Reuters stated at the start of 2023 that accounting firms have different priorities this year, and automation is one of them. Accountants need to pay attention to keeping up with new laws and regulations rather than spending time in their email inboxes waiting for the client to send their documents. Still, when offering a service, client assistance reigns supreme. To reduce the time spent on client communication, waiting in your inbox or writing another reminder, a client portal for accountants and bookkeepers comes in handy.
We talked about the present and future of the Uku client portal with its creator, visionary Rain Allikvee. Rain is a visionary, product designer, and user experience creator passionate about technology. Rain Allikvee connects two initially seemingly different worlds: technology and art. Uniting the two, he offers practical and easy-to-use solutions, considering how to make the software benefit its users.
Rain, what will the modern accounting firm look like in 5 years?
I imagine that in five years, 95% of the data in accounting offices will be digitised. Information exchange between accountants occurs through software and their integrations.
Accountants’ work processes are automated, and client communication is swift and online.
Accountants must only ensure the automation works so they can control the input and output. In five years, the accountant’s job will be to advise clients, communicate with them, and give them an overview of the company’s financial matters to their accounting clients. Instead of entering data, the work of an accountant will become much more creative because services are designed even more based on clients’ needs.
In five years, the accountant will be more of a financial advisor, but only if the client’s data is in order.
Only the best technical tools can provide orderly data and fast data exchange.
The pressure on accountants to provide consultation is undoubtedly increasing, and there is not enough time for consultations when doing manual accounting.
The 5 main benefits of client portals for accountants
Here’s a short introduction. Client portals:
- Reduce email overload
- Simplify document management
- Automate client communication
- Reduce manual follow-up emails
- Help stay away from fraud
Client portal for accountants is the pathway to easy, fast and safe client communication
Say goodbye to email overload
As an accountant, your inbox is probably full. The American Institute of CPAs (AICPA) has found that managing time and workload is one of the primary challenges for accounting professionals. Email management usually takes about 30% of accountants’ working time.
How can the issue be tackled? Imagine a day when your email load is lighter — that’s the first relief a client portal for accountants offers. A portal like Uku’s client portal can significantly reduce the time spent in your email inbox by centralising document sharing and communication. The client portal simplifies accountants’ workflow, letting you focus more on analytical tasks than administrative ones.
“Rain, why would an accounting client move from email to a client portal and find time for another commitment?”
The activity log in the client portal is available simultaneously in the portal and your email inbox. If someone creates a task, directs or delegates it, etc., the client receives an email about it, so they don’t have to visit the portal regularly. The portal itself invites your client when necessary. Plus, there are no more emails or phone calls with reminders.
The portal itself reminds the client if a task has passed the deadline.
Your client can also ditch browsing, searching and filtering their email inbox, thinking, “Did I send all the documents to my accountant?” All they have to do is log in to the client portal, and they’ll see everything that still needs to be done as a task.
The list of important input for an accountant is always available in the portal, and nothing is missed.
The email box can be inadequate when looking for archived information. In Uku, however, all your clients’ information is easily accessible. In addition, the quality of information storage does not depend on a person. Even if the client’s accountant gets sick or changes, all client information is still entered according to the standard and remains the same.
The client can log in to the portal via a magic link without remembering a password or username. Clients with the right access receive a magic link in their email and are safely in the client portal with a click.
Simplifying accounting document management
How much time do you spend chasing clients for documents and tracking what’s sent and still pending? Thanks to the option of uploading files and items, a client portal organises all this for you.
Clients can upload their documents directly to the portal, where they’re immediately available to you, the accountant—no more back-and-forth emails or worrying about large file sizes. Your clients don’t have to create a new user and remember a password because Uku’s Client Portal sends them a magic link to access the portal directly.
Automating and amplifying client relationships
Like in other industries, an accounting firm’s clients want to feel valued and understood. Personalised, timely communication is vital to making clients feel like they are your priority, and a client portal makes this effortless.
Instead of generic emails, you can send custom-made updates and reminders through the portal. Uku’s customisable Client Portal makes your clients feel attended to. Personalisation is more than efficiency; it’s about building trusting client relationships and boosting business and referrals.
Accountants might have clients from around the globe who speak various languages. A multilingual client portal allows you to communicate and share documents in different languages.
Uku’s Client Portal, for instance, caters to a diverse client base, making it easier for you to expand your services internationally.
“Rain, how much time does the client portal save for accountants?”
Today, the client portal saves about two hours of the accountant’s time weekly by not having to send reminder letters and check whether your accounting client responded because the workflows are automated.
If you started using the client portal today, you could automate the entire work process of obtaining documents:
- The tasks of collecting documents emerge from the task plan for the accountant;
- The task already contains a list of documents that can be changed if necessary. You can check what you still lack in your accounting program, e.g. Xero or QuickBooks
- You forward the task to the client who receives the email;
- From an email, the client gets to the portal with one click and submits the documents to the task;
- The accountant will receive a notification when the documents have been uploaded;
- The accountant opens the task and sends the documents directly to digitisation.
- Done! With less digital garbage and many times faster than before!”
Reducing the amount of manual follow-ups
The endless cycle of follow-ups ends when using a client portal for accountants. Uku automates the email process by sending reminders to your clients about approaching deadlines or missing documents. It means you’re spending less on sending reminder emails and are freed up from the bland follow-up tasks.
Keeping accounting clients’ financial data secure and accessible
Email inboxes are nowadays filled with phishing, scammers or impersonators. It’s hard to differentiate between my real accountant and an impersonator. A client portal offers accountants and clients a secure platform for exchanging and storing documents.
Portals ensure that your and your client’s information stays safe and that no one sends it to the wrong person. Uku’s advanced security features, such as encryption and regular security audits, provide more protection against cyber threats.
In addition, having all your documents in one place means you can access them anytime, anywhere – a big plus for those days when you’re working remotely.
“Rain, where did the idea to create Uku’s client portal come from?”
Uku is an accountant’s digital assistant with a big mission – to help accountants be more efficient and ask for fair fees.
Accountants often need client input, such as documents, receipts, or transaction information, to do their work. Business owners also need information about the company’s finances to organise the organisation’s work.
Now is the time to bring powerful solutions to client communication and cooperation.
The Client Portal has always been part of Uku’s vision. Today, we have completed the first step so that accountants and their clients can cooperate more effectively. With Uku’s many features for practice management, accountants can optimise their work processes.
What else can accountants and their accounting clients do in Uku’s Client Portal?
Some client portal use cases for accountants:
- Collecting documents
- Document backup
- Clients can submit questions and requests, which can be converted into billable additional work with a click.
- Organising meetings and service evidence: questions, answers, scheduling meetings, video call link, memos – everything in one place.
- Sharing documents and reports.
- Read more about client portal use cases for accountants
Client portal for accountants: The number one tool for a stress-free practice
A client portal is a lifesaver for accountants seeking a more organised, efficient, and user-friendly practice. It simplifies your day-to-day tasks by making client communication much easier than before. A client portal also secures client data and enhances client relationships while giving you back your most valuable asset – time.
With Uku’s Client Portal, you invest in peace of mind and a more balanced work life.
You can try the portal out free for 14 days, or book a free personal demo with a Uku expert to find out how the client portal suits you.
