Efficient Client Communication System

In this process, you'll learn how to efficiently manage client communications using a virtual assistant. This system allows you to send targeted messages to specific client groups based on their services, enhancing communication precision and efficiency. The steps below outline how to navigate through the system to categorize clients, send messages, and utilize smart groups.

Step 1

In the data management section, understand how to leverage existing clients effectively. Good accountants focus on acquiring new clients, but smart accountants capitalize on their current client base. Have you ever struggled to quickly identify the number of tax return clients you have when there are updates from the ATO, or wished to send a message specifically to your tax clients without sifting through the entire contact list?

Step 2

Or perhaps you want to send a quick message only to your advisory clients? This is where our information management system is beneficial. Your virtual assistant automatically organizes your clients into smart groups based on their entity structure and the services they have engaged. Smart groups are integrated within the Contacts section.

Step 3

These smart groups are located within the Contacts section.

Step 4

To begin, navigate to the Contacts section in the main menu. At the top, you'll see different groups based on your service areas, such as payroll, bookkeeping, and individuals tagged in this example. Click the relevant tag to access the list you want.

Step 5

For instance, to select payroll clients, simply click on the desired clients from the list.

Step 6

Once you've selected the clients you wish to message, click on the SMS icon.

Step 7

Click "OK" to proceed, then choose the phone number and type the message you wish to send to the clients.

Step 8

You have the option to send the message immediately.

Step 9

Alternatively, you can schedule a specific time for the message to be sent.

Step 10

Select the preferred date and time, or use the drip mode to schedule the message over several days.

Step 11

For instance, you can set it to send over a number of days if desired.

Step 12

In this scenario, send the message once, rename the action as "ATO update," and click "Send SMS."

Step 13

You will then see confirmation that your SMS has been sent.

Step 14

That's all there is to it. This process allows for direct, targeted communication powered by clean and structured client data. SMS communication is highly effective due to its high response rate.

Step 15

In addition to SMS, you can also send messages via email or WhatsApp by selecting the respective options. This functionality is especially powerful for urgent updates, such as ATO changes affecting bookkeeping clients. Instead of mass emailing all clients, you can target only those affected by selecting the relevant group and sending a direct message.

Step 16

Want to view only individual tax return clients?

Step 17

Simply click once to filter by the desired client type, such as payroll clients.

Step 18

Select the types you want, and you're done. Remember, a single client can belong to multiple smart groups simultaneously, depending on the services they are using. In this example, John Smith is both a payroll and individual tax client.

Step 19

All details automatically sync from the onboarding form. If these details change in the future, such as if Alex later requires individual tax services, you can quickly update this in Alex's contact profile under the Interns section by adjusting the service requirement.

Step 20

Now, Alex is both a payroll and individual tax return client.

Step 21

Click "Save" to confirm the changes.

Step 22

Return to the individual tax return section, and you will see Alex is now added as a client.

Step 23

The best part? Your virtual assistant manages all the organization in the background, keeping your data always organized, up-to-date, and live. Your dashboard will display quick statistics on the number of tax, bookkeeping, or payroll clients you have. Click on any totals to view detailed information.

Step 24

Why does this matter? SmartList provides clarity on who your clients are, what services they engage in, and offers a smart, effective way to reach them instantly. Additionally, you'll have access to the complete conversation history, enabling you to see the details of any follow-ups with clients, ensuring you're always informed.

Step 25

This tool is designed to enhance your communication, service delivery, and business growth.