5 Simple Systems to Make Running Your Bookkeeping Business Easier

Some parts of your bookkeeping business need your attention every week. Others shouldn’t need you to keep starting from scratch.

A potential client gets in touch, and you explain your services again. A client needs another reminder. You sit down to post something and can’t remember the idea you had three days ago.

None of these things are particularly difficult. But every time you have to stop and figure out what to do, it takes a little more time and attention.

This month at ClientPing is about making things easier. A good place to start is with the things you can set up once and use repeatedly.

1. Have something ready to send when someone inquires

When a potential client contacts you, they probably have questions.

What services do you provide? Who do you work with? What happens next? What is it like to work with you?

Create a simple Working With Me Guide. This way, you won’t have to answer those questions from scratch each time. It doesn’t need to be a 20-page brochure. A few pages can introduce your business, explain your services, and show how your process works. Then, it can guide someone on what to do next.

Keep it ready to send with your response to a new inquiry. The potential client gets info fast, so you avoid writing another long email.

2. Give potential clients one clear next step

Once someone has learned about your business, what should they do? Complete an inquiry form? Book a call? Fill out a questionnaire?

Choose one next step and use it consistently. Put it on your website, in your Working With Me Guide, and in your inquiry response.

Now you don’t have to decide what instructions to give every new prospect. They don’t have to figure out what they’re supposed to do either.

3. Save the emails you send repeatedly

Think about the messages you regularly send. A reminder that documents are due. A request for missing information. Instructions for a new client. A follow-up after an inquiry.

If you’ve written the same email several times, save it as a template. You can still personalize it before you send it. You’re not trying to remove the human part of your communication. You’re simply removing the part where you type the same paragraph again.

4. Give your content ideas somewhere to go

Your business probably gives you content ideas without you realizing it. A client asks a good question. You explain something you’ve explained before. You notice a common misunderstanding. You read something that makes you think, I should talk about that.

Choose one place to keep those ideas. It could be a Google Doc, spreadsheet, Trello board, or note on your phone. Then, when it’s time to write something, you have somewhere to start instead of staring at a blank page.

5. Put a website check-up on your calendar

Your website doesn’t need constant attention. But it does need an occasional look Set a recurring reminder once a month and spend 15 minutes checking the basics.

Does your contact form work? Are your links working? Are your services still accurate? Is it obvious what someone should do next?

You’re not redesigning your website. You’re simply making sure it’s still doing its job.

What could you set up once?

Making your business easier doesn’t always mean you need new software or complex systems. Look for the things you repeatedly write, explain, remember, or search for. Then ask:

Could I set this up once instead? Pick one. Do the work once, and the next time you need it, it will already be there.

Make your next inquiry easier

Have your service details and process ready to send. This saves time whenever someone contacts you.

The Working With Me Guide Template offers a simple starting point. You can customize it with your services, process, and next steps.

Get the Free Working With Me Guide Template →

You might be wondering

Do I need special software to set these things up?
No. A saved email, PDF, calendar reminder, or simple document may be all you need.

Should I automatically send my Working With Me Guide?
You can, but you don’t have to. You can also keep it ready to include when you personally respond to an inquiry.

Where should I start?
Start with something you find yourself doing repeatedly. If you’ve thought, “Didn’t I just do this?” that’s probably a good candidate.