesind
**Content:**
### Thanks Intuit!
We want to thank Intuit for once again putting on such a great conference last week! Aero workflow was there and very busy– here’s a recap of what we did.
Mark and Sarah discuss design.
### The Hackathon
Mark squashing bugs
We participated in the Hackathon from November 1-2. Competing in track 1, New Feature for an Existing App, we all worked hard to build a new progress invoicing feature that can be used in conjunction with Aero Projects. Since the inability to do progress invoicing is a real pain-point for our consultant Aero users, we thought this would be a nice feature to add to Aero. And, the judges thought so too: Out of 40 teams entered, Aero made it to the final 14 and won the category of “By Accountants for Accounts”!
Along the way, we got to listen to a very informative small business panel, asked Intuit founder Scott Cook questions, and overcame a total computer failure (thank heavens for the cloud!). It was a fun, positive experience!
### Sponsoring QuickBooks Connect
We also had a booth where we got to meet current customers and introduce Aero to new ones. Although the exhibit hall hours on Tuesday were a real marathon, nothing energizes us more than the opportunity to show off Aero. Thank your to all our Aero customers who stopped by to say Hi- it’s always fun to meet you face-to-face!
Mark and Victoria rocking the pitch
### Sharing our Knowledge
While Mark and Sarah were hacking and then manning the booth, Victoria and Laura were busy helping their fellow accountants and small business owners. Laura taught all five sessions for Advanced QuickBooks Online Certification and Victoria spoke to small business owners about cash management and then participated in the speed mentoring session. They both loved having the opportunity to share their many years experience (I’m not allowed to say how many) with their fellow professionals.
Finalists!
### Firm of the Future
Aero was originally created by Laura Redmond because she couldn’t find a workflow app that met the needs of her firm as she embraced the benefits of the Cloud. So we were thrilled when [Redmond Accounting](http://www.qbopro.com/) was honored as a Top 20 Firm of the Future, along with Aero customers [BBK](http://bbkhq.com/) and [The Iconis Group](http://iconisgroup.com/). Check out their videos here:[ https://www.youtube.com/playlist?list=PLaWmTLz8CSlb9e8Bscy0VPeYQJCRsIARt](https://www.youtube.com/playlist?list=PLaWmTLz8CSlb9e8Bscy0VPeYQJCRsIARt)
Sarah and Mark hang with the peeps from Angel Hack
### Inspiration on the Main Stage
Once again Intuit rounded up an amazing and inspirational group of speakers for the main stage. The speakers were all instructive and stimulating and we walked away on Tuesday evening with a renewed sense of purpose. And we aren’t the only ones:
**Categories:** Aero, Aero Update
---
## Pages
### [Home](https://www.aeroworkflow.com/)
**Published:** November 19, 2014
**Author:** Admin
**Content:**
## ## Revolutionize Your Firm
## with Aero Workflow
# # All-in-One Workflow Automation for Accounting Firms
# Manage, Track, and Scale with Ease
[SCHEDULE A DEMO](https://go.oncehub.com/co-AeroWorkflowDemo)
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
## ## Streamline Your Accounting Workflow
- **Pre-Built Workflows**Access a library of expert-designed accounting workflows you can instantly turn into client tasks—saving time and ensuring consistency.
- **Client Vault**Securely store client credentials, tax IDs, and key resources in one central place—perfect for managing sensitive data across your workflows.
- **Integrated Time Tracking**Time tracking is built into every accounting task—automated and seamless, so your team can stay focused.
- **Live Firm Dashboard**Get real-time visibility into every aspect of your accounting workflow with Aero’s dynamic dashboard.
- **In-Depth Reporting**Track productivity, efficiency, and profitability with powerful reports that highlight how your accounting workflows are performing.
## ## Why Choose Aero Workflow?
### Support That Goes All In
Free onboarding. Free one-on-one support. Free, on-demand training and certification. For every user, on every plan. No limits, no catch. We’re not just here to help you use Aero—we’re here to make sure you succeed, period.
### Smart Integrations That Work for You
Seamlessly connect Aero with QuickBooks Online, QuickBooks Time, Zapier, and more—bringing all your accounting tools into one smooth workflow. Need more? Our open API gives you limitless flexibility to build what you need.
### Pricing That Actually Makes Sense
Forget per-user pricing—it’s outdated. We offer three straightforward subscription plans, each with a flat rate. No hidden fees. No surprise charges. And when you outgrow the biggest plan? Scaling is simple, too.
### Set it and Forget it
Schedule recurring client work once—and let Aero handle the rest. No more rolling over tasks or copying last year’s checklist. It’s fast, intuitive, and fully automated, so you can focus on getting work done, not setting it up.
### Built by Accountants, for Accountants
Aero was created by professionals who’ve been in your shoes—accountants and bookkeepers who know what firms really need. That means intuitive features, smart workflows, and an app that just makes sense.
### Never Miss a Deadline Again
With Aero, every task is crystal clear—deadlines, priorities, and next steps are always front and center. No more dropped balls. No more missed work. Just total visibility and control over your accounting workflow.
## ## Unlock the Full Potential of Your Accounting Firm with Aero Workflow
## ## How Aero Works
- **Import your customers**Upload your customers or connect to QuickBooks Online and sync them to Aero automatically.
- **Import or Create Workflows**
Start with built-in templates or design your own.
- **Assign Tasks and Track Progress**
Keep your team aligned with intuitive dashboards.
- **Generate Insights**
Use detailed reporting to identify opportunities and optimize performance.
### ### Choose Your Plan
## ## Aero Subscription Prices
- [### United States](#tab-a30ef46dd4de86b14be)
- [### Australia](#tab-928b1e4198e55b566e2)
- [### Canada ](#tab-c322919a5ab74f8df0c)
- [### United Kingdom](#tab-5faa38e46357b9efe1e)
- [### United States](#tab-a30ef46dd4de86b14be)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$108
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$135
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$200
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$250
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$295
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$365
(per month, paid monthly)
START FREE TRIAL
- [### Australia](#tab-928b1e4198e55b566e2)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$165
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$205
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$305
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$380
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$445
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$555
(per month, paid monthly)
START FREE TRIAL
- [### Canada ](#tab-c322919a5ab74f8df0c)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$145
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$180
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$270
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$335
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$395
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$490
(per month, paid monthly)
START FREE TRIAL
- [### United Kingdom](#tab-5faa38e46357b9efe1e)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£85
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£105
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£155
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£195
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£230
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£285
(per month, paid monthly)
START FREE TRIAL
## ## Resources and Support
### ### Explore, Learn, and Grow with Aero
- [](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
[Laura Redmond](https://www.aeroworkflow.com/author/lredmond/)2026-03-31T14:34:04-07:00##### [How to Create SOPs for Your Bookkeeping Firm (Step-by-Step Guide)](https://www.aeroworkflow.com/how-to-create-sops-for-your-bookkeeping-firm-step-by-step-guide/)
If you’re the only one who knows how to perform critical parts of your firm’s work, you don’t have a staffing issue. You have a systems issue. Most bookkeeping firms rely on a mix of \[...\]
Download our year-end bookkeeping checklists to have access to sample checklists for:
- Preparing for 1099’s
- Planning for staff shortages
- Year-end checklist
- Offboarding customers
- And more!
[DOWNLOAD NOW](https://app.monstercampaigns.com/c/nsdlfkdk0i0b6sr1gncv/)
[### Accounting Workflow Templates for Onboarding and Offboarding](/cas-onboarding-and-offboarding-checklists/)
Download this guide for:
- Detailed checklists for both CAS and Bookkeeping client onboarding and offboarding
- Tips for smooth processes at both ends of the client lifecycle
- Links to extra resources
- And more!
[DOWNLOAD NOW](/cas-onboarding-and-offboarding-checklists/)
### Visit our Knowledge Base
Have a question? Our Knowledge Base is packed with how-to articles, setup guides, and expert tips to help you get the most out of Aero—anytime you need it.
[VISIT THE KNOWLEDGE BASE](https://help.aeroworkflow.com/hc/en-us)
## Streamline Your Accounting Workflow Today
Elevate your firm’s efficiency with Aero Workflow. Experience seamless task management and enhanced productivity by scheduling a demo or starting your free trial now. Discover how our tools can transform your practice management.
[GET STARTED NOW](https://app3.aeroworkflow.com/CreateTrialAccount)
---
### [Bookkeeping SOPs Starter Kit: Build Processes That Scale](https://www.aeroworkflow.com/bookkeeping-sops-starter-kit/)
**Published:** April 2, 2026
**Author:** Sarah Sivesind
**Content:**
Build Bookkeeping SOPs Your Team Will Actually Use
Download the free **Bookkeeping SOP Starter Kit** to get practical guidance, sample SOPs, and simple ways to create more consistent, repeatable processes in your firm.
Get the Free Starter Kit
Enter your email to download the PDF and start building stronger SOPs for your bookkeeping firm.
## Why SOPs Matter More Than Most Firms Think
Standard Operating Procedures help turn your team’s knowledge into structured, repeatable systems. They improve consistency, reduce errors, make delegation easier, and support growth without sacrificing quality. The **Bookkeeping SOP Starter Kit** explains why this matters and shows how to get started in a practical way.
**Reduce Risk**
When work lives in people’s heads, errors and bottlenecks are harder to avoid. SOPs create clarity and consistency.
**Make Delegation Easier**
Clear procedures help team members follow the same process and produce more reliable results.
**Create a Foundation for Growth**
Well-documented processes make it easier to onboard staff, onboard clients, and scale your services.
What You’ll Find Inside the Bookkeeping SOP Starter Kit
There’s no fluff here, just a practical resource built to help bookkeeping firms document and improve the work they do every day. The kit includes both guidance and examples so readers can move from idea to action faster.
- A step-by-step framework for creating effective bookkeeping SOPs
- Guidance on identifying the highest-impact processes to document first
- Tips for writing procedures clearly and making them easier to follow
- Advice on using checklists, assigning ownership, and building review steps
- Sample Bookkeeping SOPs
- Tips for maintaining and scaling SOPs over time
---
### [CAS Onboarding and Offboarding Checklists](https://www.aeroworkflow.com/cas-onboarding-and-offboarding-checklists/)
**Published:** May 20, 2022
**Author:** Sarah Sivesind
**Content:**
# Guide to Onboarding and Offboarding Checklists for Bookkeeping and CAS
Although they appear at opposite ends of a client lifecycle, client onboarding and offboarding both require extra attention to make sure the process goes smoothly.
***Download this guide for:***
- Detailed checklists for both CAS and Bookkeeping client onboarding and offboarding
- Tips to make sure the processes at both ends of the client lifecycle
- Links to extra resources
- And more!
Download the guide and get started!
#### Share This Content, Choose Your Platform!
[](https://www.facebook.com/sharer.php?u=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F&t=CAS%20Onboarding%20and%20Offboarding%20Checklists "Facebook")[](https://twitter.com/share?text=CAS%20Onboarding%20and%20Offboarding%20Checklists&url=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F "Twitter")[](https://reddit.com/submit?url=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F&title=CAS%20Onboarding%20and%20Offboarding%20Checklists "Reddit")[](https://www.linkedin.com/shareArticle?mini=true&url=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F&title=CAS%20Onboarding%20and%20Offboarding%20Checklists&summary=Guide%20to%20Onboarding%20and%20Offboarding%20Checklists%20for%20Bookkeeping%20and%20CAS%20Although%20they%20appear%20at%20opposite%20ends%20of%20a%20client%20lifecycle%2C%20client%20onboarding%20and%20offboarding%20both%20require%20extra%20attention%20to%20make%20sure%20the%20process%20goes%20smoothly.%0ADownload%20this%20guide%20for%3A%0A%0ADetailed%20checklists%20for%20both%20CAS%20and%20Bookkeeping%20client%20onboarding%20and%20offboarding%0ATips%20to%20make%20sure%20the%20processes "LinkedIn")[](https://pinterest.com/pin/create/button/?url=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F&description=Guide%20to%20Onboarding%20and%20Offboarding%20Checklists%20for%20Bookkeeping%20and%20CAS%20Although%20they%20appear%20at%20opposite%20ends%20of%20a%20client%20lifecycle%2C%20client%20onboarding%20and%20offboarding%20both%20require%20extra%20attention%20to%20make%20sure%20the%20process%20goes%20smoothly.%0ADownload%20this%20guide%20for%3A%0A%0ADetailed%20checklists%20for%20both%20CAS%20and%20Bookkeeping%20client%20onboarding%20and%20offboarding%0ATips%20to%20make%20sure%20the%20processes&media= "Pinterest")[](https://vkontakte.ru/share.php?url=https%3A%2F%2Fwww.aeroworkflow.com%2Fcas-onboarding-and-offboarding-checklists%2F&title=CAS%20Onboarding%20and%20Offboarding%20Checklists&description=Guide%20to%20Onboarding%20and%20Offboarding%20Checklists%20for%20Bookkeeping%20and%20CAS%20Although%20they%20appear%20at%20opposite%20ends%20of%20a%20client%20lifecycle%2C%20client%20onboarding%20and%20offboarding%20both%20require%20extra%20attention%20to%20make%20sure%20the%20process%20goes%20smoothly.%0ADownload%20this%20guide%20for%3A%0A%0ADetailed%20checklists%20for%20both%20CAS%20and%20Bookkeeping%20client%20onboarding%20and%20offboarding%0ATips%20to%20make%20sure%20the%20processes "Vk")
---
### [Client-Focused Firm Guide](https://www.aeroworkflow.com/client-focused-firm-guide/)
**Published:** October 28, 2019
**Author:** Sarah Sivesind
**Content:**
Guide to Becoming a Client-Focused Firm
A client-focused firm uses its expertise to understand the clients’ needs and delivers services so that the client receives the maximum benefit of the firm’s expertise.
***We got together with Client Hub and ThinkLeader Consulting and put together a free guide for accountants and bookkeepers that will help your firm:***
- Learn about the benefits of being a client-focused firm
- Structure your firm so that you can be client-focused while maximizing profit
- Focus on the client – without letting the client run the firm
Download the guide and get started on your journey to becoming a client-focused firm!
---
### [Year-end Checklists for Bookkeepers](https://www.aeroworkflow.com/year-end-checklists-for-bookkeepers/)
**Published:** November 3, 2021
**Author:** Sarah Sivesind
**Content:**
Make Busy Season Feel Effortless
# # Download **Year-End Checklists for Bookkeeping & Accounting** and learn how to streamline every part of your firm’s busiest months.
From November through March, bookkeeping and CAS firms face the perfect storm of client demands, deadlines, and staff shortages. But chaos isn’t inevitable.
We teamed up with [Redmond Academy](https://redmondacademy.online/) to create a guide that walks you step-by-step through creating smooth, repeatable workflows that keep your team confident and on schedule all year long. Learn how to:
- Build proactive monthly close routines that prevent year-end cleanup
- Prepare for 1099s without the last-minute scramble
- Keep client communications consistent and automated
- Manage holiday schedules and unexpected absences with ease
- Close the books cleanly and review engagements profitably
Each section includes “why it matters” insights, operational tips, and checklists you can plug directly into **Aero Workflow**—so every task is tracked, delegated, and done
**Download your free guide now** and see how structured workflows turn Busy Season into a smooth, profitable system.
---
### [Aero Demo](https://www.aeroworkflow.com/aero-demo/)
**Published:** June 28, 2017
**Author:** Sarah Sivesind
**Content:**
**See how Aero Workflow helps accounting, bookkeeping, and CAS firms run smoother, smarter, and more profitably**
In this quick video overview, you’ll learn how Aero lets you:
- Standardize your processes with [customizable checklists](https://www.aeroworkflow.com/define/)
- Schedule recurring work and assign tasks with ease
- Give every team member a clear, actionable dashboard
- Track time automatically and [sync with QuickBooks Online](https://www.aeroworkflow.com/quickbooks-integration/)
- [Gain firm-wide visibility](https://www.aeroworkflow.com/track/) with powerful reports
- Store client info securely and access it when you need it
- Scale advisory services using shared [checklist templates](https://www.aeroworkflow.com/the-aero-library/)
Aero was built by accountants—so it works the way your firm works.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
---
### [Accounting Workflow Templates & Bookkeeping Checklists – Ready to Go](https://www.aeroworkflow.com/the-aero-library/)
**Published:** January 17, 2017
**Author:** Admin
**Content:**
**Accounting Workflow Templates & Bookkeeping Checklists – Ready to Go**
**The Aero Library: Your Shortcut to Standardizing Services and Scaling Smarter**
**Jumpstart your accounting firm’s productivity with ready-made accounting workflow templates from the Aero Library. Whether you’re onboarding a new client or closing the year-end books, you’ll find step-by-step checklists and procedure guides designed to save time, reduce errors, and keep your team aligned.**
## ## **What is the Aero Library?**
The Aero Library is your go-to hub for prebuilt checklists and procedures tailored to the needs of accounting and bookkeeping firms. Inside, you’ll find a curated collection of workflow templates covering essential recurring services, key compliance tasks, and processes for working with popular accounting apps.
From client onboarding to tax season prep, these templates are designed to help you:
- Get your Aero account up and running quickly
- Standardize service delivery across your team
- Stay current with evolving best practices and app workflows
- Accelerate the rollout of new services in your firm
## ## **What’s Inside?**
Explore ready-to-use bookkeeping checklists and accounting workflow templates for:
- Bookkeeping client onboarding & offboarding
- Recurring weekly, monthly, and quarterly work
- Year-end and month-end close
- Sales tax returns and 1099 prep
- Tax return collaboration checklists
- App-specific procedures (QuickBooks Online, BILL, Gusto, and more)
### ### **Ready to Explore the Aero Library?**
Get started with Aero Workflow and unlock full access to our Library of checklist templates and procedure guides.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
## ## **Why Use the Aero Library?**
**Because your time is too valuable to spend reinventing the wheel**, the Aero Library gives you a head start with proven resources that define how your services are delivered—consistently and efficiently. It makes onboarding new team members easier, supports effective delegation with built-in oversight, and reduces errors with structured, step-by-step workflows. Plus, it helps your firm stay agile by making it easier to adopt new software tools or adjust to evolving client needs.
### ## **Built for Accountants. Backed by Experience.**
Aero was designed by accountants and bookkeepers who know how chaotic it can get without strong processes. That’s why the Aero Library is packed with practical, field-tested resources you can put to use immediately.
With Aero’s bookkeeping checklists and accounting workflow templates, you’re not starting from scratch—you’re building on best practices.
### ### Unlock the Power of Prebuilt Templates
Stop wasting time building workflows from scratch. With Aero’s Library of accounting workflow templates and bookkeeping checklists, you can hit the ground running, streamline your operations, and scale your firm with confidence.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
---
### [Task Scheduling for Bookkeepers | Organize with Aero Workflow](https://www.aeroworkflow.com/organize/)
**Published:** February 22, 2017
**Author:** Admin
**Content:**
Organize Work. Schedule Tasks. Stay in Control.
