Tapping into apps and automation on a phone.

Automation tips and tricks: QuickBooks Payments, Hubspot, and more

Welcome back to another article in an ongoing series about ways to save time in your practice. This tip comes from Al-Nesha Jones, CPA, MBA, founder of the ASE Group.

All of our payments are processed via QuickBooks® Payments. Outside of some tax prep, we have our clients sign ACH agreements with their engagement letter so that we can automatically process their payments via recurring sales receipts on the 1st of each month. It’s really helpful for cash flow and ensures we don’t miss any invoices.

We use HubSpot as our CRM, and use lots of templates and snippets for emailing. If there’s anything we need to say more than once, we create a template or a snippet for it—no more searching our email for the last time we said something like that in an email, and then copying and pasting. This also creates consistency and makes delegation a lot easier.

Scheduling. All of our scheduling is done through Acuity. We update our availability as needed, and send scheduling links whenever a client needs to schedule a call. Prior to requiring it 100% of the time, it could take up a few hours of administrative time.

Client Reports. We schedule reporting packages to be sent on the same day each month from QuickBooks Online. We’ve already customized the reports we want the client to receive, so QuickBooks Online sends them monthly to clients on our behalf.

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