Transforming Client Communication in Accounting

Ever get stuck waiting on missing receipts or scrambling to reconcile uncategorized transactions at month’s end? Most accounting professionals have been there, juggling multiple apps, and sending clients endless follow-up emails. But what if a single, integrated tool could streamline every stage of your monthly close—from task management to real-time collaboration with clients?
In a recent Earmark Expo, Andy from Keeper demonstrated how one cloud-based practice management platform can tackle the monthly close in a streamlined, client-friendly way.

1. Streamlined Task and Project Management

A smooth month-end close starts with effective planning. Instead of juggling spreadsheets or generic project tools, Keeper lets you create recurring monthly tasks alongside ad-hoc projects (e.g., onboarding, payroll processing, sales tax). You can:
  • Set Custom Frequencies: Weekly, bi-weekly, monthly, or quarterly tasks with specific due dates.
  • Create Checklists & SOPs: Store all the instructions, links, and passwords your team needs.
  • View Firm-Wide Progress: A central dashboard shows each client’s close status, from pre-close tasks to account reconciliations.
From an owner’s perspective, this holistic view helps ensure junior staff follow standardized procedures. No more scattered checklists; everything is tracked and auditable in one place.

2. Intelligent Review: Direct Ledger Integration

Keeper integrates with QuickBooks Online or Xero, analyzing the general ledger for anomalies and inconsistencies. It flags potential issues, such as:
  • Vendors with Inconsistent Categories: If a vendor was previously coded to “Software " but ended up in “Advertising " this month, the system notifies you.
  • Missing Payees or Transactions: Instantly spot missing or incomplete vendor info.
  • Auto-Added Bank Rules: Verify that automated rules are accurate, reducing errors.
Changes can be made from Keeper itself—no toggling between platforms. When you recode a transaction or add a vendor, it updates QuickBooks or Xero in real-time. This ensures everyone from the bookkeeper to the reviewer is working with up-to-date financials.

3. Consolidated Client Communication

If you dread sending 40 emails to a single client each month, modern platforms offer a better way. Keeper consolidates client questions—uncategorized expenses, missing statements, etc.—into a single, branded portal. When you’re ready, you notify the client. “Rather than sending the client 40 messages throughout the month, we wait until all our questions are ready and then let them know they have new items,” explained Andy from Keeper. Clients click a magic link—no password needed—and land in a portal with your firm’s branding. There, they see only the transactions or questions that need attention. They can respond by typing an explanation or uploading documents. Communication remains organized with a clear audit trail, so your team can finalize the books faster.

4. Proactive W-9 Collection & 1099 Prep

The year-end 1099 season can be a scramble when you haven’t collected W-9s in advance. Keeper automates the process by:
  • Tracking Thresholds: Once a vendor exceeds $600 of reportable spend, the system flags them.
  • Sending Branded W-9 Requests: Vendors get a link to fill out or upload their W-9 electronically.
  • Syncing Data: Submitted forms are attached to the vendor record in QuickBooks Online (or Xero).
By converting 1099 tracking into a recurring monthly task, you can avoid the January rush of incomplete or missing vendor details. Firms can even export data directly to a 1099-filing solution, turning W-9 collection into a year-round routine.

5. Receipt Management on Your Client's Terms

Receipts are one of the most common pain points in bookkeeping. Keeper’s receipt capture tools offer multiple ways for clients to submit documents:
  • Dedicated Phone Number for Texting: Clients can snap a picture and text it directly.
  • Magic Link Portal: They drag and drop files from a desktop or mobile device.
  • Email Upload: Optionally forward digital receipts to a dedicated inbox.
Once in the system, OCR technology extracts key data and either creates new transactions or matches receipts to existing ones. This eliminates redundant steps like re-keying or reconciling bank feed entries separately.

6. Additional Features: Time Tracking, KPIs, and More

Beyond communication and transaction reviews, Keeper offers tools to centralize your entire CAS practice:
  • Time Tracking & Budgeting: Set budgets per client or project. Track time with built-in timers.
  • Advanced Reporting & KPIs: Customize monthly financial reports with real-time variance analysis, graphs, and even non-financial metrics (e.g., headcount).
  • Inter-Company Transfers: For multi-entity clients, Keeper can sync due-to/due-from accounts across different QuickBooks or Xero files.
The result is a single source of truth for all monthly close tasks, collaboration, and data oversight.

A New Era of Month-End Efficiency

Platforms like Keeper reimagine not just client communication but the entire month-end process—reducing the back-and-forth between email threads, spreadsheets, and accounting files. From automated anomaly detection to text-based receipt collection, these solutions let accountants focus on higher-value advisory work. Ready to streamline your month-end and client collaboration? Watch the complete Earmark Expo session featuring Keeper. You can also earn continuing professional education (CPE) credit for learning how integrated software simplifies your workflow—giving you time back to serve your clients at a higher level.