Aero’s task scheduling tools help you define what needs to be done, when it needs to happen, and who’s responsible—so every job gets done on time and nothing slips through the cracks.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
Get Ahead with Smart Task Scheduling
Aero isn’t just a checklist app—it’s a complete task scheduling system built specifically for accounting and bookkeeping workflows. Whether it’s recurring monthly closes, weekly bank reconciliations, or one-time client requests, Aero helps you schedule, assign, and track every task with precision.
×
Sorry, your browser doesn't support embedded videos.
Close
[SEE HOW RECURRING WORK IS SET UP](#)
Everyone Knows What They’re Doing—and When
Each team member gets a personalized dashboard showing exactly what they need to work on, when it’s due, and what’s high priority. Managers get a full view of who’s doing what—and where the bottlenecks are.
Aero Workflow User's Dashboard
Manager Dashboard, sorted by priority
Manager's Dashboard, sorted by Status
User's tasks in a calendar format
User's tasks in a calendar format
Use Templates to Speed Up Scheduling
Stop reinventing the wheel. Use Aero’s library of accounting workflow templates or create your own. Each task you schedule can be linked to a detailed procedure so your team always knows how to get it done.
Assign Tasks Without Losing Control
You can assign tasks to individuals, roles, or teams—and Aero keeps you in the loop with progress tracking, time tracking, and status updates. Know what’s done, what’s behind, and where to step in.
---
### [Client Advisory Services](https://www.aeroworkflow.com/advise/)
**Published:** September 30, 2020
**Author:** Sarah Sivesind
**Content:**
# # **A System for Scalable Client Advisory Services**
## ## **Share Your Expertise. Scale Your Impact.**
You’ve built smart systems to keep your firm running smoothly—why not share that expertise and grow your **CAS** at the same time?
With **Aero Advisor**, you can create and share checklist templates and procedure guides with clients through Managed Aero accounts. It’s an easy, organized way to deliver **process-focused advisory services** that add real value.
Whether you’re helping clients improve their month-end close, streamline onboarding, or build better workflows, Aero Advisor gives you a central hub to manage and distribute your expertise—while keeping everything aligned across accounts.
It’s a powerful way to:
- Expand your advisory offerings
- Create a recurring revenue stream
- Systematize your consulting and process advisory services
- Even franchise your operations if you’re ready for the next level
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
## ## **Grow Your CAS—Without Reinventing the Wheel**
You’ve spent years building smart systems and workflows that keep your firm running smoothly. Why not share that hard-earned expertise with your clients—and grow your **client** **advisory services** (CAS) along the way?
With **Aero Advisor**, you can easily create and share checklists and procedure guides through Managed Aero accounts. It’s a simple, organized way to deliver **process-focused advisory services** that truly help your clients run better businesses.
Whether you’re guiding them through clean-up projects, monthly closes, or onboarding workflows, you can manage everything in one place—and keep it consistent across all your clients.
×### Aero Advisor
Sorry, your browser doesn't support embedded videos.
Close
[SEE HOW IT WORKS](#)
## ## **Who’s Using Aero Advisor?**
Aero Advisor is perfect for firms that want to scale their **client** **advisory services** and make the most of the systems they’ve already built. Here’s how different firms are putting it to work:
#### **✅ Firms with DIY Clients**
If your clients handle some (or all) of their own bookkeeping, you can use Aero Advisor to give them standardized checklists as part of your advisory offering. You maintain control of the checklists in a central hub—and if the client ever moves on, they lose access to those valuable resources.
#### **✅ Niche-Focused Firms**
Serve a specific industry or work with specialized software? Aero Advisor makes it easy to share tailored checklists and procedures that reflect your unique expertise. It’s a great way to support your niche clients with processes built just for them.
#### **✅ Firms Ready to Launch Client Advisory Services**
If you’ve built strong internal systems and want to turn that knowledge into a new revenue stream, Aero Advisor gives you the platform to do it. Publish your procedures and checklists, offer them to clients on a subscription basis, and grow your **process advisory services** with ease.
#### **✅ Multi-Office Firms**
Running multiple offices with their own clients and teams? Aero Advisor lets you share a master library of checklists across all offices—while still keeping each office’s clients, schedules, and reporting separate and secure.
---
### [Contact Us](https://www.aeroworkflow.com/contact/)
**Published:** July 31, 2012
**Author:** Admin
**Content:**
Let’s Connect
Whether you’re curious about how Aero can work for your firm or need help with your account, we’re here for you.
SUBMIT
Thank you for contacting us! We generally respond to messages withon a business day
×
OOPS! Something went wrong. You can try again later or contact us directly via email.
×
## ### **Want a Demo?**
Curious how Aero can streamline your accounting workflows? Book a personalized demo with our team.
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
## ### **Need Help Right Now?**
Visit our [Help Center](https://help.aeroworkflow.com/hc/en-us) for how-to articles, videos, and step-by-step guides.
---
### [Newsletter](https://www.aeroworkflow.com/newsletter/)
**Published:** January 16, 2017
**Author:** Admin
**Content:**
**Join 10,000+ Accounting Pros Getting Smarter Workflows in Their Inbox**
Each issue includes time-saving tips, workflow templates, automation tools, and expert advice to help your firm run more smoothly.
[SUBSCRIBE NOW](https://app.monstercampaigns.com/c/ocy5sa4jl8aeyqf5nyjx/)
---
### [Stay on Track with Better Practice Management](https://www.aeroworkflow.com/track/)
**Published:** February 22, 2017
**Author:** Admin
**Content:**
Track Everything. Manage Smarter.
Aero gives you the visibility and control you need to stay on top of tasks, time, and team performance — all in one practice management platform.
[TRY AERO FOR FREE](https://app3.aeroworkflow.com/CreateTrialAccount)
## ## **The Heart of Practice Management**
Know What’s Happening — and What’s Not
Aero gives you complete visibility into your team’s workload and progress. At a glance, you can see what’s done, what’s overdue, and what’s on deck — for every client and every team member. No more micromanaging, just confident practice management.
×
Close
[SEE HOW IT WORKS](#)
Never Miss a Due Date Again
Recurring tasks, client-specific schedules, and one-off projects — all tracked automatically. Aero helps you meet deadlines consistently with reminders, statuses, and due date visibility baked into your daily workflow.
Time Tracking That Works for Your Firm
Track time by task, client, or team member. Whether you’re billing hourly or just want to understand where your team’s time is going, Aero makes time tracking simple, accurate, and seamlessly integrated with your workflow.
Need to sync with your accounting software? Aero optionally connects with **QuickBooks Online** or **QuickBooks Time** to automatically push time entries—saving you time on data entry and keeping your billing accurate and up to date.
×
Close
[SEE HOW IT WORKS](#)
## ## **Delegate with Confidence**
The Right Tasks to the Right People
Aero helps you assign work to the right people with clear due dates and priorities. Tasks don’t fall through the cracks, and your team knows exactly what to work on next. That’s smart practice management in action.
## ## **Real-Time Insights = Great Practice Management**
Your Practice, Your Dashboard
With real-time reporting and customizable dashboards, you get the insights you need to make better decisions, optimize resources, and grow your firm.
See What Better Practice Management Looks Like
Start your free trial of Aero Workflow and see how it simplifies task tracking, time management, and team accountability.
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
---
### [Accounting Workflow Templates & Bookkeeping Checklists That Power Your Firm](https://www.aeroworkflow.com/define/)
**Published:** February 22, 2017
**Author:** Admin
**Content:**
# Build Smarter Processes with Accounting Workflow Templates
Create, customize, and scale your bookkeeping checklists so your firm runs like a well-oiled machine—every task, client, and team member in sync.
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[EXPLORE THE LIBRARY](#)
Templates Built for the Way You Work
Aero’s accounting workflow templates are designed specifically for the recurring work of bookkeeping and client accounting services (CAS). From bank reconciliations to monthly closes, every checklist reflects real-world best practices—because they’re built by accountants, for accountants.
- Ready-to-use templates for common accounting and bookkeeping tasks
- Customize checklists for any client or workflow
- Built-in support for due dates, priorities, and billing
Standardize Your Services.
Customize Your Delivery.
Every firm is different. With Aero, you can take our templates and adapt them for each client engagement. Standardize your services while allowing for client-specific needs, ensuring consistency without sacrificing flexibility.
- Copy any library templates to edit and save your own version
- Create and save unlimited templates of your own
- Set default time budgets, priorities, due dates, fixed-fee vs hourly billing, and more!
From Solo Bookkeeper to Multi-Staff Team, Templates That Scale
Whether you’re managing 5 clients or 500, your accounting workflow templates can grow with you. As your team expands, Aero ensures everyone follows the same proven process—on time, every time.
Turn Templates into Actionable Workflows
[SEE HOW IT WORKS](/aero-demo/)
Once your checklist template is ready, apply it to your clients with just a few clicks. Aero automatically generates scheduled tasks, assigns them to the right team members, and keeps everything on track with deadline visibility.
Bring Order to Your Client Work with Accounting Workflow Templates
Try Aero Workflow free and start building your firm’s bookkeeping checklists today.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
---
### [FREE White Glove Onboarding](https://www.aeroworkflow.com/free-white-glove-onboarding/)
**Published:** July 20, 2023
**Author:** Sarah Sivesind
**Content:**
# ## **Get Started Fast—with Free White Glove Onboarding**
**Switching to Aero is seamless with our personalized setup support**
When you sign up for Aero Workflow, you’re not on your own—we’re with you every step of the way. Our **free white glove onboarding** is designed to get your firm up and running quickly, confidently, and with minimal disruption to your current operations.
## ### **What’s Included in Your Free Onboarding?**
We tailor your onboarding experience to fit your firm’s specific needs, including:
- **1-on-1 Setup Call**: A member of our onboarding team will walk you through connecting your apps, importing client data, and configuring your account to match your workflows.
- **Custom Workflow Design Support**: Whether you’re starting from scratch or refining existing systems, we’ll help you build efficient, repeatable workflows using Aero’s checklist templates or your own procedures.
- **Hands-On Training**: We’ll show your team how to navigate Aero, assign tasks, manage recurring work, and track performance—so you can hit the ground running.
- **Importing & Organizing Work**: We’ll assist you in structuring your Aero account to reflect how your firm delivers services—by client, team, and service type.
- **Ongoing Guidance**: Our Knowledge Base, video tutorials, and built-in help tools are always available, and our support team is just a click away.
### ### **All at no extra cost**
## ### **Why Offer all this—for Free?**
Because your success is our success. Aero is purpose-built for accounting, bookkeeping, and CAS firms, and we know the biggest barrier to better workflows is getting started. That’s why we take the time to do it right—so you don’t have to waste time figuring it out alone.
## ### **Ready to Start?**
Choose your plan and schedule your onboarding call today.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
---
### [Aero Workflow for Bookkeepers](https://www.aeroworkflow.com/aero-workflow-for-bookkeepers/)
**Published:** July 20, 2023
**Author:** Sarah Sivesind
**Content:**
The Workflow Platform Built for Bookkeepers
Start your free 30-day trial. No credit card. No setup hassle. Just powerful tools made for your bookkeeping firm.
[START A FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE A DEMO](https://go.oncehub.com/AERO)
# Are you tired of using rubberbands and workarounds just to make a workflow system fit your bookkeeping firm?
Most accounting workflow systems are built with tax firms in mind, with bookkeeping workflows being an afterthought. Aero is built from the ground up with bookkeeping firms in mind. With Aero, you aren’t struggling to make your firm fit into a system that was really built for something else. Aero was built with a thorough understand of the needs of bookkeeping firms like yours.
# So What Does A Bookkeeping Workflow System Look Like?
## It Has Bookkeeping Checklists
- Each account comes with ready-to-use bookkeeping checklists – client onboarding checklists, offboarding checklists, year-end checklists, bill pay, payroll– 160 different bookkeeping checklists to help your run your firm.
- You can create unlimited checklists for your firm. Because we all know that a bookkeeping firm has *many* different processes for *many* different clients.
- We also have a library of detailed procedure guides available to all users. Procedure guides act as a knowledge bank and backup to your checklists. You can either use ours or create your own– or a little of both!
## It’s Easy to Schedule Your Bookkeeping Work
- You perform multiple different services for each one of your clients– and each one occurs on a different interval. That’s why we offer an unlimited menu of choices for scheduling recurring work.
- Each client comes with many different pieces of information you need to organize so people on your team can access it when needed. Each client in Aero has a secure vault where you can store that information – tax ID numbers, capitalization threshold, fiscal year-end, even usernames and passwords – and your team can access it when they need it for client work.
- Clients love to use email to send requests and information. Aero users can easily forward those emails to their Aero dashboard where they are turned into tasks.
- Of course, unexpected and unplanned client work pops up on a regular basis. That’s why Aero makes it easy to create “one-off” tasks and even start a new task on the fly. Tracking this unplanned work helps control scope creep and capture all billable hours.
- Aero Workflow integrates with the apps you use, like QuickBooks Online, QuickBooks Time, Office 365, and Zapier. Or use Aero’s API to create your own integration.
## It’s Makes it Easy to Manage Your Bookkeeping Firm
- A bookkeeping firm has a lot of moving pieces. That’s why Aero’s management dashboard provides a very clear view of all the firm’s open work. Keep an eye on deadlines and workload all from a single screen.
- Completely integrated time-tracking can be used for billing and provides actionable insights into your firm. Time tracked can optionally be sent to QuickBooks Online or QuickBooks Time
- Over 20 customizable reports provide deep insight into your firm’s profitability, productivity, and efficiency
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE DEMO](https://go.oncehub.com/co-AeroWorkflowDemo)
# Priced so You Can Scale Without Paying a Fortune
- [#### United States](#tab-d30c7aea21f504008d2)
- [#### Australia](#tab-972fdb15dbc1101ddc6)
- [#### Canada ](#tab-2a71a420ae6e6a5b701)
- [#### United Kingdom](#tab-047f0c7cfe9c76aad53)
- [#### United States](#tab-d30c7aea21f504008d2)
YEARLY
MONTHLY
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
$39
per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
$47per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
$79per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
$95per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $80.00 USD more per month.
- Audit information
-
$149per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- No per-user charges
- Upgrade to premium to access all Premium Library Content. Premium subscription is $80.00 USD more per month.
- Audit information
-
$170per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
- [#### Australia](#tab-972fdb15dbc1101ddc6)
YEARLY
MONTHLY
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 AUD more per month.
-
-
$49
per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 AUD more per month.
-
-
$59per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 AUD more per month.
-
-
$99per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 AUD more per month.
-
-
$119per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $100.00 AUD more per month.
- Audit information
-
$189per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $100.00 AUD more per month.
- Audit information
-
$227per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
- [#### Canada ](#tab-2a71a420ae6e6a5b701)
YEARLY
MONTHLY
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 CAD more per month.
-
-
$49
per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 CAD more per month.
-
-
$59per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 CAD more per month.
-
-
$99per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $50.00 CAD more per month.
-
-
$119per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $100.00 CAD more per month.
- Audit information
-
$189per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $100.00 CAD more per month.
- Audit information
-
$227per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
- [#### United Kingdom](#tab-047f0c7cfe9c76aad53)
YEARLY
MONTHLY
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
£28
per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Sole Proprietor
- 1 User
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
£34per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
£59per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Small Firm
- 2-5 users
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $40.00 USD more per month.
-
-
£71per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $80.00 USD more per month.
- Audit information
-
£110per month, paid annually
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
Large Firm
- 6-25 users\*
- Unlimited customers, tasks, templates, & contacts
- Basic Library included - more than 60 checklist templates!
- All integrations
- Free setup and training support
- Upgrade to premium to access all Premium Library Content. Premium subscription is $80.00 USD more per month.
- Audit information
-
£132per month
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
START FREE TRIAL
[ Difference between Basic and Premium?](https://help.aeroworkflow.com/hc/en-us/articles/360048967054)
#### \*Enterprise pricing available for accounts with more than 25 users.
## What users are saying:
> Best thing since sliced bread. We are finally on the right path and each employee knows who has done what and what still needs to be done. Love the Vault.
>
>
>
> 5 / 5
**KimN**
> I am so grateful for finding out about the Aero Workflow app! This app is really helping to prepare the way for growth in my firm. Before, my workflow system was a mess– tedious, unorganized, and frustrating. I needed to streamline the process (fast) and found my answer with Aero. Such a burden has been lifted and I’m able to stay on top of client deadlines with ease. I love the Library content provided with the Premium subscription. Definitely worth the investment.
>
>
>
> 5 / 5
**ReginaC**
> Great tool for keeping track of work to be done and work completed. Love the time tracker and note-keeper abilities.
>
>
>
> 5 / 5
**FGEll**
> The Aero App is very user friendly and easy to pick up and the support staff are fantastic and responsive with answers to questions.
>
>
>
> 5 / 5
**Rea1**
> My team started using Aero and immediately noticed the positive impact it had on our business. The workflow and organization virtually ensure all deadlines are met, and the customer service has been outstanding.
>
>
>
> 5 / 5
**BusinessAssist**
> I’ve used Karbon, Teamwork and Aero so far in my practice. Each one has their big pluses, and each one has some minuses. Overall, Aero is the easiest way not to drop any balls on critical deadlines for me. I like the built in timer, the ability to defer a task until later, the ability to mark tasks in priority and it’s ability to keep me on track with meetings. There is no way to know how an app will work for you until you try it, so for me personally, it’s the best.
>
>
>
> 5 / 5
**nonameworks**
# FREE Download! Year-end Checklists for Bookkeeping Firms
### Download our year-end checklists to have access to sample checklists for:
- Preparing for 1099’s
- Planning for staff shortages
- Year-end checklist
- Offboarding customers
- And more!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Year-end Checklists!
# FAQ
Can we use Aero if we have more than 50 people?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2025-05-24T15:40:44-07:00### [Can we use Aero if we have more than 50 people?](#collapse-1-13824)
Yes! When you grow past 50 users, we place you on our Enterprise plan, where we charge a set fee for each additional group of 10 users.
Does Aero Workflow have a free trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-10-05T14:28:31-07:00### [Does Aero Workflow have a free trial?](#collapse-1-13591)
Yes, we offer a free 30-day trial. During the trial, you have full access to the app, with as many users as you want. You can take advantage of any of our integrations. You can even add your credit card to get access to the checklist library– and you still won’t be charged until the end of your trial!
What does Aero integrate with?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:39:54-07:00### [What does Aero integrate with?](#collapse-1-13563)
Aero integrates with QuickBooks Online, QuickBooks Time, Office 365, Zapier, and other great apps. You can see all of our integrations here.
How do I know if my information is secure in Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:22-07:00### [How do I know if my information is secure in Aero?](#collapse-1-12828)
Aero is a very secure app. If you want to know more about Aero security, [click here](http://www.aeroworkflow.com/aero-security/).
How can I get a live demo of Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:31-07:00### [How can I get a live demo of Aero?](#collapse-1-12767)
We offer weekly live demos of Aero. You can [sign up here](http://www.aeroworkflow.com/aero-demo/). If the regular weekly demo doesn’t work for you [click here](http://www.meetme.so/AERO) to schedule a demo at a time that is convenient for you.
Do you charge for support?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:12:52-07:00### [Do you charge for support?](#collapse-1-12793)
No. All of Aero’s fantastic [support](http://www.aeroworkflowhelp.com/) is included with your subscription cost. We offer free training, free, unlimited, one-on-one support sessions, and a world-class knowledge base.
