Systems for Bookkeepers
Bookkeeping firms make money through recurring monthly retainers and clean-up projects. Profit leaks most often occur during the manual pursuit of missing bank statements, unclassified transactions, and unsigned engagement letters.
Accounting, Finance & Insurance
Also for: Bookkeeping Services
How the business actually works
Inquiry
A prospect requests a quote or consultation for monthly bookkeeping or a clean-up project.
Diagnostic
The owner reviews the current chart of accounts and transaction volume to determine pricing.
Engagement
The client signs the engagement letter and sets up the recurring payment authorization.
Onboarding
Connection to bank feeds and third-party apps is established while historical data is gathered.
Maintenance
Monthly categorization, reconciliation, and delivery of financial statements occur.
Review
A quarterly or year-end consultation ensures the client understands their cash flow and tax position.
Where it leaks
Reconciliations stall when clients forget to upload bank and credit card statements. Manual emails to request these documents consume hours of billable time every month.
Vague mystery transactions require constant back and forth communication to clarify. Without a system, these queries get lost in long email chains or text messages.
Clients often request extra tasks like bill pay or payroll without an updated agreement. Failing to capture these changes results in performing free work that erodes margins.
The gap between a verbal yes and the first day of work is where many leads drop off. Complex manual data gathering creates a barrier to starting the engagement.
Chasing clients for monthly retainer fees is uncomfortable and time-consuming. Lack of automated billing leads to inconsistent cash flow for the firm.
What LATTICE can build
Automated sequences trigger until the client uploads the necessary month-end statements to the secure portal.
A centralized hub where clients can view their reports, upload receipts, and answer questions about specific transactions.
Instant delivery of digital engagement letters and payment setup once a prospect is moved to the won stage.
An intelligent interface that handles common client questions about deadlines or office hours while you are focused on deep work.
Systematic reminders for failed credit card transactions or overdue invoices to ensure the firm is paid on time.
Automated outreach to former clean-up clients to offer ongoing monthly maintenance services.
Ensures that potential new clients are engaged immediately via text if you are unable to answer the phone during tax season.
Example systems
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
The system utilizes secure client portals and encrypted communication channels. This ensures that bank statements and tax documents are handled with the privacy required for financial services.
Yes, by automating the manual administrative work, you can shift your focus to high-value advisory services. The system allows you to standardize your offerings so you can price based on the result rather than the hour.
No, this system works alongside your general ledger software to manage the client relationship, communication, and administrative workflows that your accounting software does not handle.
By centralizing document collection and transaction queries into a portal and automated text sequences, you eliminate the fragmented threads that clutter your inbox.
The system can trigger specific workflows in December and January to request W-9 forms and verify contractor details, saving you from the typical year-end rush.