12 Ways Accounting Billing Software Improves Customer Service

Tim Sines

What’s preventing you from getting and keeping more clients at your accounting firm? Don’t take offense, but the answer may be your customer service.

It can be challenging for any accounting firm to keep up with the evolving set of expectations from modern accounting clients. Many clients today are no longer satisfied with the slow-moving processes of yesteryear. Clients demand automation, round-the-clock access to their accounts, real-time updates, and a service that’s customized for their unique needs. All of this is the bare minimum. If you can’t provide what the market has come to expect as the basics, you may not be able to attract and retain clients.

Customer service isn’t just about having a friendly team who can produce great results. Customer service is also about providing fast results. It’s about making the process as convenient as possible for your client.

Here’s a pulse check: Are you still asking clients to fax over a signed document?

Diagnosis: You’re in a critical state of health.

Practically no one has a fax machine these days, and absolutely no one wants to sign up for a potentially sketchy online faxing service either. A modern client wants seamless interaction with their accounting firm. If you’re asking clients to jump through hoops to get the simplest of work done, you’re at risk of losing them eventually. This, too, is part of your customer service.

To save your accounting firm from flatlining, implement an all-in-one accounting practice management software. This software will empower you to successfully run your firm and provide the best customer service and support possible.

While all-in-one software does everything from project management to analytics, let’s hone in on one of the most important features that this software offers: Account billing, i.e. the ability to manage and streamline your billing and invoicing process.

12 ways that Accounting Billing Software can improve customer service

An accounting billing software enables you to create and send invoices, receive payments, track expenses and income, and generate financial reports all in one place. Let’s take a look at how you can improve your accounting firm’s customer service by implementing account billing software into your current processes.

1. Faster billing

You can use accounting billing software to generate your client invoices faster. This will reduce the time it takes for your clients to get their bills and for you to get paid. Even better, your software can automatically generate invoices using pre-made templates, so there’s no need to create each invoice manually.

2. Automated invoicing

Not only can automated invoicing reduce errors and provide more accurate time tracking for billing purposes, but it can ensure that your clients receive their invoices on time. With accounting billing software, you will have pre-made invoice templates that can be customized to meet your firm’s specific needs. These templates can be configured to automatically populate with your client’s information, further reducing your required input.

Your billing software can also automatically generate and send these invoices on a schedule, such as monthly, bi-weekly, etc. And, you can set up your software to send out payment reminders, which will reduce the need for your team to manually follow up. This will encourage prompt payment which is always a win.

Automated invoicing

3. Customized invoices

Your billing software should allow you to customize your invoices with your unique brand identity. This includes your company logo, your brand colors, and any other messaging that you’d like to include on your invoices. Presenting a strong and consistent visual brand message on your invoices will also improve your customer service. Why? When an accounting firm presents a cohesive and professional image, it leaves a positive impression on your clients and conveys a sense of consistency, reliability, and expertise.

4. Easier payment options

Accounting billing software makes it easier for clients to pay their bills. They don’t have to drop a check in the mail (because who has stamps on hand these days?). Your billing software can offer a range of payment options, including credit cards, debit cards, ACH, and other electronic payment options. You can accommodate your clients’ preferred payment methods and reduce payment delays. This is a great way to provide a more seamless payment experience for your clients.

5. Faster payment processing

From your firm’s perspective, using accounting billing software will also improve your payment processing. You can track payments in real-time and identify any payment issues. This can allow you to resolve those issues right away, not weeks later.

Accounting billing software can also automate the payment processing and reconciliation process. This will limit the need to manually enter data and, as a result, drastically reduce input errors, which can often lead to delayed payment processing.

6. Real-time updates

Accounting billing software can synchronize client data across multiple systems in real time. Accounting software that offers real-time updates ensures that all users have access to the latest information. This will prevent clients or your team from accidentally seeing outdated information.

When given the option, choose an account billing software that’s cloud-based. This way, you and your clients can access data, documents, and reports from anywhere with an internet connection. This is an important convenience to offer customers who demand quick and real-time access to their information, especially their invoices.

7. Reduced paperwork

In this day and age, who wants to receive another physical document? You can use your billing software to reduce the amount of paperwork involved in billing and payment processing.

Billing software can store all necessary billing information electronically. This eliminates the need for paper-based storage. You can also send invoices electronically. This can reduce your printing and mailing costs by a huge margin and can help save the planet. Win-win.

With the right billing software, your clients can review and sign documents with or without accessing the client portal. With Mango all-in-one practice management software, this can be done from your clients’ email inbox, which can increase the convenience for them and ensure that you get your signed documents as quickly as possible.

8. 24/7 access

If your accounting billing software offers a self-service portal, you can provide clients with 24/7 access to their accounts. This is a value-add because clients appreciate the ability to access their billing and payment information at any time, even outside of normal business hours.

9. Improved communication

Your billing software can even improve the way you communicate with your clients. There are many ways it will, but here’s one of the best: You can program your billing software to send reminders to both your clients and your team. For example, you can send invoice reminders for clients before and after a payment is due. You can also send automated reminders to your team to personally follow up with a delinquent account when your automated messages to the client go unanswered.

Improved communication

10. Better data management

Accounting billing software can help you manage your client data more effectively.

First of all, your software will provide you with a centralized location for storing your billing and invoicing data. This will allow you to keep track of your proprietary data and will reduce the risk of data loss. Data loss of any kind could be potentially catastrophic for your customer service.

You can also use your software to gain insights concerning your clients and your financial data. This can inform your future business decisions and help you make smarter choices in regards to client satisfaction.

11. Enhanced security

With accounting billing software, you can increase your level of security. For example, your software can encrypt data transmission. This will protect your clients’ data from being viewed by nefarious individuals. This is one of the most basic services you can offer your clients, but it’s also the most important. By preventing unauthorized access to sensitive data, especially financial, you show your clients that you care about them.

12. Improved experience

Finally, billing software can provide an overall elevated experience for both your clients and your team.

From your client’s perspective, billing software can provide clients with real-time updates and notifications on their accounts. It can provide a clear, cohesive, and simplified invoice so that clients understand exactly what they’re paying for. It can also reduce invoice inaccuracies, which can improve the client’s confidence in your accounting firm.

From your team’s perspective, billing software can streamline the billing process, and reduce their need to manually input information. It alleviates the burden on them to do low-level activities, such as creating, sending, and tracking invoices. This also simplifies your team’s daily workflow.

Overall, accounting billing software can reduce the risk of miscommunications and errors, and lead to a more streamlined and efficient workflow.

Final Thoughts

If you want to increase your client satisfaction and loyalty, start by modernizing your accounting processes. By using an all-in-one accounting firm management software that includes account billing features, you can immediately improve your client experience. Billing software can reduce errors, improve efficiency, and ensure your client’s convenience. As a result, your clients will be happier with the service they receive, which will lead to stronger relationships and increased loyalty. In short, accounting billing software can make a big difference in how well an accounting firm is able to serve its clients.

Would you like a free demo of our all-in-one accounting firm management software that includes account billing? Schedule your free demo with Mango here.

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