Do you have free training?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:11:52-07:00### [Do you have free training?](#collapse-1-12791)
Yes! Aero offers free, on-demand, self-paced training with two different courses. You can learn more about our free training programs [here](http://www.aerocertify.me/).
Is there an annual/long term contract for Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:28-07:00### [Is there an annual/long term contract for Aero?](#collapse-1-12781)
No. Aero is a month-to-month subscription. You can cancel your account at any time.
If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:47-07:00### [If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?](#collapse-1-12777)
The [free trial](http://www.aeroworkflow.com/open-new-aero-account/) is a real Aero account that you set up and use. At the end of 30-days, you simply put in your credit card to continue using it. You can have as many users as you like during your trial. The only feature that is not available during your trial is the [Library](http://www.aeroworkflow.com/the-aero-library/).
How can I see what’s in the Aero Library?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:37:48-07:00### [How can I see what’s in the Aero Library?](#collapse-1-12775)
During your free trial, you can have access to the library templates if you enter your credit card. Your card will not be charged until the end of your trial.
Do you have a ProAdvisor price/discount/partner program?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:05-07:00### [Do you have a ProAdvisor price/discount/partner program?](#collapse-1-12773)
No. Since the vast majority of our users are ProAdvisors, we like to say that the prices you see on our [pricing page](http://www.aeroworkflow.com/pricing/) ARE our ProAdvisor prices.
Do you charge per user?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:13-07:00### [Do you charge per user?](#collapse-1-12771)
No. The amounts you see on our [pricing page](http://www.aeroworkflow.com/pricing/) are the flat monthly rate for the firm.
---
### [Pricing](https://www.aeroworkflow.com/pricing/)
**Published:** January 16, 2017
**Author:** Admin
**Content:**
# # Aero Workflow Pricing: Simple Plans for Bookkeeping and Accounting Firms
#### Looking for accounting workflow software with pricing that makes sense? At Aero Workflow, we believe in clear, predictable pricing—no per-user fees, no hidden costs, and no complicated tiers.
#### Our pricing plans are built to serve the unique needs of accounting and bookkeeping firms, whether you’re a start-up or running a growing firm.
## ## Pick your plan
- [### United States](#tab-e7351d396f8caf6158c)
- [### Australia](#tab-97f9852915ebbc7f651)
- [### Canada ](#tab-1e0e22dfd4b318f4ff7)
- [### United Kingdom](#tab-0f032ce264a956ed1c7)
- [### United States](#tab-e7351d396f8caf6158c)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$108
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$135
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$200
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$250
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$295
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$365
(per month, paid monthly)
START FREE TRIAL
- [### Australia](#tab-97f9852915ebbc7f651)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$165
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$205
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$305
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$380
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$445
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$555
(per month, paid monthly)
START FREE TRIAL
- [### Canada ](#tab-1e0e22dfd4b318f4ff7)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$145
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$180
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$270
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$335
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$395
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$490
(per month, paid monthly)
START FREE TRIAL
- [### United Kingdom](#tab-0f032ce264a956ed1c7)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£85
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£105
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£155
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£195
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£230
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£285
(per month, paid monthly)
START FREE TRIAL
### ### Why Aero Workflow Pricing Works for Accountants
Unlike other workflow tools, Aero Workflow doesn’t charge per user. That means your whole team can collaborate without driving up your monthly bill. Whether you’re handling bookkeeping, payroll, monthly closes, or CFO services, our workflow software is designed with accounting and CAS workflows in mind.
### ### Try Aero Workflow Free for 30 Days
Start your free 30-day trial—no credit card required. All plans include access to our checklist library, client task scheduling, integrations with QuickBooks Online, and support from our team who work with accounting and bookkeeping firms like yours every day!
## ## Subscription Prices FAQ
Can we use Aero if we have more than 50 people?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2025-05-24T15:40:44-07:00### [Can we use Aero if we have more than 50 people?](#collapse-2-13824)
Yes! When you grow past 50 users, we place you on our Enterprise plan, where we charge a set fee for each additional group of 10 users.
Does Aero Workflow have a free trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-10-05T14:28:31-07:00### [Does Aero Workflow have a free trial?](#collapse-2-13591)
Yes, we offer a free 30-day trial. During the trial, you have full access to the app, with as many users as you want. You can take advantage of any of our integrations. You can even add your credit card to get access to the checklist library– and you still won’t be charged until the end of your trial!
Do you charge for support?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:12:52-07:00### [Do you charge for support?](#collapse-2-12793)
No. All of Aero’s fantastic [support](http://www.aeroworkflowhelp.com/) is included with your subscription cost. We offer free training, free, unlimited, one-on-one support sessions, and a world-class knowledge base.
Is there an annual/long term contract for Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:28-07:00### [Is there an annual/long term contract for Aero?](#collapse-2-12781)
No. Aero is a month-to-month subscription. You can cancel your account at any time.
How can I see what’s in the Aero Library?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:37:48-07:00### [How can I see what’s in the Aero Library?](#collapse-2-12775)
During your free trial, you can have access to the library templates if you enter your credit card. Your card will not be charged until the end of your trial.
Do you have a ProAdvisor price/discount/partner program?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:05-07:00### [Do you have a ProAdvisor price/discount/partner program?](#collapse-2-12773)
No. Since the vast majority of our users are ProAdvisors, we like to say that the prices you see on our [pricing page](http://www.aeroworkflow.com/pricing/) ARE our ProAdvisor prices.
Do you charge per user?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:13-07:00### [Do you charge per user?](#collapse-2-12771)
No. The amounts you see on our [pricing page](http://www.aeroworkflow.com/pricing/) are the flat monthly rate for the firm.
---
### [Integration](https://www.aeroworkflow.com/integration/)
**Published:** February 22, 2017
**Author:** Admin
**Content:**
[](https://www.aeroworkflow.com/quickbooks-integration/)
When you connect your Aero account to your QuickBooks Online account, your client information will sync back and forth, saving you from having to enter data twice.
As you and your staff work in Aero, their time is automatically captured. That time-tracking data, along with any time notes, is available to sync to QuickBooks Online and can be used for invoicing.
[Learn More](https://www.aeroworkflow.com/quickbooks-integration/)
[](https://www.connectmysaas.com/application/aeroworkflow)
Connect My SaaS makes it easy to discover how to integrate software apps you’re already using and seek out new ones so you can automate your backend and boost your business.
[Learn More](https://www.connectmysaas.com/application/aeroworkflow)
8 Million+ Ready Automations For 900+ Apps
All you need to do is select automation and activate it. That’s it.
[Learn More](https://integrately.com/integrations/aero-workflow)
[](https://help.aeroworkflow.com/hc/en-us/articles/360058669034-How-the-Aero-QuickBooks-Time-TSheets-sync-works)
When you connect your Aero account to your QuickBooks Time account, your client list syncs both ways, saving you from having to enter data twice.
As you and your staff work in Aero, their time is automatically captured. That time-tracking data, along with any time notes, syncs automatically to QuickBooks Time, where you can send it to QuickBooks for Windows or [one of many other apps](https://quickbooks.intuit.com/time-tracking/app-marketplace/).
[Learn More](https://help.aeroworkflow.com/hc/en-us/articles/360058669034-How-the-Aero-QuickBooks-Time-TSheets-sync-works)
[](https://zapier.com/apps/aero-workflow/integrations)
[Zapier](https://zapier.com/apps/integrations) is pretty much the best thing to happen to the internet since – well since the internet happened. Zapier is a tool you can use to make more than 2,000 cloud apps work together. You can use it to automate tasks and eliminate duplicate data entry, saving you time and money.
For example, you can add a Zap that automatically creates a new appointment in Aero every time you add a new event to your Office 365 calendar. Check out the Zaper app for other automations you can create.
[Learn More](https://help.aeroworkflow.com/hc/en-us/articles/360050846893-Introduction-to-Zapier-Terms)
[](https://help.aeroworkflow.com/hc/en-us/articles/1500000072441-How-the-Aero-Office-365-sync-works)
Aero’s integration with Office 365 email helps you get control of your inbox. Aero will filter through your inbox for you and bring client emails into Aero. You can then read and reply to emails in Aero, capturing the time associated with emails and copies of the emails in Aero. You can also create tasks from emails.
[Learn More](https://help.aeroworkflow.com/hc/en-us/articles/1500000072441-How-the-Aero-Office-365-sync-works)
[](https://www.zoho.com/flow/apps/aero-workflow/integrations/)
Zoho Flow is an integration platform that helps you connect your apps without any code. Automate complex business workflows within minutes. Set a trigger, add actions, use Delays and Decisions to create your entire workflow on an easy to use builder.
Use Zoho Flow to integrate Aero Workflow with 750+ apps without writing code. Automate any tasks that keep you away from what you do best.
[Learn More](https://www.zoho.com/flow/apps/aero-workflow/integrations/)
---
### [Aero Workflow for CAS Firms](https://www.aeroworkflow.com/aero-workflow-for-cas-firms/)
**Published:** August 31, 2023
**Author:** Sarah Sivesind
**Content:**
# The ONLY Workflow System Designed
# Specifically with CAS Firms in Mind
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE DEMO](https://go.oncehub.com/co-AeroWorkflowDemo)
# Are you tired of using rubberbands and workarounds just to make a workflow system fit your CAS firm?
Most accounting workflow systems are built with tax firms in mind, with CAS workflows being an afterthought. Aero is built from the ground up with CAS firms in mind. With Aero, you aren’t struggling to make your firm fit into a system that was really built for something else. Aero was built with a thorough understand of the needs of CAS firms like yours.
# So What Does A CAS Workflow System Look Like?
## It Has Client Accounting Services Checklists
- Each account comes with ready-to-use CAS checklists – client onboarding checklists, offboarding checklists, year-end checklists, bill pay, payroll– 160 different checklists to help your run your firm.
- You can create unlimited checklists for your firm. Because we all know that a CAS firm has *many* different processes for *many* different clients.
- We also have a library of detailed procedure guides available to all users. Procedure guides act as a knowledge bank and backup to your checklists. You can either use ours or create your own– or a little of both!
## It’s Easy to Schedule Your Client Work
- You perform multiple different services for each one of your clients– and each one occurs on a different interval. That’s why we offer an unlimited menu of choices for scheduling recurring work.
- Each client comes with many different pieces of information you need to organize so people on your team can access it when needed. Each client in Aero has a secure vault where you can store that information – tax ID numbers, capitalization threshold, fiscal year-end, even usernames and passwords – and your team can access it when they need it for client work.
- Clients love to use email to send requests and information. Aero users can easily forward those emails to their Aero dashboard where they are turned into tasks.
- Of course, unexpected and unplanned client work pops up on a regular basis. That’s why Aero makes it easy to create “one-off” tasks and even start a new task on the fly. Tracking this unplanned work helps control scope creep and capture all billable hours.
- Aero Workflow integrates with the apps you use, like QuickBooks Online, QuickBooks Time, Office 365, and Zapier. Or use Aero’s API to create your own integration.
## It’s Makes it Easy to Manage Your CAS Firm
- A CAS firm has a lot of moving pieces. That’s why Aero’s management dashboard provides a very clear view of all the firm’s open work. Keep an eye on deadlines and workload all from a single screen.
- Completely integrated time-tracking can be used for billing and provides actionable insights into your firm. Time tracked can optionally be sent to QuickBooks Online or QuickBooks Time
- Over 20 customizable reports provide deep insight into your firm’s profitability, productivity, and efficiency
[START FREE TRIAL](https://app3.aeroworkflow.com/CreateTrialAccount)
[SCHEDULE DEMO](https://go.oncehub.com/co-AeroWorkflowDemo)
# Priced so You Can Scale Without Paying a Fortune
- [#### United States](#tab-ef25308f1850ecdd21d)
- [#### Australia](#tab-b2defca6fd2db02ac7a)
- [#### Canada ](#tab-975e2886e0afdb6a30f)
- [#### United Kingdom](#tab-9100335d057f3cdb532)
- [#### United States](#tab-ef25308f1850ecdd21d)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$108
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
$135
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$200
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$250
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$295
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
$365
(per month, paid monthly)
START FREE TRIAL
- [#### Australia](#tab-b2defca6fd2db02ac7a)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$165
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$205
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$305
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$380
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$445
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
AUD$555
(per month, paid monthly)
START FREE TRIAL
- [#### Canada ](#tab-975e2886e0afdb6a30f)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$145
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$180
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$270
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$335
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$395
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
CAD$490
(per month, paid monthly)
START FREE TRIAL
- [#### United Kingdom](#tab-9100335d057f3cdb532)
Yearly
Monthly
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£85
(per month, paid yearly)
START FREE TRIAL
Startup
- For 1-5 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 pre-built
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use API
- No per-user pricing
- Onboarding, support, training
included
-
£105
(per month, paid monthly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£155
(per month, paid yearly)
START FREE TRIAL
Growth
- For 6-25 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£195
(per month, paid monthly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£230
(per month, paid yearly)
START FREE TRIAL
Scaling
- For 26-50 Users
- Unlimited customers, tasks,
templates & contacts
- Over 150 prebuilt
checklist templates
- 20+ reports
- Forward tasks from your inbox
- All integrations
No charge to use our API
- No per-user pricing
- Onboarding, support, training
included
-
£285
(per month, paid monthly)
START FREE TRIAL
#### \*Enterprise pricing available for accounts with more than 25 users.
## What users are saying:
> Best thing since sliced bread. We are finally on the right path and each employee knows who has done what and what still needs to be done. Love the Vault.
>
>
>
> 5 / 5
**KimN**
> I am so grateful for finding out about the Aero Workflow app! This app is really helping to prepare the way for growth in my firm. Before, my workflow system was a mess– tedious, unorganized, and frustrating. I needed to streamline the process (fast) and found my answer with Aero. Such a burden has been lifted and I’m able to stay on top of client deadlines with ease. I love the Library content provided with the Premium subscription. Definitely worth the investment.
>
>
>
> 5 / 5
**ReginaC**
> Great tool for keeping track of work to be done and work completed. Love the time tracker and note-keeper abilities.
>
>
>
> 5 / 5
**FGEll**
> The Aero App is very user friendly and easy to pick up and the support staff are fantastic and responsive with answers to questions.
>
>
>
> 5 / 5
**Rea1**
> My team started using Aero and immediately noticed the positive impact it had on our business. The workflow and organization virtually ensure all deadlines are met, and the customer service has been outstanding.
>
>
>
> 5 / 5
**BusinessAssist**
> I’ve used Karbon, Teamwork and Aero so far in my practice. Each one has their big pluses, and each one has some minuses. Overall, Aero is the easiest way not to drop any balls on critical deadlines for me. I like the built in timer, the ability to defer a task until later, the ability to mark tasks in priority and it’s ability to keep me on track with meetings. There is no way to know how an app will work for you until you try it, so for me personally, it’s the best.
>
>
>
> 5 / 5
**nonameworks**
# FREE Download! Year-end Checklists for Bookkeeping Firms
### Download our year-end checklists to have access to sample checklists for:
- Preparing for 1099’s
- Planning for staff shortages
- Year-end checklist
- Offboarding customers
- And more!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Year-end Checklists!
# FAQ
Can we use Aero if we have more than 50 people?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2025-05-24T15:40:44-07:00### [Can we use Aero if we have more than 50 people?](#collapse-3-13824)
Yes! When you grow past 50 users, we place you on our Enterprise plan, where we charge a set fee for each additional group of 10 users.
Does Aero Workflow have a free trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-10-05T14:28:31-07:00### [Does Aero Workflow have a free trial?](#collapse-3-13591)
Yes, we offer a free 30-day trial. During the trial, you have full access to the app, with as many users as you want. You can take advantage of any of our integrations. You can even add your credit card to get access to the checklist library– and you still won’t be charged until the end of your trial!
What does Aero integrate with?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:39:54-07:00### [What does Aero integrate with?](#collapse-3-13563)
Aero integrates with QuickBooks Online, QuickBooks Time, Office 365, Zapier, and other great apps. You can see all of our integrations here.
How do I know if my information is secure in Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:22-07:00### [How do I know if my information is secure in Aero?](#collapse-3-12828)
Aero is a very secure app. If you want to know more about Aero security, [click here](http://www.aeroworkflow.com/aero-security/).
How can I get a live demo of Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:31-07:00### [How can I get a live demo of Aero?](#collapse-3-12767)
We offer weekly live demos of Aero. You can [sign up here](http://www.aeroworkflow.com/aero-demo/). If the regular weekly demo doesn’t work for you [click here](http://www.meetme.so/AERO) to schedule a demo at a time that is convenient for you.
Do you charge for support?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:12:52-07:00### [Do you charge for support?](#collapse-3-12793)
No. All of Aero’s fantastic [support](http://www.aeroworkflowhelp.com/) is included with your subscription cost. We offer free training, free, unlimited, one-on-one support sessions, and a world-class knowledge base.
Do you have free training?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:11:52-07:00### [Do you have free training?](#collapse-3-12791)
Yes! Aero offers free, on-demand, self-paced training with two different courses. You can learn more about our free training programs [here](http://www.aerocertify.me/).
Is there an annual/long term contract for Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:28-07:00### [Is there an annual/long term contract for Aero?](#collapse-3-12781)
No. Aero is a month-to-month subscription. You can cancel your account at any time.
If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:47-07:00### [If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?](#collapse-3-12777)
The [free trial](http://www.aeroworkflow.com/open-new-aero-account/) is a real Aero account that you set up and use. At the end of 30-days, you simply put in your credit card to continue using it. You can have as many users as you like during your trial. The only feature that is not available during your trial is the [Library](http://www.aeroworkflow.com/the-aero-library/).
How can I see what’s in the Aero Library?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:37:48-07:00### [How can I see what’s in the Aero Library?](#collapse-3-12775)
During your free trial, you can have access to the library templates if you enter your credit card. Your card will not be charged until the end of your trial.
Do you have a ProAdvisor price/discount/partner program?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:05-07:00### [Do you have a ProAdvisor price/discount/partner program?](#collapse-3-12773)
No. Since the vast majority of our users are ProAdvisors, we like to say that the prices you see on our [pricing page](http://www.aeroworkflow.com/pricing/) ARE our ProAdvisor prices.
Do you charge per user?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:13-07:00### [Do you charge per user?](#collapse-3-12771)
No. The amounts you see on our [pricing page](http://www.aeroworkflow.com/pricing/) are the flat monthly rate for the firm.
---
### [Security](https://www.aeroworkflow.com/security-2/)
**Published:** January 9, 2023
**Author:** Sarah Sivesind
**Content:**
### Aero Workflow Security
- **Two-factor Authentication**
- Users can protect their accounts with an additional layer of security by enabling our two-factor authentication. [More…](https://help.aeroworkflow.com/hc/en-us/articles/1500004101602-Enable-Two-Factor-Authentication)
- **Data Transfer**
- All your interactions with Aero are encrypted using SSL/TLS. This technology protects your data while in transit from your browser to our servers and vice versa.
- We utilize multiple firewall layers at the operating system and network levels to protect our servers from unauthorized access.
