How you manage client records directly impacts the client experience at your accounting firm. When you have organized, efficient ways of managing client data, you can answer questions in seconds, send personalized reminders, and pick right up where you left off – even if they only see you once a year.

With ProCharted, you can manage all your client info in one place, alongside work items, invoicing, time tracking, and due dates. Here, we’ll walk you through our client management features and explain how you can use them to boost your client relationships.

Benefits of CRM tools for accounting firms

Managing client relationships is also about managing data: their contact info, invoice history, project history, files, and any important notes about your past work together.

When this info is in multiple different places, that makes it much harder to communicate efficiently with clients. It also means your team spends valuable time digging around for details like addresses to put on invoices, specific requests they made, and important files.

ProCharted helps you centralize all these records, making it easier to do things like set boundaries with clients, personalize your services, and track their payments. Here’s how.

Overview: client record management in ProCharted

Creating a contact is probably one of the first things you’ll do in ProCharted, and one of the most important. Each client file acts as a hub of important information that lets you navigate to important details with one click.

Here’s what client record management looks like in ProCharted:

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Organization/Client Info: This is where you’ll keep all your clients’ basic information, like their contact information, tax ID, business number, year end dates, and more. Whenever you’re creating a contract, tax document, or other important work item for them, you’ll be able to click on their name for instant business and contact details.

Linked Profile: In this section, you can link to another ProCharted profile. This is a great tool for larger clients that have more than one contact you need to keep track of. For example, if a large client has one contact for billing and another for advisory services, you can create profiles for both contacts and link them both to the organization.

Work: Each work item you create for this client will show up in the Work section of their file. You’ll be able to see all your due dates for them at a glance, along with the status of each project – so if a client calls to ask about the status of something, you can pull that information up in seconds.

Invoices: Once you create an invoice for the client, it will show up here along with the invoice date, total, balance, and payment status. When it’s time to collect on invoices, you’ll have all the details you need to follow up in one place.

Payments: All of the clients’ payments will show up here, so you can get a quick sense of how timely their payments are and when their last payment was.

Notes: Use client notes to track any important details you need for each client. For example, you might add personal details that help you pick up your next conversation where you left off, track when you contacted them last, or note their payment preferences. You can also use this field to tag team members with @ mentions to centralize communications.

Files: In this section, you can attach any important files to their client record. Upload most file types, including spreadsheets, jpegs, pdfs, and more so you can keep contracts, financial documents, and more in one place.

All of this information is integrated into the rest of your workflows so you can easily navigate between client info, work items, billing and more.

Taking client management to the next level

ProCharted client management tools aren’t just about staying organized. Here are a few ways you can leverage your Contacts list for better client service at scale:

• Use the Additional Info section to make important notes about client preferences for more personalized service.
• Manage difficult clients more easily with notes on their file that your entire team can see at a glance. This can be especially helpful when you need to remind your team to ask about payment before continuing work.
• Create client retention strategies by checking work items on your client list. Tag your marketing team on clients you haven’t worked with for a while to send personalized emails about services they might want to consider.

ProCharted offers much more than just client management: it’s the easiest all-in-one way to streamline workflows across your entire accounting practice. Ready to get started? Try ProCharted free for 30 days today!