- **Physical Security**
- Our hosting provider, Azure, is a well-known industry leader that employs state-of-the-art technology to secure servers from all types of tampering. Servers are placed in 24/7 monitored facilities and are not accessible to non-authorized personnel.
- Azure is SOC II, SOC III, and GDPR compliant
- Servers are located in the United States, in Virginia and other Eastern Seaboard locations
- **Data Storage**
- Data is encrypted during transfer to and from your browser.
- All databases are fully backed up daily.
- Database changes are backed up every few hours.
- Transactional logs are backed up every 5-10 minutes.
- Backup history is kept on a rolling basis for 7 days.
- Tenant databases are separated
- **Regular Security Patches and Updates**
- We release security updates to our infrastructure and custom software as they become available. All of our systems run on up-to-date software.
- **Additional Security Features**
- Certain fields in the client Vault are encrypted using 256-bit encryption
- Vault entries are security-level dependent
- When a vault record is deleted, it is completely removed from the database
- Admin users set the data access level by assigning security levels to all users
- When an account is closed, the database is deleted completely at the end of the remaining subscription period
---
### [Webinars](https://www.aeroworkflow.com/webinars/)
**Published:** January 16, 2017
**Author:** Admin
**Content:**
# View a Previous Aero Workflow Webinar
### QuickBooks Online trends for 2023
#### We recently had a chance to hang out with [Appy Hour](https://www.theappyhour.com/barbook/the-aero-plane/). If you missed it, you can watch the episode below.
# ## 5 Keys to Profitable Fixed Fee Services
### Mastering accounting workflows with Aero and Uncat
The DNA of a CAS Firm
### The Intentional Firm
---
### [Terms of Service](https://www.aeroworkflow.com/aero-terms-of-service/)
**Published:** February 1, 2017
**Author:** Admin
**Content:**
# Terms of Service (“Terms”)
Last updated: September 28, 2015
Please read these Terms of Service (“Terms”, “Terms of Service”) carefully before using the http://www.aeroworkflow.com website (the “Service”, “Services”) operated by Cloud Consultancy, LLC (“us”, “we”, or “our”).
**This online service agreement (“agreement”) is a binding legal contract between you and Cloud Consultancy, LLC (“we”, “us”, or “CCL”). This agreement governs your use of any and all cc services (“services” or “cc services”), including without limitation, Aero Workflow, the Aero Workflow and Cloud Consultancy websites, Cloud Consultancy software application(s), Cloud Consultancy mobile application(s) and any other materials made available by CC. By downloading, installing, accessing or using the services, you (a) agree to be bound by this agreement; (b) acknowledge and agree you have independently evaluated the desirability of using the services and are not relying on any representation, guarantee, or statement other than as expressly provided in this agreement; and (c) represent you are lawfully able and competent to enter into the terms, conditions, obligations, affirmations, representations, and warranties set forth in this agreement and are either over of the legal age of majority in the jurisdiction in which you reside or are an emancipated minor, or possess legal parental or guardian consent and that you are fully able and competent to enter into the terms, conditions, obligations, affirmations, representations, and warranties set forth in this agreement. In addition, if this agreement is being agreed to by a company or other legal entity, then the person agreeing to this agreement on behalf of that company or entity represents and warrants that he or she is authorized and lawfully able to bind that company or entity to this agreement. You should print and retain a copy of this agreement for your records by using the print functionality in your browser. If you do not agree to this agreement, you may not download, install or use any CCL software applications or services, including the CCL website(s).**
#### Communications
By creating an Account on our service, you agree to subscribe to newsletters, marketing or promotional materials and other information we may send. However, you may opt out of receiving any, or all, of these communications from us by following the unsubscribe link provided in any email we send or by notifying Customer Support at [support@aeroworkflow.com](mailto:support@aeroworkflow.com "support@aeroworkflow.com")
#### Purchases
If you wish to purchase any product or service made available through the Service (“Purchase”), you may be asked to supply certain information relevant to your Purchase including, without limitation, your credit card number, the expiration date of your credit card, your billing address, and your shipping information.
You represent and warrant that: (i) you have the legal right to use any credit card(s) or other payment method(s) in connection with any Purchase; and that (ii) the information you supply to us is true, correct and complete.
The service may employ the use of third party services for the purpose of facilitating payment and the completion of Purchases. By submitting your information, you grant us the right to provide the information to these third parties subject to our Privacy Policy.
We reserve the right to refuse or cancel your order at any time for reasons including but not limited to: product or service availability, errors in the description or price of the product or service, error in your order or other reasons.
We reserve the right to refuse or cancel your order if fraud or an unauthorized or illegal transaction is suspected.
#### Accounts
When you create an account with us, you guarantee that you are above the age of 18, and that the information you provide us is accurate, complete, and current at all times. Inaccurate, incomplete, or obsolete information may result in the immediate termination of your account on the Service.
You may not use as a username the name of another person or entity or that is not lawfully available for use, a name or trademark that is subject to any rights of another person or entity other than you, without appropriate authorization. You may not use as a username any name that is offensive, vulgar or obscene.
We reserve the right to refuse service, terminate accounts, remove or edit content, or cancel orders in our sole discretion.
#### Services
Except as otherwise expressly agreed upon in writing by CCL and subject to the terms and conditions of this Agreement and your payment of all relevant fees, we grant you and your Users (i) a limited, personal, revocable, non- exclusive, non-transferable, non-sublicensable, non-assignable, non-transferable license and right to access and use our hosted Services, content, and other materials provided by CCL or its third party vendors for your internal use in strict accordance with this Agreement. Users shall mean you, your employees, directors, representatives, consultants, independent contractors, agents, customers, and contracting parties who use your account to access the Services offered by CCL. All rights not expressly granted under this Agreement are retained by CCL.
Certain third party services used in conjunction with the CCL Services (“Plugin Services”) may have their own terms and conditions which must be accepted and agreed to prior to your use of such Plugin Services. Such additional service terms will be presented to you prior to use of such Plugin Services, and your use of any Plugin Services with the CCL Services will indicate your acceptance of the additional terms and conditions.
In connection with the Services, we may afford you the ability to interface and interoperate with certain independent third party software and to upload data from that software. This functionality is dependent on the operation of the third party software and is provided on an entirely as-is basis. You will be solely responsible for connection and any service fees associated with the use of such independent third party software.
You must have an Internet connection to access the Services. You will be solely responsible for connection of your systems to a telecommunications service that provides Internet access to access and use of the Services and any associated fees. CCL shall not be held responsible for any inability to use the Services due to faulty or no Internet connection.
To access and use the Services, you will be required to provide certain personal account registration information including without limitation, your name, billing address, contact phone number, email address and other information (“Personal Information”). You represent and warrant that the Personal Information that you provide is accurate, current, and complete, and agree to promptly update any of the information if it changes.
You are solely responsible for maintaining the confidentiality of all passwords associated with your account, and you are solely responsible and liable for all transactions and activities that occur on your account. You shall immediately notify CCL of any unauthorized use of your account or if any other breach of security has occurred. In no event shall CCL be liable for any unauthorized use of your account.
You agree not to sell, assign, rent, lease, distribute, export, import, act as an intermediary or provider, or otherwise grant rights to third parties with regard to the Services or any part thereof without CCL’s prior written consent. All content available to you through your subscription is for your use only and shall not be shared with third parties.
CCL reserves the right to add, remove, or modify features or functions, or to provide fixes, updates and upgrades, to the Services in its sole discretion without prior notice to you. In the event that a change to the Services would, in CCL’s reasonable discretion and judgment, permanently materially diminish or impair the functionality of the Services (“Material Change”), CCL shall provide you with written notice of such Material Change at least sixty (30) days prior to the date the Material Change will take effect. If the Material Change is unacceptable to you, you may terminate the Services without penalty. Any use of the Services after the effective date of Material Change will be deemed your acceptance of the Material Change. You acknowledge and agree that CCL has no obligation to make available to you any subsequent versions or upgrades made to the Services. You also agree that you may be required to pay additional fees or enter into a renewed version of this Agreement if you desire to download, install, or use a new version of the Services.
#### Billing, Payment & Refunds
You agree to promptly pay CCL the fees associated with your account, including all applicable taxes and additional fees. Any applicable initiation/installation charges, monthly recurring charges, support charges, and other fees are billed in full in advance. Any additional usage charges are billed in arrears. Except as expressly otherwise provided in this Agreement, all fees are non-refundable. When you subscribe to the Services, you will provide us with a payment method, such as a valid credit card (including proper billing information), and, if applicable, authorize us to collect from your payment method. Any authorization will remain valid until thirty (30) days after you terminate our authority to charge your payment method. Upon termination, you hereby agree that CCL may charge you any fees and any other outstanding charges and disconnect your service. You agree to advise and notify CCL of any changes to your payment method, such as credit card account number, change of address or expiration date changes. If the credit card or other payment method on your account is declined or fails for any reason, CCL will use reasonable efforts to contact you and advise you of the failed billing attempts. Notwithstanding the foregoing, CCL reserves the right to disconnect your Service and terminate your account if your credit card on file is declined or fails for any reason. CCL further reserves the right to continue to attempt charging your credit card for any outstanding Service charges and additional fees and pursue any other legal remedies available to CCL. We may assess an additional fee of the lesser of (a) fifty dollars ($50) or (b) the highest amount allowed by law for any credit card chargeback or check returned for nonpayment.
Time is of the essence for payment. Payments not made within the appropriate time period will be subject to late charges equal to the lesser of (i) one and one-half percent (1.5%) per month of the overdue amount or (ii) the maximum amount permitted under applicable law. Acceptance of late or partial payments (even if marked “Paid in Full”) shall not waive any of CCL’s rights to collect the full amount due. You are responsible for paying all personal property, sales, use and other taxes (excluding taxes based upon CCL’s net income) and license and registration fees and other assessments or charges levied or imposed by any governmental body or agency as a result of the execution or performance of this Agreement, including your receipt of the Services. On notice of not less than sixty (60) days, we may, in our discretion, adjust any or all fees for the Services. You may terminate this Agreement on written notice to us within thirty (30) days of its receipt of our notice to adjust the fees; provided , however , that if you fail to object to the adjustment in writing within the foregoing thirty (30) day period then you will be deemed to have agreed to the fee adjustment.
You must dispute any charges for the Services in writing to CCL customer support within thirty (30) days of the date of the charge by CCL. If you do not provide a written statement explaining in reasonable detail your reasons for disputing the charge within such time period, you hereby irrevocably waive any objection and further recourse with regard to such charges.
The Service is billed in advance on a monthly basis and is non-refundable. There will be no refunds or credits for partial months of service, upgrade/downgrade refunds, or refunds for months unused with an open account.
#### Customer Support
CCL offers customer and technical support to you via online meetings and e-mail in conjunction with the Services. CCL will use reasonable efforts to troubleshoot and resolve issues reported by you to CCL customer support but does not make any representations or guarantees that CCL will be able to fully resolve any such issues. Except as provided in this section or by applicable law, CCL has no obligation to provide customer support, technical support, or to provide solutions (e.g., bug fixes to software) to any issues that may arise in your particular use of the Services.
#### Feedback
You may provide us with suggestions, comments, answers, ideas, feedback or other information (collectively, “Feedback “) with respect to our products and Services. Feedback is entirely voluntary, and we are not required to hold it in confidence. By providing us Feedback, you acknowledge and agree that we may or may not use the Feedback for any purpose without obligation of any kind in our sole discretion. To the extent a license is required for us to make use of the Feedback, you hereby grant us an unlimited, worldwide, irrevocable, non-exclusive, perpetual, transferable, sublicenseable, assignable, fully-paid up, royalty-free license to use the Feedback in our sole discretion. 8.2 From time to time, CCL may request to identify you as a user of the Services in its press releases; marketing materials; electronic, printed, and broadcast advertising; newsletters; mailings; tradeshows; other promotional materials; on CCL’s website; or any other third-party website where CCL or its designated agents may promote the Services. CC will always obtain your prior written authorization before doing so. If you agree to allow CCL to identify you as a user for CCL’s marketing purposes in writing, you grant CCL and its agents a limited, revocable, worldwide, non- exclusive, fully paid-up, royalty-free license to use, reproduce, publish, and display your name, trademarks, service marks, designs, logos, and symbols in connection with such purpose.
#### Acceptable Use Policy (AUP)
Your use of the Services is subject to CCL’s Acceptable Use Policy (AUP) at all times. If CCL finds or is notified that you are using the Services for any use not permitted in this Agreement, CCL may in its sole discretion terminate your Service and charge damages caused by your improper use. Prohibited uses include, but are not limited to:
- Behavior that is illegal, obscene, threatening, harassing, defamatory, libelous, deceptive, fraudulent, abusive, improper, malicious, infringing, tortious, or invasive of another’s privacy.
- Negligently, recklessly, knowingly, or intentionally transmitting or uploading any material that contains viruses, time bombs, trojan horses, worms, malware, spyware, or any other programs that may be harmful or dangerous.
- Transmitting or uploading any material that infringes, misappropriates, or otherwise violates the foreign or domestic intellectual property rights or other rights of third parties.
- Sending unsolicited messages or advertisements through email functions available on the Services.
- Violating any U.S. or foreign law through the Services.
- Using the Services in any way that interferes with other customers’ and third parties’ use and enjoyment of the Services.
- Using the Services in any manner which disrupts, prevents or restricts another customer from using the Services or damaging CCL’s or another customer’s property.
- Using or employing methods and/or devices that are designed or likely to take advantage of, bypass, exploit, or otherwise avoid this AUP.
#### Aggregated Data
You grant us a worldwide, non-exclusive, perpetual, irrevocable, transferable, sublicenseable, assignable, fully-paid- up, royalty free license to use Aggregated Data, as defined below, derived from your use of Services for our business purposes, including the provision of products and services to our customers. “Aggregated Data” shall mean statistical user information or data acquired through providing the Services that does not include any personally identifiable information about the customer. You further grant us the right to (i) use the Aggregated Data in any aggregate or statistical products or reports, (ii) transfer and/or disclose the Aggregated Data upon a sale of our company or its assets or other form of reorganization, (iii) disclose Aggregated Data in a summary report that does not show, display or indicate customer specific or customer identifying information, (iv) provide Aggregated Data to a third party service provider, for analytical purposes, and (v) use the Aggregated Data to compare with other organizations within the same industry or group. The Aggregated Data will not be considered your Confidential Information.
#### Availability, Errors, and Inaccuracies
You acknowledge and agree that the Services may not be available 100% of the time (you can check our status and uptime history here: . We will use commercially reasonable efforts to make the Services available for your access and use, as contemplated under this Agreement, excluding any period of Permitted Unavailability. “Permitted Unavailability” includes Planned Outages (as defined below) and any unavailability due to causes beyond our reasonable control, including, without limitation: any software, hardware, or telecommunication failures; interruption or failure of telecommunication or digital transmission links; Internet slow-downs or failures; failures or default of third party software, vendors, or products; and unavailability resulting from your actions or omissions or a failure of your communications link or systems. “Planned Outages” means the period of time during which we conduct standard systems maintenance and any instances requiring emergency maintenance. We will use reasonable efforts to schedule Planned Outages during non-peak hours.
We require our hosting provider to maintain a 99.99% uptime.
We are constantly updating product and service offerings on the Service. We may experience delays in updating information on the Service and in our advertising on other websites. The information found on the Service may contain errors or inaccuracies and may not be complete or current. Products or services may be mispriced, described inaccurately, or unavailable on the Service and we cannot guarantee the accuracy or completeness of any information found on the Service.
We, therefore, reserve the right to change or update information and to correct errors, inaccuracies, or omissions at any time without prior notice.
#### Content & Proprietary Rights
To the extent you provide us with any content (e.g., graphics, logos, artwork, text, data) for use in connection with the Services (collectively, the ” Customer Content”), you grants us a non-exclusive, world-wide, fully-paid up, royalty- free, non-exclusive, non-transferable (except in connection with an assignment of this Agreement) license to copy, store, record, transmit, display, view, print, and use the Customer Content for purposes of performing this Agreement. You are responsible for obtaining all rights, permissions, licenses, and consents required to furnish the Customer Content to us for use as described above and represent and warrant that you have all rights required to disclose and furnish the Customer Content to CCL. CCL is not obligated to store your Customer Content or other reports and/or materials generated by the Services and does so only as a convenience to you. You agree that CCL has no responsibility or liability whatsoever for the deletion or failure to store any Customer Content, reports, materials, messages, data or other communications maintained or transmitted by the Services. You acknowledge and agree that you are solely responsible for preserving and making adequate backups for all Customer Content and other materials and will not rely on us to preserve or make adequate backups of data used in connection with the Services, or to maintain a record of your usage of any part or all of the Services.
You acknowledge and agree that any and all patents, copyrights, trademarks, service marks, trade secrets, and all other intellectual property rights (collectively, “IP Rights”) in the Services are and shall remain the sole and exclusive property of CCL and its licensors, as applicable. Nothing in this Agreement intends to or shall grant, transfer, or assign any IP Rights to, or vest any IP Rights in you. You acknowledge that all Services provided hereunder are protected by intellectual property rights of CCL and its licensors, as applicable and that you have no rights to undertake, cause, permit, or authorize the transfer, reproduction, modification, creation or preparation of any derivative works, translation, reverse engineering, decompiling, disassembling or hacking with respect to, or disclose Confidential Information pertaining to, the Services or any part(s) thereof. Under no circumstances will you be deemed to receive any right, title or interest to any portion of any Services, and all right, title and interest will at all times will vest exclusively in us and our licensors. This is not a “work made for hire” agreement, as that term is defined in Section 101 of Title 17 of the United States Code (” the Copyright Act “). You will preserve all Services from any liens, encumbrances, and claims of any individual or entity. You will not use any of our information or data to contest the validity of any of our intellectual property or our licensors. You are only entitled to the limited use of the rights expressly granted to you in this Agreement. You agree not take any action to jeopardize, limit, or interfere with the IP Rights of CCL, and you acknowledge and agree that any unauthorized use of the IP Rights is a violation of this Agreement, as well as a violation of applicable intellectual property laws. You acknowledge and understand that all title and rights in and to any third party content that may be accessed through the Services is the property of the respective content owners and may be protected by applicable copyright or other intellectual property laws and treaties. Any unauthorized use of our IP Rights and/or data will constitute a material, non-curable breach of this Agreement.
#### Beta Services
We may designate certain new functionality or services to be made available in connection with the Services as “Beta Services.” The Beta Services will not be ready for use in a production environment. Because they will be at an early stage of development, operation and use of the Beta Services may be unpredictable and lead to erroneous results. You acknowledge and agree that: (i) the Beta Services will be experimental and will not have been fully tested; (ii) the Beta Services may not meet your requirements; (iii) the use or operation of the Beta Services may not be uninterrupted or error free; and (iv) your use of the Beta Services will be for purposes of evaluating and testing the new functionality and services and providing feedback to us. Your use of the Beta Services will be subject to all of the terms and conditions of this Agreement relating to the Services. You agree to promptly report any errors, defects, or other deficiencies in the Beta Services to us. **Notwithstanding any other provision of this agreement, all beta services are provided “as-is” and “as-available,” without warranties of any kind and you agree to use the beta services at your sole risk.** You waive any and all claims, now known or later discovered, that you may have against us and our suppliers and licensors arising out of the Beta Services.
#### Links To Other Web Sites
Our Service may contain links to third party web sites or services that are not owned or controlled by Cloud Consultancy LLC.
Cloud Consultancy LLC has no control over, and assumes no responsibility for the content, privacy policies, or practices of any third party web sites or services. We do not warrant the offerings of any of these entities/individuals or their websites.
You acknowledge and agree that Cloud Consultancy LLC shall not be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any such content, goods or services available on or through any such third party web sites or services.
We strongly advise you to read the terms and conditions and privacy policies of any third party web sites or services that you visit.
#### Term And Termination
Unless otherwise agreed and signed by the parties in writing, this is a month-to-month agreement (the “Term”), terminable by either party for any reason or no reason upon delivery of thirty (30) days prior written notice to the other party. In the event you elect not to renew your subscription, any prepaid fees will not be refunded. Your license to use the Services is provided to you during the Term of this Agreement only and will immediately expire upon termination of this Agreement.
All provisions of the Terms which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity and limitations of liability.
#### Indemnification
You agree to defend, indemnify and hold harmless Cloud Consultancy LLC and its licensee and licensors, and their employees, contractors, agents, officers and directors, from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney’s fees), resulting from or arising out of a) your use and access of the Service, by you or any person using your account and password; b) a breach of these Terms, or c) Content posted on the Service.
#### Limitation Of Liability
In no event shall cc or its vendors and licensors be liable to you or any third party, including but not limited to your employees, agents, independent contractors, customers, or contracting parties, for any loss of profits, business, data, or other incidental, consequential, indirect or special loss or damage, including exemplary and punitive, of any kind or nature resulting from or arising out of this agreement whether arising under contract, warranty, tort (including negligence or strict liability), or any other theory of liability, including use of the services even if cc has been advised in advance of the possibility of such damages or such damages could have reasonably been foreseen by cc. The total liability of cc and its vendors and licensors to you or any third party arising out of this agreement or use of the services in connection with any claim or type of damage (whether in contract or tort) will not exceed the total fees you paid, if any, during the one (1) month immediately preceding the date that the event giving rise to the liability first occurred. This limitation of liability reflects the allocation of risk between the parties and will apply even if the express warranties provided above fail of their essential purpose. The limitations specified in this section will survive and apply in any and all circumstances. Some jurisdictions do not allow certain limitations of liability, so certain of the foregoing limitations may not apply to you.
#### Disclaimer
Your use of the Service is at your sole risk. The Service is provided on an “AS IS” and “AS AVAILABLE” basis. The Service is provided without warranties of any kind, whether express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, non-infringement or course of performance.
Cloud Consultancy LLC its subsidiaries, affiliates, and its licensors do not warrant that a) the Service will function uninterrupted, secure or available at any particular time or location; b) any errors or defects will be corrected; c) the Service is free of viruses or other harmful components; or d) the results of using the Service will meet your requirements.
No oral or written information or advice given by CC or its affiliates, employees, resellers, partners or its authorized representatives will create a warranty or in any way increase the scope of CCL’s obligations hereunder.
The services may be used to access and transfer information over the internet. You acknowledge and agree that cc and its vendors and licensors do not operate or control the internet and that: (i) viruses, worms, trojan horses, or other undesirable data or software; or (ii) unauthorized users (e.g., hackers) may attempt to obtain access to and damage the customer content, reports, web-sites, computers, or networks. Under no circumstances shall CCL be responsible for those activities.
#### Exclusions
Some jurisdictions do not allow the exclusion of certain warranties or the exclusion or limitation of liability for consequential or incidental damages, so the limitations above may not apply to you.
#### Governing Law
These Terms shall be governed and construed in accordance with the laws of Virginia, United States, without regard to its conflict of law provisions.
Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights. If any provision of these Terms is held to be invalid or unenforceable by a court, the remaining provisions of these Terms will remain in effect. These Terms constitute the entire agreement between us regarding our Service, and supersede and replace any prior agreements we might have had between us regarding the Service.
#### Changes
We reserve the right, at our sole discretion, to modify or replace these Terms at any time. If a revision is material we will provide at least 30 days notice prior to any new terms taking effect. What constitutes a material change will be determined at our sole discretion.
By continuing to access or use our Service after any revisions become effective, you agree to be bound by the revised terms. If you do not agree to the new terms, you are no longer authorized to use the Service.
#### Contact Us
If you have any questions about these Terms, please contact us. Please provide your company’s name in addition to your name and title.
**BY POSTAL MAIL**
Cloud Consultancy, LLC
977 Seminole Trail, #274
Charlottesville, VA 22901-2824
**BY PHONE**
1-434-422-3336
**BY EMAIL**
[support@aeroworkflow](mailto:support@aeroworkflow.com)
---
### [White Glove Onboarding](https://www.aeroworkflow.com/white-glove-onboarding/)
**Published:** January 8, 2018
**Author:** Sarah Sivesind
**Content:**
# White Glove Onboarding
A program designed to take advantage of the experience we’ve gained from guiding countless firms through the setup of a new workflow system. White Glove onboarding will get you up and running with Aero so that you can start to see the benefits as quickly as possible.
### Why sign up for White Glove?
Aero offers multiple different resources to help you implement your new Aero account, but sometime firms want a more customized experience. White Glove onboarding is for firms who:
- Don’t have time to devote to setting up their account
- Need their account set up quickly and correctly
- Want their setup to be guided by a workflow expert
×### Sign Up For White Glove OnBoarding
Close
[SIGN UP NOW](#)
×### Send us your questions!
[contact-form-7 id=”12813″ title=”Contact Us”]
Close
[CONTACT US](#)
### How does it work?
Aero will take you through a guided setup that allows us to do the bulk of the work setting up your Aero account and leaves you free to concentrate on what you do best: delivering client services.
## Define
During this first phase, Aero works with you to gather information and gain an understanding of your firm.
## Organize
During the Organize phase, Aero goes to work for you, setting up your Aero account so that it’s optimized to work hard for you.
## Implement
Specially crafted training for you and your team carry you towards your final Go Live date.
[SIGN UP NOW](#)
[CONTACT US](#)
### How much does it cost?
### Basic
$1000One-time fee
- Guided set-up of QuickBooks Sync
- Customer and contact info imported as needed
- Documented procedures imported for you
- Early access to the Aero Library Basic Content
- Schedule all services for up to 50 clients\*
- Custom implementation initial Aero setup
- Import template for customer Vault entries
- Customized training tasks created for your team
- Dedicated Slack support channel during setup and for 2 month following
- Dedicated customer success manager
[SIGN UP NOW](#)
### Standard
$1500One-time fee
- Guided set-up of QuickBooks Sync
- Customer and contact info imported as needed
- Documented procedures imported for you
- Early access to the Aero Library Basic Content
- Schedule all services for up to 100 clients\*
- Custom implementation initial Aero setup
- Import template for customer Vault entries
- Customized training tasks created for your team
- Dedicated Slack support channel during setup and for 3 months following
- Dedicated customer success manager
- One hour custom team training session
[SIGN UP NOW](#)
### Deluxe
$2000One-time fee
- Guided set-up of QuickBooks Sync
- Customer and contact info imported as needed
- Documented procedures imported for you
- Early access to the Aero Library Basic Content
- Schedule all services for up to 150 clients\*
- Custom implementation initial Aero setup
- Import template for customer Vault entries
- Customized training tasks created for your team
- Dedicated Slack support channel during setup and for 4 months following
- Dedicated customer success manager
- One hour custom team training session + 30-minute follow-up session
- Guided setup of Zapier integration
- Two-hour guided procedure writing session
- Import customer data into vault
[SIGN UP NOW](#)
\*services scheduled using Library and imported procedures.
*All fees are in US$ and are charged at the beginning of the program.*
White Glove onboarding is completely optional. Firms can (and do) setup up their Aero accounts with the outstanding setup support that is available to all Aero users at no additional cost.
---
### [QuickBooks Integration](https://www.aeroworkflow.com/quickbooks-integration/)
**Published:** July 19, 2022
**Author:** Sarah Sivesind
**Content:**
[](https://quickbooks.intuit.com/app/apps/appdetails/AeroWorkflow/en-us?queryID=13af1b4dc052435bb81bd76517064bba)
### Sync customers and time directly with QuickBooks Online.
Your customer list is kept up to date in Aero Workflow and QuickBooks Online so you never have to enter the same information twice.
You also have the option of time tracking data generated in Aero syncing automatically to QuickBooks.
[Start a Free Trail](https://app3.aeroworkflow.com/CreateTrialAccount)
# Highlights of Aero Workflow
- Easily automate recurring tasks
- Built-in Library of checklist templates for common accounting and bookkeeping tasks
- Clear view of what needs to be accomplished each day
- Managers can easily see the status of all firm work
- Free onboarding, training, one-on-one support sessions
- Easily accommodates unplanned or unscheduled work
- Forward tasks to Aero from your inbox
- Automated time-tracking integrated with tasks (time can then sync to QuickBooks Online or QuickBooks Time)
- Reports offer deep insight into the productivity, efficiency, and profitability or your firm
- Unlimited customers, tasks, templates, & contacts
- Customer Vault stores sensitive customer information in a secure, central location
# Ready to get started with Aero?
[Schedule a demo](https://www.aeroworkflow.com/aero-demo/)
[Start a free trial](https://app3.aeroworkflow.com/CreateTrialAccount)
---
### [Guide to Scaling Your Accounting Firm](https://www.aeroworkflow.com/ia-scaling-your-accounting-firm/)
**Published:** October 11, 2021
**Author:** Sarah Sivesind
**Content:**
# Guide to Scaling Your Accounting Firm
Any accounting firm that is planning for growth faces the same questions. How can a firm add new clients and staff without losing control over quality, on-time performance, and profits? The answer is to prepare to scale your firm by installing systems and procedures that create a framework for productivity and sustainable growth.
### This best practice guide will help your firm:
- Understand how to implement standardized procedures
- Choose and implement your accounting tech stack
- Effectively centralize client scheduling
- Package and price your services
Download the guide today!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Guide!
---
### [Digital Marketing for Accountants and Bookkeepers](https://www.aeroworkflow.com/digital-marketing-for-accountants-and-bookkeepers/)
**Published:** October 4, 2021
**Author:** Sarah Sivesind
**Content:**
# Digital Marketing for Accountants and Bookkeepers
Reaching out to customers online is no longer optional for firms that want to grow and thrive. According to a [Pew Research survey](https://www.pewresearch.org/internet/fact-sheet/internet-broadband/), in the year 2000, 52% of Americans said they use the internet. Today that number is 93%. In the last 20 years, the digital world has gone from an occasional hobby to the first place people turn to information and entertainment.
Download our **Digital Marketing Guide** for tips about:
- Defining your target audience
- Writing a blog
- Using email as a digital marketing tool
- How to expand your reach with Facebook, YouTube, Twitter, and LinkedIn
- And more!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Digital Marketing Guide!
---
### [Aero API](https://www.aeroworkflow.com/aero-api/)
**Published:** November 15, 2017
**Author:** Sarah Sivesind
**Content:**
Aero’s API is an open and public application programming interface (API). It is made available to Aero account holders and developers so that they can interact directly with their data.
[API Reference](https://api.aeroworkflow.com/swagger/index.html)
### Is it Restful?
When we talk about our API, we use terms like “REST” and “RESTful.” “REST” stands for [Representational State Transfer](http://en.wikipedia.org/wiki/Representational_state_transfer). It’s an architectural style that’s an alternative to [RPC](https://en.wikipedia.org/wiki/Remote_procedure_call) or [SOAP-based](https://en.wikipedia.org/wiki/SOAP) web services.
While there’s no official REST standard, there are common approaches and best practices used across the engineering community that help define how RESTful APIs should work. For example, most RESTful APIs follow [six specific constraints](http://whatisrest.com/rest_constraints/index) or design rules.
Most APIs aren’t [fully RESTful](http://www.intridea.com/blog/2010/4/29/rest-isnt-what-you-think-it-is), including ours. But we follow most of the practices and common definitions of the style.
### Authentication
Each request made to our API is authenticated with 2 components. First, the “Account Id” is included as part of the request URL. For example, in the following URL the “57653” is the account id: *https://api.aeroworkflow.com/api/57653/v1/AeroEmails*. In addition, the account’s specific API key must be included as header information.
To obtain an account’s id and API key, follow the instructions in this [help document](https://aeroworkflow.zendesk.com/hc/en-us/articles/115003669074-How-to-get-your-API-key).
### API Reference and End Points
Information on our available endpoints is contained within our API explorer at [https://api.aeroworkflow.com/documentation/api/index.html](https://api.aeroworkflow.com/swagger/index.html). In addition to identifying available endpoints using our API explorer, you can also discover all the details needed to consume the API. With our API explorer you can even make live requests but of course, you can use a tool like Postman to make requests. The postman tool is available at .
---
### [How to Grow your Bookkeeping Firm](https://www.aeroworkflow.com/how-to-grow-your-bookkeeping-firm/)
**Published:** October 7, 2020
**Author:** Sarah Sivesind
**Content:**
# Guide to Scaling Your Accounting Firm
Any accounting firm that is planning for growth faces the same questions. How can a firm add new clients and staff without losing control over quality, on-time performance, and profits? The answer is to prepare to scale your firm by installing systems and procedures that create a framework for productivity and sustainable growth.
### This best practice guide will help your firm:
- Understand how to implement standardized procedures
- Choose and implement your accounting tech stack
- Effectively centralize client scheduling
- Package and price your services
Download the guide today!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Select... Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Guide!
---
### [Setting Client Expectations](https://www.aeroworkflow.com/setting-client-expectations/)
**Published:** June 7, 2019
**Author:** Sarah Sivesind
**Content:**
# Setting Client Expectations at Every Stage of the Client Journey
Setting expectations enables you to build strong, productive, and profitable relationships with your clients and ensure that both parties are doing their part to achieve a mutual goal. However, expectation setting is easier said than done.
#### We’ve teamed up with [Practice Ignition](https://www.practiceignition.com/), [Hubdoc](https://www.hubdoc.com/), and leading cloud accounting firms to provide you with a comprehensive guide that outlines how to effectively set expectations with your clients at every stage of the customer journey.
Our free checklist will provide you with:
- The value of setting expectations for your practice and your clients
- Best practices for proactively setting expectations with your clients
- A detailed list of steps to help you set expectations effectively at every stage of the client journey
Download the checklist now!
First Name Last Name Email Address Company Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Select... Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Onboarding Checklist!
---
### [Virtual Firm](https://www.aeroworkflow.com/virtual-firm/)
**Published:** May 19, 2020
**Author:** Sarah Sivesind
**Content:**
# Transform Your Firm
## Workflow for Accountants by Accountants
×
Close
[How it Works](#)
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
# Define
#### Aero gives you the tools you need to take your firm’s knowledge capital and put it to work. Your processes and procedures are integrated with your tasks, making your firm efficient, scalable and profitable.
[Learn More](/define/)
# Organize
#### With Aero, you’re confident that client work won’t slip through the cracks. One-time projects, recurring tasks, client emergencies — even email – are all seamlessly integrated into one list, so you and your staff have a clear view of what needs to get done today.
[Learn More](/organize/)
# Track
#### With Aero, you have a clear overview of all client work: what’s done, what’s in progress and what’s about to be overdue. Aero’s integrated time tracking allows you to spot scope creep while it’s happening. Aero’s management reports help you to manage your practice with insights into metrics like staff performance and project job costing.
[Learn More](/track/)
---
### [Working Remotely](https://www.aeroworkflow.com/working-remotely/)
**Published:** April 9, 2020
**Author:** Sarah Sivesind
**Content:**
# Work Remotely
## Run a Virtual Firm without losing control
×
Close
[How it Works](#)
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
# Define
#### You can create detailed, online checklists for completing client work, embed in-depth procedure documents, and add links to various online resources. You can also take advantage of Aero’s library of turn-key checklists for common cloud accounting and bookkeeping tasks. And, of course all of this is cloud-based so that your team has instructions on how to do their work no matter where they are.
[Learn More](/define/)
# Organize
#### One-time projects, recurring tasks, client emergencies — even email – are all seamlessly integrated into one list, so you and your staff have a clear view of what needs to get done today. Your team can log in from their current location and get to work– even if you’re not available to tell them what to do.
[Learn More](/organize/)
# Track
#### With Aero, you have a clear overview of all client work: what’s done, what’s in progress and what’s about to be overdue. Aero’s integrated time tracking allows you to spot scope creep while it’s happening. Aero’s management reports help you to manage your practice with insights into metrics like staff performance and project job costing. All of this is available online and realtime, so that even if you and your staff are working from home, you don’t lose track of what is happening.
[Learn More](/track/)
---
### [Privacy Policy](https://www.aeroworkflow.com/privacy-policy/)
**Published:** February 1, 2017
**Author:** Admin
**Content:**
# Privacy Policy
Last updated: January 07, 2020
This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.
We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.
# Interpretation and Definitions
## Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions.
The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
## Definitions
For the purposes of this Privacy Policy:
- **You** means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.Under GDPR (General Data Protection Regulation), You can be referred to as the Data Subject or as the User as you are the individual using the Service.
- **Company** (referred to as either “the Company”, “We”, “Us” or “Our” in this Agreement) refers to Cloud Consultancy LLC, 977 Seminole Trail, #274, Charlottesville, VA 22901.For the purpose of the GDPR, the Company is the Data Controller.
- **Application** means the software program provided by the Company downloaded by You on any electronic device, named Aero Workflow
- **Affiliate** means an entity that controls, is controlled by or is under common control with a party, where “control” means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
- **Account** means a unique account created for You to access our Service or parts of our Service.
- **Website** refers to Aero Workflow Site, accessible from https://www.aeroworkflow.com/
- **Service** refers to the Application or the Website or both.
- **Country** refers to: Virginia, United States
- **Service Provider** means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.For the purpose of the GDPR, Service Providers are considered Data Processors.
- **Third-party Social Media Service** refers to any website or any social network website through which a User can log in or create an account to use the Service.
- **Facebook Fan Page** is a public profile named Aero Workflow specifically created by the Company on the Facebook social network, accessible from https://www.facebook.com/AeroWorkflow
- **Personal Data** is any information that relates to an identified or identifiable individual.For the purposes for GDPR, Personal Data means any information relating to You such as a name, an identification number, location data, online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity.For the purposes of the CCPA, Personal Data means any information that identifies, relates to, describes or is capable of being associated with, or could reasonably be linked, directly or indirectly, with You.
- **Cookies** are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
- **Device** means any device that can access the Service such as a computer, a cellphone or a digital tablet.
- **Usage Data** refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
- **Data Controller**, for the purposes of the GDPR (General Data Protection Regulation), refers to the Company as the legal person which alone or jointly with others determines the purposes and means of the processing of Personal Data.
- **Do Not Track** (DNT) is a concept that has been promoted by US regulatory authorities, in particular the U.S. Federal Trade Commission (FTC), for the Internet industry to develop and implement a mechanism for allowing internet users to control the tracking of their online activities across websites.
- **Business**, for the purpose of the CCPA (California Consumer Privacy Act), refers to the Company as the legal entity that collects Consumers’ personal information and determines the purposes and means of the processing of Consumers’ personal information, or on behalf of which such information is collected and that alone, or jointly with others, determines the purposes and means of the processing of consumers’ personal information, that does business in the State of California.
- **Consumer**, for the purpose of the CCPA (California Consumer Privacy Act), means a natural person who is a California resident. A resident, as defined in the law, includes (1) every individual who is in the USA for other than a temporary or transitory purpose, and (2) every individual who is domiciled in the USA who is outside the USA for a temporary or transitory purpose.
- **Sale**, for the purpose of the CCPA (California Consumer Privacy Act), means selling, renting, releasing, disclosing, disseminating, making available, transferring, or otherwise communicating orally, in writing, or by electronic or other means, a Consumer’s Personal information to another business or a third party for monetary or other valuable consideration.
# Collecting and Using Your Personal Data
## Types of Data Collected
### Personal Data
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address, State, Province, ZIP/Postal code, City
- Usage Data
### Usage Data
Usage Data is collected automatically when using the Service.
Usage Data may include information such as Your Device’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.
### Information Collected while Using the Application
While using Our Application, in order to provide features of Our Application, We may collect, with your prior permission:
We use this information to provide features of Our Service, to improve and customize Our Service. The information may be uploaded to the Company’s servers and/or a Service Provider’s server or it be simply stored on Your device.
You can enable or disable access to this information at any time, through Your Device settings. You can also enable or disable location services when You use Our Service at any time, through Your Device settings.
### Tracking Technologies and Cookies
We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service.
You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service.
Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close your web browser.
We use both session and persistent Cookies for the purposes set out below:
- **Necessary / Essential Cookies**Type: Session CookiesAdministered by: UsPurpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
- **Cookies Policy / Notice Acceptance Cookies**Type: Persistent CookiesAdministered by: UsPurpose: These Cookies identify if users have accepted the use of cookies on the Website.
- **Functionality Cookies**Type: Persistent CookiesAdministered by: UsPurpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.
- **Tracking and Performance Cookies**Type: Persistent CookiesAdministered by: Third-PartiesPurpose: These Cookies are used to track information about traffic to the Website and how users use the Website. The information gathered via these Cookies may directly or indirectly identify you as an individual visitor. This is because the information collected is typically linked to a pseudonymous identifier associated with the device you use to access the Website. We may also use these Cookies to test new advertisements, pages, features or new functionality of the Website to see how our users react to them.
For more information about the cookies we use and your choices regarding cookies, please visit our [Cookies Policy](https://www.aeroworkflow.com/cookie-policy/).
## Use of Your Personal Data
The Company may use Personal Data for the following purposes:
- **To provide and maintain our Service**, including to monitor the usage of our Service.
- **To manage Your Account:** to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
- **For the performance of a contract:** the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
- **To contact You:** To contact You by email or other equivalent forms of electronic communication, such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
- **To manage Your requests:** To attend and manage Your requests to Us.
- App’s use of information received, and App’s transfer of information to any other app, from Google APIs will adhere to Google’s Limited Use Requirements.
We may share your personal information in the following situations:
- **With Service Providers:** We may share Your personal information with Service Providers to monitor and analyze the use of our Service or for payment processing.
- **For Business transfers:** We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of our business to another company.
- **With Affiliates:** We may share Your information with Our affiliates, in which case we will require those affiliates to honor this Privacy Policy. Affiliates include Our parent company and any other subsidiaries, joint venture partners or other companies that We control or that are under common control with Us.
## Retention of Your Personal Data
The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
## Transfer of Your Personal Data
Your information, including Personal Data, is processed in places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
## Disclosure of Your Personal Data
### Business Transactions
If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.
### Law enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
### Other legal requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
- Comply with a legal obligation
- Protect and defend the rights or property of the Company
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect the personal safety of Users of the Service or the public
- Protect against legal liability
## Security of Your Personal Data
The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
# Detailed Information on the Processing of Your Personal Data
Service Providers have access to Your Personal Data only to perform their tasks on Our behalf and are obligated not to disclose or use it for any other purpose.
## Analytics
We may use third-party Service providers to monitor and analyze the use of our Service.
- **Google Analytics**Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page:
- **Mixpanel**Mixpanel is provided by Mixpanel Inc.You can prevent Mixpanel from using your information for analytics purposes by opting-out. To opt-out of Mixpanel service, please visit this page: For more information on what type of information Mixpanel collects, please visit the Terms of Use page of Mixpanel:
## Email Marketing
We may use Your Personal Data to contact You with newsletters, marketing or promotional materials and other information that may be of interest to You. You may opt-out of receiving any, or all, of these communications from Us by following the unsubscribe link or instructions provided in any email We send or by contacting Us.
We may use Email Marketing Service Providers to manage and send emails to You.
- **Mailchimp**Mailchimp is an email marketing sending service provided by The Rocket Science Group LLC.For more information on the privacy practices of Mailchimp, please visit their Privacy policy:
## Payments
We may provide paid products and/or services within the Service. In that case, we may use third-party services for payment processing (e.g. payment processors).
We will not store or collect Your payment card details. That information is provided directly to Our third-party payment processors whose use of Your personal information is governed by their Privacy Policy. These payment processors adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of payment information.
- **PayPal**Their Privacy Policy can be viewed at
## Usage, Performance and Miscellaneous
We may use third-party Service Providers to provide better improvement of our Service.
- **Invisible reCAPTCHA**We use an invisible captcha service named reCAPTCHA. reCAPTCHA is operated by Google.The reCAPTCHA service may collect information from You and from Your Device for security purposes.The information gathered by reCAPTCHA is held in accordance with the Privacy Policy of Google:
# GDPR Privacy
## Legal Basis for Processing Personal Data under GDPR
We may process Personal Data under the following conditions:
- **Consent:** You have given Your consent for processing Personal Data for one or more specific purposes.
- **Performance of a contract:** Provision of Personal Data is necessary for the performance of an agreement with You and/or for any pre-contractual obligations thereof.
- **Legal obligations:** Processing Personal Data is necessary for compliance with a legal obligation to which the Company is subject.
- **Vital interests:** Processing Personal Data is necessary in order to protect Your vital interests or of another natural person.
- **Public interests:** Processing Personal Data is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Company.
- **Legitimate interests:** Processing Personal Data is necessary for the purposes of the legitimate interests pursued by the Company.
In any case, the Company will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
## Your Rights under the GDPR
The Company undertakes to respect the confidentiality of Your Personal Data and to guarantee You can exercise Your rights.
You have the right under this Privacy Policy, and by law if You are within the EU, to:
- **Request access to Your Personal Data.** The right to access, update or delete the information We have on You. Whenever made possible, you can access, update or request deletion of Your Personal Data directly within Your account settings section. If you are unable to perform these actions yourself, please contact Us to assist You. This also enables You to receive a copy of the Personal Data We hold about You.
- **Request correction of the Personal Data that We hold about You.** You have the right to to have any incomplete or inaccurate information We hold about You corrected.
- **Object to processing of Your Personal Data.** This right exists where We are relying on a legitimate interest as the legal basis for Our processing and there is something about Your particular situation, which makes You want to object to our processing of Your Personal Data on this ground. You also have the right to object where We are processing Your Personal Data for direct marketing purposes.
- **Request erasure of Your Personal Data.** You have the right to ask Us to delete or remove Personal Data when there is no good reason for Us to continue processing it.
- **Request the transfer of Your Personal Data.** We will provide to You, or to a third-party You have chosen, Your Personal Data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which You initially provided consent for Us to use or where We used the information to perform a contract with You.
- **Withdraw Your consent.** You have the right to withdraw Your consent on using your Personal Data. If You withdraw Your consent, We may not be able to provide You with access to certain specific functionalities of the Service.
## Exercising of Your GDPR Data Protection Rights
You may exercise Your rights of access, rectification, cancellation and opposition by contacting Us. Please note that we may ask You to verify Your identity before responding to such requests. If You make a request, We will try our best to respond to You as soon as possible.
You have the right to complain to a Data Protection Authority about Our collection and use of Your Personal Data. For more information, if You are in the European Economic Area (EEA), please contact Your local data protection authority in the EEA.
# Facebook Fan Page
## Data Controller for the Facebook Fan Page
The Company is the Data Controller of Your Personal Data collected while using the Service. As operator of the Facebook Fan Page (https://www.facebook.com/AeroWorkflow, the Company and the operator of the social network Facebook are Joint Controllers.
The Company has entered into agreements with Facebook that define the terms for use of the Facebook Fan Page, among other things. These terms are mostly based on the Facebook Terms of Service:
Visit the Facebook Privacy Policy for more information about how Facebook manages Personal data or contact Facebook online, or by mail: Facebook, Inc. ATTN, Privacy Operations, 1601 Willow Road, Menlo Park, CA 94025, United States.
## Facebook Insights
We use the Facebook Insights function in connection with the operation of the Facebook Fan Page and on the basis of the GDPR, in order to obtain anonymized statistical data about Our users.
For this purpose, Facebook places a Cookie on the device of the user visiting Our Facebook Fan Page. Each Cookie contains a unique identifier code and remains active for a period of two years, except when it is deleted before the end of this period.
Facebook receives, records and processes the information stored in the Cookie, especially when the user visits the Facebook services, services that are provided by other members of the Facebook Fan Page and services by other companies that use Facebook services.
For more information on the privacy practices of Facebook, please visit Facebook Privacy Policy here: [https://www.facebook.com/full\_data\_use\_policy](https://www.facebook.com/full_data_use_policy)
# CCPA Privacy
## Your Rights under the CCPA
Under this Privacy Policy, and by law if You are a resident of California, You have the following rights:
- **The right to notice.** You must be properly notified which categories of Personal Data are being collected and the purposes for which the Personal Data is being used.
- **The right to access / the right to request.** The CCPA permits You to request and obtain from the Company information regarding the disclosure of Your Personal Data that has been collected in the past 12 months by the Company or its subsidiaries to a third-party for the third party’s direct marketing purposes.
- **The right to say no to the sale of Personal Data.** You also have the right to ask the Company not to sell Your Personal Data to third parties. You can submit such a request by visiting our “Do Not Sell My Personal Information” section or web page.
- **The right to know about Your Personal Data.** You have the right to request and obtain from the Company information regarding the disclosure of the following:
- The categories of Personal Data collected
- The sources from which the Personal Data was collected
- The business or commercial purpose for collecting or selling the Personal Data
- Categories of third parties with whom We share Personal Data
- The specific pieces of Personal Data we collected about You
- **The right to delete Personal Data.** You also have the right to request the deletion of Your Personal Data that have been collected in the past 12 months.
- **The right not to be discriminated against.** You have the right not to be discriminated against for exercising any of Your Consumer’s rights, including by:
- Denying goods or services to You
- Charging different prices or rates for goods or services, including the use of discounts or other benefits or imposing penalties
- Providing a different level or quality of goods or services to You
- Suggesting that You will receive a different price or rate for goods or services or a different level or quality of goods or services.
## Exercising Your CCPA Data Protection Rights
In order to exercise any of Your rights under the CCPA, and if you are a California resident, You can email or call us or visit our “Do Not Sell My Personal Information” section or web page.
The Company will disclose and deliver the required information free of charge within 45 days of receiving Your verifiable request. The time period to provide the required information may be extended once by an additional 45 days when reasonable necessary and with prior notice.
## Do Not Sell My Personal Information
We do not sell personal information.
# “Do Not Track” Policy as Required by California Online Privacy Protection Act (CalOPPA)
Our Service does not respond to Do Not Track signals.
However, some third party websites do keep track of You browsing activities. If You are visiting such websites, You can set Your preferences in Your web browser to inform websites that You do not want to be tracked. You can enable or disable DNT by visiting the preferences or settings page of Your web browser.
# Children’s Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.
We also may limit how We collect, use, and store some of the information of Users between 13 and 18 years old. In some cases, this means We will be unable to provide certain functionality of the Service to these users.
If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent’s consent before We collect and use that information.
# Links to Other Websites
Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party’s site. We strongly advise You to review the Privacy Policy of every site You visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
# Changes to this Privacy Policy
We may update our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.
We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the “Last updated” date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
# Contact Us
If you have any questions about this Privacy Policy, You can contact us:
- By email: support@aeroworkflow.com
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
## Contact Us
If you have any questions about this Privacy Policy, please contact us. Please provide your company’s name in addition to your name and title.
**BY MAIL**
977 Seminole Trail, #274
Charlottesville, VA 22901-2824
**BY PHONE**
434-422-3336
**BY EMAIL**
---
### [Guide to Defining & Packaging Services](https://www.aeroworkflow.com/guide-to-defining-packaging-services/)
**Published:** May 15, 2019
**Author:** Sarah Sivesind
**Content:**
# Guide to Defining and Packaging your Bookkeeping Services
Defining, documenting, and packaging your firm’s compliance and advisory service offerings is an important process for any practice – especially those who are looking to move toward advisory. Making sure you start with this structured approach will help to provide clarity, ensure consistency, and eliminate scope creep with your services.
### This best practice guide (brought to you by [Aero Workflow](https://www.aeroworkflow.com/), [Hubdoc](https://www.hubdoc.com/), and [Practice Ignition](https://www.practiceignition.com/)) will help your firm:
- Take a structured approach to understanding client needs
- Effectively define your services
- Efficiently document your service procedures
- Package and price your compliance and advisory services
- Develop a go-to-market strategy for your services
Download the guide today!
First Name Last Name Email Address Company Aero Customer Aero Demo Method Aero Customer Prospect CloudSummit14 Webinar Attendee Stealth Customer Limited Preview CCL BDC Webinar - Attended BDC Webinar - Missed SNH2015 Sync It Up SNH Opt-in Coitus Interruptus Connect15 Sleeter15 SHN16 VCONN Insiders Guide to Connect2016 Connect16 CPA Academy Webinar Attended CPA Academy Webinar Did Not Attend Power Hour - Contact Me SNH17 MasterClass Website Opt-in Connect 2017 Toronto QBC 2017 OnBoarding Checklist Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Select... Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Guide!
---
### [Cookie Policy](https://www.aeroworkflow.com/cookie-policy/)
**Published:** January 7, 2020
**Author:** Sarah Sivesind
**Content:**
# Cookies Policy
Last updated: January 07, 2020
This Cookies Policy explains what Cookies are and how We use them. You should read this policy so You can understand what type of cookies We use, or the information We collect using Cookies and how that information is used.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about You may be linked to the information stored in and obtained from Cookies. For further information on how We use, store and keep your personal data secure, see our Privacy Policy.
We do not store sensitive personal information, such as mailing addresses, account passwords, etc. in the Cookies We use.
# Interpretation and Definitions
## Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions.
The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
## Definitions
For the purposes of this Cookies Policy:
- **Company** (referred to as either “the Company”, “We”, “Us” or “Our” in this Cookies Policy) refers to Cloud Consultancy LLC, 977 Seminole Trail #274.
- **You** means the individual accessing or using the Website, or a company, or any legal entity on behalf of which such individual is accessing or using the Website, as applicable.
- **Cookies** means small files that are placed on Your computer, mobile device or any other device by a website, containing details of your browsing history on that website among its many uses.
- **Website** refers to Aero Workflow Website, accessible from https://www.aeroworkflow.com/.
# The use of the Cookies
## Type of Cookies We Use
Cookies can be “Persistent” or “Session” Cookies. Persistent Cookies remain on your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close your web browser.
We use both session and persistent Cookies for the purposes set out below:
- **Necessary / Essential Cookies**Type: Session Cookies
Administered by: Us
Purpose: These Cookies are essential to provide You with services available through the Website and to enable You to use some of its features. They help to authenticate users and prevent fraudulent use of user accounts. Without these Cookies, the services that You have asked for cannot be provided, and We only use these Cookies to provide You with those services.
- **Cookies Policy / Notice Acceptance Cookies**Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies identify if users have accepted the use of cookies on the Website.
- **Functionality Cookies**Type: Persistent Cookies
Administered by: Us
Purpose: These Cookies allow us to remember choices You make when You use the Website, such as remembering your login details or language preference. The purpose of these Cookies is to provide You with a more personal experience and to avoid You having to re-enter your preferences every time You use the Website.
- **Tracking and Performance Cookies**Type: Persistent Cookies
Administered by: Third-Parties
Purpose: These Cookies are used to track information about traffic to the Website and how users use the Website. The information gathered via these Cookies may directly or indirectly identify you as an individual visitor. This is because the information collected is typically linked to a pseudonymous identifier associated with the device you use to access the Website. We may also use these Cookies to test new advertisements, pages, features or new functionality of the Website to see how our users react to them.
## Your Choices Regarding Cookies
If You prefer to avoid the use of Cookies on the Website, first You must disable the use of Cookies in your browser and then delete the Cookies saved in your browser associated with this website. You may use this option for preventing the use of Cookies at any time.
If You do not accept Our Cookies, You may experience some inconvenience in your use of the Website and some features may not function properly.
If You’d like to delete Cookies or instruct your web browser to delete or refuse Cookies, please visit the help pages of your web browser.
- For the Chrome web browser, please visit this page from Google: https://support.google.com/accounts/answer/32050
- For the Internet Explorer web browser, please visit this page from Microsoft: http://support.microsoft.com/kb/278835
- For the Firefox web browser, please visit this page from Mozilla: https://support.mozilla.org/en-US/kb/delete-cookies-remove-info-websites-stored
- For the Safari web browser, please visit this page from Apple: https://support.apple.com/guide/safari/manage-cookies-and-website-data-sfri11471/mac
For any other web browser, please visit your web browser’s official web pages.
## More Information about Cookies
You can learn more about Cookies at the following third-party websites:
- Network Advertising Initiative: http://www.networkadvertising.org/
## Contact Us
If you have any questions about this Cookies Policy, You can contact us:
- By email: support@aeroworkflow.com
---
### [The Path to a Paperless Practice](https://www.aeroworkflow.com/the-path-to-a-paperless-practice/)
**Published:** June 6, 2019
**Author:** Sarah Sivesind
**Content:**
### Going paperless is key in creating a lean, scalable firm
Paperless processes are efficient, cost-effective, and position your firm for growth. Maybe it’s time to start down the path!
We got together with Canon and put together a free guide for accountants and bookkeepers that will help your firm:
- Identify workflows where you will benefit from digitizing paper
- Find and implement tools that will enable a paperless process
- Remove roadblocks to implementing paperless workflows
Download the guide and get started on your path to a paperless practice today!
First Name Last Name Email Address Company Aero Customer Aero Demo Method Aero Customer Prospect CloudSummit14 Webinar Attendee Stealth Customer Limited Preview CCL BDC Webinar - Attended BDC Webinar - Missed SNH2015 Sync It Up SNH Opt-in Coitus Interruptus Connect15 Sleeter15 SHN16 VCONN Insiders Guide to Connect2016 Connect16 CPA Academy Webinar Attended CPA Academy Webinar Did Not Attend Power Hour - Contact Me SNH17 MasterClass Website Opt-in Connect 2017 Toronto QBC 2017 OnBoarding Checklist Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Select... Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Guide!
---
### [Refer a Friend and Save](https://www.aeroworkflow.com/refer-a-friend-save/)
**Published:** February 17, 2017
**Author:** Admin
**Content:**
# Refer a friend to Aero Workflow and get a 5% discount off your Aero subscription fees.
The Details:
- Your friend uses your firm’s name as a promo code and get’s a 10% discount for the first six months
- Once your friend becomes a paid subscriber, you start getting a 5% discount off your Aero subscription fees
- Your discount lasts as long as you are both paid subscribers.
- Refer enough friends and your account is free!
---
### [Aero+TSheets Integration](https://www.aeroworkflow.com/aerotsheets-integration/)
**Published:** November 1, 2018
**Author:** Sarah Sivesind
**Content:**
[](https://www.tsheets.com/pros/)
We’ve often said that Aero Workflow is a workflow app that also tracks time, not a time-tracking app. So we consider our integration with [TSheets](https://www.tsheets.com/pros/) to be a marriage made in heaven, giving our users the best of both worlds: Aero’s superior workflow and practice management combined with TSheets world-class time-tracking features.
Connecting your Aero account to TSheets gives you the option of automatically syncing your Aero time-tracking data to your TSheets account. Once there, you can send your time onto your accounting system, your payroll system, and any of the [other great apps TSheets connects to](https://www.tsheets.com/app-marketplace/). Learn more about how the [Aero-Tsheets integration works here](https://aeroworkflow.zendesk.com/hc/en-us/articles/360011387454-How-the-Aero-TSheets-Sync-Works).
---
### [Client OnBoarding Checklist](https://www.aeroworkflow.com/client-onboarding-checklist/)
**Published:** March 3, 2018
**Author:** Sarah Sivesind
**Content:**
### Create a scalable, efficient onboarding process
A standard onboarding process ensures that new client relationships start off on the right foot.
We consulted with thought leaders in the accounting and bookkeeping industry to put together a comprehensive guide to help firms standardize their onboarding processes.
This free onboarding checklist (presented by [Aero Workflow](https://www.aeroworkflow.com/?utm_source=Hubdoc&utm_medium=Onboarding%20Checklist&utm_content=Landing%20Page), [Practice Ignition](https://www.practiceignition.com/?utm_source=Hubdoc&utm_medium=Onboarding%20Checklist&utm_content=Landing%20Page), and [Hubdoc](https://www.hubdoc.com/?utm_source=Onboarding%20Checklist&utm_medium=Landing%20Page)) will provide you with:
- An overview of what your firm must establish before standardizing your onboarding process
- Best practices for the “who, what, where, and when” of new client onboarding
- A detailed list of steps to follow to ensure your client has an excellent onboarding experience, every time
Complete the form to download our free onboarding guide today!
First Name Last Name Email Address Company Aero Customer Aero Demo Method Aero Customer Prospect CloudSummit14 Webinar Attendee Stealth Customer Limited Preview CCL BDC Webinar - Attended BDC Webinar - Missed SNH2015 Sync It Up SNH Opt-in Coitus Interruptus Connect15 Sleeter15 SHN16 VCONN Insiders Guide to Connect2016 Connect16 CPA Academy Webinar Attended CPA Academy Webinar Did Not Attend Power Hour - Contact Me SNH17 MasterClass Website Opt-in Connect 2017 Toronto QBC 2017 OnBoarding Checklist Firm size How many people are in your firm?
1 2-5 6-10 11-25 25-50 50-100 100+ What does your firm do? How would you describe your firm?
Select... Accounting Dept in non-accounting company Traditional CPA /Tax firm Bookkeeping/CAS Other CAS Dept in CPA Firm Full Service - tax, bookkeeping, etc. Download the Onboarding Checklist!
---
### [UK Prices](https://www.aeroworkflow.com/uk-prices/)
**Published:** January 26, 2018
**Author:** Sarah Sivesind
**Content:**
# Start your 30-day free trial Today!
- [#### United Kingdom](#tab-494a44b1004937470c4)
- [#### Australia](#tab-19fefd815f04d5ad10c)
- [#### Canada ](#tab-df7914fa7144df6ba79)
- [#### United States](#tab-057f27ffe85e5b8f40d)
- [#### United Kingdom](#tab-494a44b1004937470c4)
### Sole Proprietor
£28month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content £27/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
£59month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £28/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
£110month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £55/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### Australia](#tab-19fefd815f04d5ad10c)
### Sole Proprietor
AUD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
AUD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
AUD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### Canada ](#tab-df7914fa7144df6ba79)
### Sole Proprietor
CAD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
CAD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
CAD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### United States](#tab-057f27ffe85e5b8f40d)
### Sole Proprietor
$39month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
$79month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
$149month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $80/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
---
### [Canadian Pricing](https://www.aeroworkflow.com/canadian-pricing/)
**Published:** February 2, 2017
**Author:** Admin
**Content:**
# Start your 30-day free trial Today!
- [#### Canada ](#tab-b6993d1ff8b1c9f9908)
- [#### Australia](#tab-93d32830d0ec8f8602d)
- [#### United Kingdom](#tab-521663a903081b37099)
- [#### United States](#tab-8358b14acd01908d77d)
- [#### Canada ](#tab-b6993d1ff8b1c9f9908)
### Sole Proprietor
CAD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
CAD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
CAD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### Australia](#tab-93d32830d0ec8f8602d)
### Sole Proprietor
AUD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
AUD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
AUD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### United Kingdom](#tab-521663a903081b37099)
### Sole Proprietor
£28month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content £27/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
£59month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £28/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
£110month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £55/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### United States](#tab-8358b14acd01908d77d)
### Sole Proprietor
$39month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
$79month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
$149month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $80/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
---
### [Australian Pricing](https://www.aeroworkflow.com/australian-pricing/)
**Published:** August 24, 2017
**Author:** Sarah Sivesind
**Content:**
# Start your 30-day free trial Today!
- [#### Australia](#tab-a0ceae6a8ef75b3ff45)
- [#### Canada ](#tab-21b7fe9aa19c09f02c6)
- [#### United Kingdom](#tab-5ed36dbe861036773a3)
- [#### United States](#tab-fcdedf893e9913d5a74)
- [#### Australia](#tab-a0ceae6a8ef75b3ff45)
### Sole Proprietor
AUD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
AUD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
AUD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### Canada ](#tab-21b7fe9aa19c09f02c6)
### Sole Proprietor
CAD49month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
CAD99month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $50/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
CAD189month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $100/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### United Kingdom](#tab-5ed36dbe861036773a3)
### Sole Proprietor
£28month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content £27/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
£59month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £28/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
£110month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for £55/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
- [#### United States](#tab-fcdedf893e9913d5a74)
### Sole Proprietor
$39month
- One User
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Small Firm
$79month
- 2 – 5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $40/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
### Large Firm
$149month
- 6 -25 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Office 365 Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $80/month more
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
---
### [MasterClass](https://www.aeroworkflow.com/master-class/)
**Published:** May 3, 2017
**Author:** Admin
**Content:**
# MasterClass
An [in-depth training program](http://proadvisor.intuit.ca/cloud-accounting/apps-masterclass.jsp) to help accountants master best-in-class technology in order to run a thriving cloud accounting firm.
### What is MasterClass?
Modern accounting firms know that thriving in today’s world means operating in the cloud. That’s not a question. The question we hear over and over is “How do we get there?”
### Roadmap to the Cloud
The [MasterClass series](http://proadvisor.intuit.ca/cloud-accounting/apps-masterclass.jsp) is built for firms that are serious about taking it to the next level. Intuit, Aero and other stellar app partners have put together a path for you to *master* the building blocks of a smoothly running cloud-accounting firm.
[
## What is Workflow?](http://www.aeroworkflow.com/accounting-workflow-definition/)
*Workflow is defining what you do and organizing your resources in such a way as to enable others to do the same thing in the same way.*
[Read More](http://www.aeroworkflow.com/accounting-workflow-definition/)
[
## Master Your Tools](http://www.aeroworkflow.com/tools-for-profitable-cas/)
*The software solutions we use to perform our work are the TOOLS of our trade – and are critical to the success of an accounting services firm.*
[Read More](http://www.aeroworkflow.com/tools-for-profitable-cas/)
[
## 5 Reasons you need to be in the cloud](http://www.aeroworkflow.com/harness-the-efficiency-of-the-cloud/)
*As cloud-based solutions have grown in popularity and capability, many accounting professionals are finding that they streamline work*
[Read More](http://www.aeroworkflow.com/harness-the-efficiency-of-the-cloud/)
### How does Aero Workflow fit in?
Aero Workflow will help you bring all the elements of a cloud accounting firm together in one place. As you move through our certification, you’ll learn how to define and standardize your services and then organize them so nothing slips through the cracks.
MasterClass participants who complete the Aero Guru Certification earn a 10% discount on their Aero subscription for six months.\*
### Ready to Get Started?
Email Address First Name Last Name Company Aero Customer Aero Demo Method Aero Customer Prospect CloudSummit14 Webinar Attendee Stealth Customer Limited Preview CCL BDC Webinar - Attended BDC Webinar - Missed SNH2015 Sync It Up SNH Opt-in Coitus Interruptus Connect15 Sleeter15 SHN16 VCONN Insiders Guide to Connect2016 Connect16 CPA Academy Webinar Attended CPA Academy Webinar Did Not Attend Power Hour - Contact Me SNH17 MasterClass Website Opt-in Sign up for MasterClass!
## Join Aero, Intuit Canada and other stellar partners to learn how to operate in the cloud.
[](https://shopdreampayments.com/masterclass)
[](https://www.fathomhq.com/masterclass)
[](http://www.hubdoc.com/masterclass)
[](https://www.plooto.co/masterclass)
[](https://www.practiceignition.com/intuit-ca-masterclass)
[]()
\*The fine print:
- The 10% discount will be applied once you pass the Guru certification.
- Many people in your firm can become certified Aero Gurus, but only one discount will be applied.
- You must enroll in the Aero section of MasterClass to be eligible for the discount (fill out the form above).
- Once you qualify for the MasterClass discount, it will be applied to your account *in addition* to any other promotional discount already in effect.
---
### [QuickBooks Connect 2017](https://www.aeroworkflow.com/quickbooks-connect-2017/)
**Published:** December 4, 2017
**Author:** Sarah Sivesind
**Content:**
## MasterClass Apps – Aero Workflow
Thank you for attending this session in which we explored being proactive about your success running a client accounting services firm. Your knowledge capital is your secret sauce. The firm will use it to create revenue. Proactive management of the service delivery speaks directly to the bottom line profit.
You can access a copy of the [PowerPoint here](https://drive.google.com/open?id=1b4nCKtDdX7vL4md9QLI3kWJlHcdBS7sk)
Here are some samples and resources:
- Defining Your Services
- [How to write a great procedure](https://www.aeroworkflow.com/how-to-write-a-great-procedure/)
- [Sample procedure: QBO Reconcile, Troubleshoot Beginning Balance](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-Procedure_-QBO-Reconcile-Troubleshoot-Beginning-Balance.pdf)
- [Sample checklist: QBO Reconcile](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-Checklist_-QBO-Reconcile.pdf)
- [Sample checklist: BDC Pay Bills](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-Checklist_-BillDotCom.pdf)
- Delivering Your Services
- [Sample resources for staff](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-resources.pdf)
- [Sample client payroll onboarding form](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Client-Onboarding-Payroll.pdf)
- [Sample client onboarding request checklist](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-onboarding-request-checklist.pdf)
- [Practice management considerations](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Practice-management-considerations.pdf)
- [Sample practice management reports](http://www.qbopro.com/wp-content/uploads/2017/11/QBC2017_Sample-practice-management-reports.pdf)
- [Book: E-Myth Accountant](https://www.amazon.com/Myth-Accountant-Accounting-Practices-About/dp/0470503661/ref=sr_1_1?ie=UTF8&qid=1508259579&sr=8-1&keywords=emyth+accountant)
- [Mastery: QuickBooks Online Certification](https://quickbooks.intuit.com/accountants/resources/training-certification/)
---
### [Survey Page One](https://www.aeroworkflow.com/survey-page-one/)
**Published:** August 25, 2017
**Author:** Sarah Sivesind
**Content:**
On your phone? [Open in Google Forms](https://docs.google.com/forms/d/e/1FAIpQLSdFS3UiQc46Oughk1AkWt4Fy0AiA91sHfI3vGI6dugE0VY6Hw/viewform?usp=sf_link)
Loading...
---
### [Survey Page Two](https://www.aeroworkflow.com/survey-page-two/)
**Published:** August 25, 2017
**Author:** Sarah Sivesind
**Content:**
On your phone? [Open in Google Forms](https://docs.google.com/forms/d/e/1FAIpQLSde7L1lWFpTrVl1fsWDU9I7LWxZXKHChOAv356bB7QUHwYQaw/viewform?usp=sf_link)
Loading...
---
### [Aero User Badges](https://www.aeroworkflow.com/aero-user-badges/)
**Published:** February 17, 2017
**Author:** Admin
**Content:**
# Share the Love
#### Place an Aero badge on your website!
##### **Use code below to put this badge on your website:**
##### **Use code below to put this badge on your website:**
##### **Use code below to put this badge on your website:**
##### **Use code below to put this badge on your website:**
##### **Use code below to put this badge on your website:**
##### **Use code below to put this badge on your website:**
---
### [WebBadges](https://www.aeroworkflow.com/webbadges/)
**Published:** August 11, 2017
**Author:** Sarah Sivesind
**Content:**
   
---
### [About Us](https://www.aeroworkflow.com/the-aero-story/)
**Published:** February 10, 2017
**Author:** Admin
**Content:**
# It started with a problem
Back in 2008, Laura Redmond of [Redmond Accounting](http://www.qbopro.com/) was searching for a workflow solution that met her firm’s needs. She needed something that would allow her to manage the multiple, recurring services Redmond Accounting provided to multiple clients. Since her staff was distributed around the country, she needed something that was cloud based. And, being an accountant with a passion for perfection and an eye for detail, she wanted to be able to set up a checklist for each task and make sure that any resources her staff might need were just a click away. Frustrated by the lack of anything that fully met her needs, she created her own system using [Method:CRM](https://www.method.me/).
Fast forward a few years to when Laura joined forces with fellow ProAdvisors Victoria Cameron and Mark Crews who had each been working independently to solve the same problem. Since Mark and Victoria had experienced many of the same frustrations with existing solutions, they convinced Laura that her little workflow app could be useful to other accounting firms – and thus the original version of Aero was published as an add-on to Method. The three partners quickly realized that Aero had a lot of potential and made the decision to rebuild Aero Workflow on its own platform and publish it directly on [Intuit’s app store](https://appcenter.intuit.com/aero%20workflow?locale=en-us).
# Aero – Designed by Accountants for Accountants
Aero, as it exists today, is a result of the years of experience (and frustrations) Laura, Mark, and Victoria gained running their own firms, plus the direct feedback from customers using Aero on Method. Aero’s core features– step-by-step checklists for each task, task templates, recurring tasks, and built-in time tracking – speak to the pain points of bookkeepers and accountants trying to run and scale their firms as efficiently as possible.
As Aero adds users in ever increasing numbers, we continue to solve the pain points of accounting firms. Through in-app feedback, casual user hangouts, newsletters, Twitter, live chat, and email we make an effort to listen to our users in order to refine current features and add new ones. For example, the [Aero Library](http://www.aeroworkflow.com/the-aero-library/) was born out of customer feedback that they were struggling with creating checklists for their services and keeping up-to-date with all the various cloud accounting apps.
Aero was built from the ground up by accountants and, thanks to the continued feedback from our users and our partners, continues to be the app that is ‘by accountants, for accountants’
---
### [Frequently Asked Questions](https://www.aeroworkflow.com/frequently-asked-questions/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
- [All](#)
- [Bookkeeper](#)
- [general](#)
- [pricing](#)
Can we use Aero if we have more than 50 people?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2025-05-24T15:40:44-07:00#### [Can we use Aero if we have more than 50 people?](#collapse-4-13824)
Yes! When you grow past 50 users, we place you on our Enterprise plan, where we charge a set fee for each additional group of 10 users.
Does Aero Workflow have a free trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-10-05T14:28:31-07:00#### [Does Aero Workflow have a free trial?](#collapse-4-13591)
Yes, we offer a free 30-day trial. During the trial, you have full access to the app, with as many users as you want. You can take advantage of any of our integrations. You can even add your credit card to get access to the checklist library– and you still won’t be charged until the end of your trial!
What does Aero integrate with?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:39:54-07:00#### [What does Aero integrate with?](#collapse-4-13563)
Aero integrates with QuickBooks Online, QuickBooks Time, Office 365, Zapier, and other great apps. You can see all of our integrations here.
What is premium Library content?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:34:59-07:00#### [What is premium Library content?](#collapse-4-12993)
The [Aero Library](https://www.aeroworkflow.com/the-aero-library/) has two levels of content: Basic and Premium. Every paid subscriber has access to library content– [more…](https://aeroworkflow.zendesk.com/hc/en-us/articles/115002406254-What-is-Premium-Content-in-the-Aero-Library-)
How do I know if my information is secure in Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:22-07:00#### [How do I know if my information is secure in Aero?](#collapse-4-12828)
Aero is a very secure app. If you want to know more about Aero security, [click here](http://www.aeroworkflow.com/aero-security/).
How can I get a live demo of Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:31-07:00#### [How can I get a live demo of Aero?](#collapse-4-12767)
We offer weekly live demos of Aero. You can [sign up here](http://www.aeroworkflow.com/aero-demo/). If the regular weekly demo doesn’t work for you [click here](http://www.meetme.so/AERO) to schedule a demo at a time that is convenient for you.
Do you charge for support?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:12:52-07:00#### [Do you charge for support?](#collapse-4-12793)
No. All of Aero’s fantastic [support](http://www.aeroworkflowhelp.com/) is included with your subscription cost. We offer free training, free, unlimited, one-on-one support sessions, and a world-class knowledge base.
Do you have free training?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-31T12:11:52-07:00#### [Do you have free training?](#collapse-4-12791)
Yes! Aero offers free, on-demand, self-paced training with two different courses. You can learn more about our free training programs [here](http://www.aerocertify.me/).
Can Aero sync with Office Exchange?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:35:55-07:00#### [Can Aero sync with Office Exchange?](#collapse-4-12789)
No. Aero only syncs with Office 365 or Google Gmail.
Does Aero sync with the QBOA Practice Management?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:01-07:00#### [Does Aero sync with the QBOA Practice Management?](#collapse-4-12787)
No. QBOA does not have an open API, so Aero cannot sync with any information in QBOA.
I had a free trial a few months ago and never really did anything with it. Can I have another free trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:11-07:00#### [I had a free trial a few months ago and never really did anything with it. Can I have another free trial?](#collapse-4-12785)
Yes. Simply click on the [free trial](http://www.aeroworkflow.com/open-new-aero-account/) link and open another Aero account.
How long does it take to get a firm up and running with Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:18-07:00#### [How long does it take to get a firm up and running with Aero?](#collapse-4-12783)
It really depends on the size of your firm, whether you’re moving from another workflow system or not, how many resources you can devote to setting up your firm’s work in Aero. In general, you can expect it to take 4-8 weeks before everything is in Aero and all your team is using it on a regular basis.
We have seen fiercely determined and organized firms do it in less than a week!
Is there an annual/long term contract for Aero?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:28-07:00#### [Is there an annual/long term contract for Aero?](#collapse-4-12781)
No. Aero is a month-to-month subscription. You can cancel your account at any time.
Does Aero have a Mobile App/Smart Phone App?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:36-07:00#### [Does Aero have a Mobile App/Smart Phone App?](#collapse-4-12779)
Aero does not have a native smart phone app. However, due to Aero’s responsive design, you can log into Aero and use it on your smart phone or tablet computer.
If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:36:47-07:00#### [If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?](#collapse-4-12777)
The [free trial](http://www.aeroworkflow.com/open-new-aero-account/) is a real Aero account that you set up and use. At the end of 30-days, you simply put in your credit card to continue using it. You can have as many users as you like during your trial. The only feature that is not available during your trial is the [Library](http://www.aeroworkflow.com/the-aero-library/).
How can I see what’s in the Aero Library?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:37:48-07:00#### [How can I see what’s in the Aero Library?](#collapse-4-12775)
During your free trial, you can have access to the library templates if you enter your credit card. Your card will not be charged until the end of your trial.
Do you have a ProAdvisor price/discount/partner program?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:05-07:00#### [Do you have a ProAdvisor price/discount/partner program?](#collapse-4-12773)
No. Since the vast majority of our users are ProAdvisors, we like to say that the prices you see on our [pricing page](http://www.aeroworkflow.com/pricing/) ARE our ProAdvisor prices.
Do you charge per user?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:13-07:00#### [Do you charge per user?](#collapse-4-12771)
No. The amounts you see on our [pricing page](http://www.aeroworkflow.com/pricing/) are the flat monthly rate for the firm.
Does Aero sync with QuickBooks Desktop?[Sarah Sivesind](https://www.aeroworkflow.com/author/ssivesind/)2023-08-03T11:38:20-07:00#### [Does Aero sync with QuickBooks Desktop?](#collapse-4-12769)
No. Aero only syncs with QuickBooks Online. That said, it’s perfectly possible to use Aero without the QuickBooks integration – about 40% of our users do that. Aero will import your customer list for you and you can send your time to your QuickBooks Desktop account through [Aero’s integration with TSheets](https://www.aeroworkflow.com/aerotsheets-integration/).
Have you been thinking about moving to QBO? Here’s why [one ProAdvisor thinks you should](https://www.aeroworkflow.com/top-5-reasons-use-qbo-firm/).
---
### [Sign Up](https://www.aeroworkflow.com/open-new-aero-account/)
**Published:** February 13, 2017
**Author:** Admin
**Content:**
# Start your 30-day free trial now!
**Open a new Aero account and link it to QBO.\* If you don’t have a QBO account, you’ll be given the chance to open one.**
[Start Free Trial](https://appcenter.intuit.com/aero%20workflow)
**Open a new Aero account without linking it to QBO. You can always connect Aero to QBO later.**
[Start Free Trial](https://app.aeroworkflow.com/SiteCompanies/CreateTrialAccount)
**\*When you link your Aero account to your QBO account, Aero will import all of your QBO customers and contacts, making it easier to be off and running with Aero.**
---
### [Aero and Canon](https://www.aeroworkflow.com/aero-and-canon/)
**Published:** February 16, 2017
**Author:** Admin
**Content:**
# Workflow for Accountants
Use code **CPAFebruary** when you open a new Aero account and your first month after your trial ends will be FREE!
The free month will start once you end your free trial and enter your payment information.
## Try it for free!
[OPEN ACCOUNT](/pricing/)
# Canon Scanners
Canon can help you easily organize, store, and share paper-based information. By using Canon’s full line of image FORMULA document scanners, you will be able to reduce costs, streamline paper-based processes, and improve efficiency.
## More about Canon Scanners
[CONTACT US](mailto:gdehart@insightfulaccountant.com)
---
### [V-Conn](https://www.aeroworkflow.com/v-conn/)
**Published:** February 16, 2017
**Author:** Admin
**Content:**
# Special Offer for V-Conn Attendees!
Use code **VCONN** when you open a new Aero account and your first month after your trial ends will be FREE!
The free month will start once you end your free trial and enter your payment information.
[SIGN UP AND START YOUR FREE TRIAL](/open-a-new-account/)
---
### [Refund Policy](https://www.aeroworkflow.com/refund-policy/)
**Published:** February 1, 2017
**Author:** Admin
**Content:**
# Refund Policy
**Aero WorkFlow** is a pre-paid subscription to a software service.
The Service is billed in advance on a monthly basis and is non-refundable. There will be no refunds or credits for partial months of service, upgrade/downgrade refunds, or refunds for months unused with an open account. In order to treat everyone equally, no exceptions will be made.
---
### [ICBUSA Open Aero Account](https://www.aeroworkflow.com/icbusa-open-aero-account/)
**Published:** February 22, 2017
**Author:** Admin
**Content:**
# Special offer for ICBUSA Associate Members!
[ICBUSA Associate members](http://www.icbusa.org/) have access to a Sole Proprietor Aero Subscription for $10/month for the first year or $15/month for Premium Library Content\*, a savings of 65% (80% for premium).
Enter code **ICBUSA** in the promotional code box when you start your free trial
# 12 month discount starts after your 30-day free trial!
### Small Firm
$79/Month
- 2-5 Users
- Buit-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Month-to-month subscription
- Free setup and training support
- \*Add Premium Library Content for $40/month more
[Start Free Trial](/open-new-aero-account/)
### Sole Proprietor \*ICBUSA Special\*
$10
Per Month for the first year (Regular Price: $39 /month)
- One User
- Built-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \* Add Premium Library Content for $5/month more (regular price is an additional $40/month
[Start Free Trial](/open-new-aero-account/)
### Large Firm
$ 149/Month
- 6 – 25 users
- Built-in Time Tracking
- Quickbooks Online Sync
- Google Apps Integration
- Month-to-month subscription
- Free setup and training support
- Aero Library with basic content
- \*Add Premium Library Content for $80/month more
[Start Free Trial](/open-new-aero-account/)
### \* Premium subscription includes access to [Premium Library Content](http://www.aeroworkflow.com/the-aero-library/). Access to the Aero Library is not included in the free trial.
Details of the ICBUSA discount:
1. You have to be a member of ICBUSA (yes, we check)
2. You get a Sole Prop subscription with Basic Library content for $10/mo for the first 12 months
3. **OR** a Sole Prop subscription with Premium Library content (premium content is labeled with a blue diamond) for $15/mo for the first 12 months.
4. If you start out with a regular subscription and then upgrade to Premium, you’ll get the discounted premium rate for the rest of the 12 month period
5. The discount is for a Sole Prop subscription only. If you change your subscription to a ‘Small’ or ‘Large’ account, you will be switched to a regular, non-discounted subscription fee.
6. Enter the ICBUSA code when you open your Aero account to get the discount.
7. When you put in your credit card information, you won’t see the discounted rates. Simply select either basic or premium at the regular rate. The discount will be applied, as long as you entered the ICBUSA code.
8. The 12 month discount period starts after your free trial ends.
---
## FAQs
### [Can we use Aero if we have more than 50 people?](https://www.aeroworkflow.com/faq-items/can-we-use-aero-if-we-have-more-than-50-people/)
**Published:** May 24, 2025
**Author:** Sarah Sivesind
**Content:**
Yes! When you grow past 50 users, we place you on our Enterprise plan, where we charge a set fee for each additional group of 10 users.
**FAQ Categories:** pricing
---
### [Does Aero Workflow have a free trial?](https://www.aeroworkflow.com/faq-items/does-aero-workflow-have-a-free-trial/)
**Published:** October 5, 2023
**Author:** Sarah Sivesind
**Content:**
Yes, we offer a free 30-day trial. During the trial, you have full access to the app, with as many users as you want. You can take advantage of any of our integrations. You can even add your credit card to get access to the checklist library– and you still won’t be charged until the end of your trial!
**FAQ Categories:** Bookkeeper, pricing
---
### [Do you charge for support?](https://www.aeroworkflow.com/faq-items/do-you-charge-for-support/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. All of Aero’s fantastic [support](http://www.aeroworkflowhelp.com/) is included with your subscription cost. We offer free training, free, unlimited, one-on-one support sessions, and a world-class knowledge base.
**FAQ Categories:** Bookkeeper, general, pricing
---
### [Do you have free training?](https://www.aeroworkflow.com/faq-items/do-you-have-a-certification-program/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
Yes! Aero offers free, on-demand, self-paced training with two different courses. You can learn more about our free training programs [here](http://www.aerocertify.me/).
**FAQ Categories:** Bookkeeper, general
---
### [What does Aero integrate with?](https://www.aeroworkflow.com/faq-items/what-does-aero-integrate-with/)
**Published:** August 3, 2023
**Author:** Sarah Sivesind
**Content:**
Aero integrates with QuickBooks Online, QuickBooks Time, Office 365, Zapier, and other great apps. You can see all of our integrations here.
**FAQ Categories:** Bookkeeper, general
---
### [Does Aero sync with QuickBooks Desktop?](https://www.aeroworkflow.com/faq-items/aero-sync-quickbooks-desktop/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. Aero only syncs with QuickBooks Online. That said, it’s perfectly possible to use Aero without the QuickBooks integration – about 40% of our users do that. Aero will import your customer list for you and you can send your time to your QuickBooks Desktop account through [Aero’s integration with TSheets](https://www.aeroworkflow.com/aerotsheets-integration/).
Have you been thinking about moving to QBO? Here’s why [one ProAdvisor thinks you should](https://www.aeroworkflow.com/top-5-reasons-use-qbo-firm/).
**FAQ Categories:** general
---
### [Do you charge per user?](https://www.aeroworkflow.com/faq-items/charge-per-user/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. The amounts you see on our [pricing page](http://www.aeroworkflow.com/pricing/) are the flat monthly rate for the firm.
**FAQ Categories:** general, pricing
---
### [Do you have a ProAdvisor price/discount/partner program?](https://www.aeroworkflow.com/faq-items/proadvisor-pricediscountpartner-program/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. Since the vast majority of our users are ProAdvisors, we like to say that the prices you see on our [pricing page](http://www.aeroworkflow.com/pricing/) ARE our ProAdvisor prices.
**FAQ Categories:** Bookkeeper, general, pricing
---
### [How can I see what's in the Aero Library?](https://www.aeroworkflow.com/faq-items/can-see-whats-aero-library/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
During your free trial, you can have access to the library templates if you enter your credit card. Your card will not be charged until the end of your trial.
**FAQ Categories:** general, pricing
---
### [If I start a free trial and decide to continue with Aero, will I loose all the things I set up in the trial?](https://www.aeroworkflow.com/faq-items/start-free-trial-decide-continue-aero-will-loose-things-set-trial/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
The [free trial](http://www.aeroworkflow.com/open-new-aero-account/) is a real Aero account that you set up and use. At the end of 30-days, you simply put in your credit card to continue using it. You can have as many users as you like during your trial. The only feature that is not available during your trial is the [Library](http://www.aeroworkflow.com/the-aero-library/).
**FAQ Categories:** Bookkeeper, general
---
### [Does Aero have a Mobile App/Smart Phone App?](https://www.aeroworkflow.com/faq-items/aero-mobile-appsmart-phone-app/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
Aero does not have a native smart phone app. However, due to Aero’s responsive design, you can log into Aero and use it on your smart phone or tablet computer.
**FAQ Categories:** general
---
### [Is there an annual/long term contract for Aero?](https://www.aeroworkflow.com/faq-items/annuallong-term-contract-aero/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. Aero is a month-to-month subscription. You can cancel your account at any time.
**FAQ Categories:** general, pricing
---
### [How long does it take to get a firm up and running with Aero?](https://www.aeroworkflow.com/faq-items/long-take-get-firm-running-aero/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
It really depends on the size of your firm, whether you’re moving from another workflow system or not, how many resources you can devote to setting up your firm’s work in Aero. In general, you can expect it to take 4-8 weeks before everything is in Aero and all your team is using it on a regular basis.
We have seen fiercely determined and organized firms do it in less than a week!
**FAQ Categories:** general
---
### [I had a free trial a few months ago and never really did anything with it. Can I have another free trial?](https://www.aeroworkflow.com/faq-items/free-trial-months-ago-never-really-anything-can-another-free-trial/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
Yes. Simply click on the [free trial](http://www.aeroworkflow.com/open-new-aero-account/) link and open another Aero account.
**FAQ Categories:** general
---
### [Does Aero sync with the QBOA Practice Management?](https://www.aeroworkflow.com/faq-items/aero-sync-qboa-practice-management/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. QBOA does not have an open API, so Aero cannot sync with any information in QBOA.
**FAQ Categories:** general
---
### [Can Aero sync with Office Exchange?](https://www.aeroworkflow.com/faq-items/can-aero-sync-office-exchange/)
**Published:** July 19, 2017
**Author:** Sarah Sivesind
**Content:**
No. Aero only syncs with Office 365 or Google Gmail.
**FAQ Categories:** general
---
### [How can I get a live demo of Aero?](https://www.aeroworkflow.com/faq-items/can-get-live-demo-aero/)
**Published:** July 20, 2017
**Author:** Sarah Sivesind
**Content:**
We offer weekly live demos of Aero. You can [sign up here](http://www.aeroworkflow.com/aero-demo/). If the regular weekly demo doesn’t work for you [click here](http://www.meetme.so/AERO) to schedule a demo at a time that is convenient for you.
**FAQ Categories:** Bookkeeper, general
---
### [How do I know if my information is secure in Aero?](https://www.aeroworkflow.com/faq-items/know-information-secure-aero/)
**Published:** July 20, 2017
**Author:** Sarah Sivesind
**Content:**
Aero is a very secure app. If you want to know more about Aero security, [click here](http://www.aeroworkflow.com/aero-security/).
**FAQ Categories:** Bookkeeper, general
---
### [What is premium Library content?](https://www.aeroworkflow.com/faq-items/what-is-premium-library-content/)
**Published:** March 19, 2018
**Author:** Sarah Sivesind
**Content:**
The [Aero Library](https://www.aeroworkflow.com/the-aero-library/) has two levels of content: Basic and Premium. Every paid subscriber has access to library content– [more…](https://aeroworkflow.zendesk.com/hc/en-us/articles/115002406254-What-is-Premium-Content-in-the-Aero-Library-)
**FAQ Categories:** general
---
## Categories
### [Uncategorized](https://www.aeroworkflow.com/category/uncategorized/)
---
### [Aero](https://www.aeroworkflow.com/category/aero/)
---
### [Apps](https://www.aeroworkflow.com/category/apps/)
---
### [Aero User Tips](https://www.aeroworkflow.com/category/aero-tips/)
---
### [Workflow Management](https://www.aeroworkflow.com/category/workflow/)
---
### [Practice Management](https://www.aeroworkflow.com/category/practice-management/)
---
### [Productivity](https://www.aeroworkflow.com/category/productivity/)
---
### [Aero Update](https://www.aeroworkflow.com/category/aero-update/)
---
### [Aero Help](https://www.aeroworkflow.com/category/aero-help/)
---
### [QuickBooks Online](https://www.aeroworkflow.com/category/quickbooks-online/)
---
### [Client Support](https://www.aeroworkflow.com/category/client-support/)
**Description:** Talking about client support and communication.
---
### [Pricing Models](https://www.aeroworkflow.com/category/pricing-models/)
---
### [Marketing](https://www.aeroworkflow.com/category/marketing/)
---
### [Sales](https://www.aeroworkflow.com/category/sales/)
---
### [Accounting Advisory](https://www.aeroworkflow.com/category/accounting-advisory/)
---
## Tags
### [Aero](https://www.aeroworkflow.com/tag/aero/)
---
### [practice management](https://www.aeroworkflow.com/tag/practice-management/)
---
### [Workflow Management](https://www.aeroworkflow.com/tag/workflow-management/)
---
### [Google Chrome](https://www.aeroworkflow.com/tag/google-chrome/)
---
### [accounting tasks](https://www.aeroworkflow.com/tag/accounting-tasks/)
---
### [NAN](https://www.aeroworkflow.com/tag/nan/)
---
### [National Advisor Network](https://www.aeroworkflow.com/tag/national-advisor-network/)
---
### [Workflow with Quickbooks](https://www.aeroworkflow.com/tag/workflow-with-quickbooks/)
---
### [communication](https://www.aeroworkflow.com/tag/communication/)
---
### [planning fallacy](https://www.aeroworkflow.com/tag/planning-fallacy/)
---
### [project management](https://www.aeroworkflow.com/tag/project-management/)
---
### [task management](https://www.aeroworkflow.com/tag/task-management/)
---
### [workflow](https://www.aeroworkflow.com/tag/workflow/)
---
### [Method:CRM](https://www.aeroworkflow.com/tag/methodcrm/)
---
### [email](https://www.aeroworkflow.com/tag/email/)
---
### [Release Notes](https://www.aeroworkflow.com/tag/release-notes/)
---
### [Distributed Work Force](https://www.aeroworkflow.com/tag/distributed-work-force/)
---
### [Flexible Work](https://www.aeroworkflow.com/tag/flexible-work/)
---
### [fixed fee billing](https://www.aeroworkflow.com/tag/fixed-fee-billing/)
---
### [time tracking](https://www.aeroworkflow.com/tag/time-tracking/)
---
### [timesheets](https://www.aeroworkflow.com/tag/timesheets/)
---
### [value pricing](https://www.aeroworkflow.com/tag/value-pricing/)
---
### [Productivity](https://www.aeroworkflow.com/tag/productivity/)
---
### [accounting workflow](https://www.aeroworkflow.com/tag/accounting-workflow/)
---
### [knowledge capital](https://www.aeroworkflow.com/tag/knowledge-capital/)
---
### [scalability](https://www.aeroworkflow.com/tag/scalability/)
---
### [Intuit](https://www.aeroworkflow.com/tag/intuit/)
---
### [QuickBooks](https://www.aeroworkflow.com/tag/quickbooks/)
---
### [inbox management](https://www.aeroworkflow.com/tag/inbox-management/)
---
### [QBOA](https://www.aeroworkflow.com/tag/qboa/)
---
### [document procedures](https://www.aeroworkflow.com/tag/document-procedures/)
---
### [service delivery](https://www.aeroworkflow.com/tag/service-delivery/)
---
### [fixed fee](https://www.aeroworkflow.com/tag/fixed-fee/)
---
### [client support](https://www.aeroworkflow.com/tag/client-support/)
---
### [value billing](https://www.aeroworkflow.com/tag/value-billing/)
---
### [conferences](https://www.aeroworkflow.com/tag/conferences/)
---
## FAQ Categories
### [Bookkeeper](https://www.aeroworkflow.com/faq_category/bookkeeper/)
---
### [general](https://www.aeroworkflow.com/faq_category/general/)
---
### [pricing](https://www.aeroworkflow.com/faq_category/pricing/)
---