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Practice management software for accountants
AccountancyManager is a cloud-based software built by accountants, for accountants and has been designed to help you manage your clients, staff and workload. Automating everyday tasks, from requesting client records to online filing codes including Companies House, email and SMS integration. Our system aims to ‘reduce the administration time to zero’.
Client On-boarding– Bringing client on-board is made simple using our CH integration to Auto-fill client information, saving time, effort and reducing human error from manual data entry.
E-signing–Share documents with clients via the online portal using our electronic signature capabilities to legally sign and return documents from anywhere.
Automatic proposals & Letters of Engagement–Proposals and letters of engagements provided to prospects via online registration portal with e-signature facility. System updates of missing information such as, UTRs and online filing codes, avoiding the need for multiple correspondence via email or telephone.
Automatically reminds & chases clients for records and missing information –Automatically chase records from your clients via email and SMS. Set up requests for VAT, Accounts, Self-Assessment, CS01s and PAYE records on a day of your choosing.
Automatically generates task lists for all your staff –The system automatically generates a task list and workflow for staff user responsible. The task list is ordered by deadline & records received as default, but with additional sorts. Thus, saving time spent creating and allocating tasks to staff users.
Our current pricing is £39+VAT per user per month, we would like to offer the members of AIA an exclusive offer of £25+VAT per month per user for 12 Months (Valid for New Customers Only).
To sign up for AccountancyManager, please ClickHERE
Christmas decorations in the shops can only mean one thing. It’s about 3 months until the 31st January. Why would we mention two such horrifying things? Because we have the solution – for your self assessment nightmare, not the untimely tinsel.
Whether it’s chasing your clients or keeping track of who’s supplied what, AccountancyManager can take the busy out of busy season.
Problem 1: Creating a Self Assessment questionnaire
You may well be a pro at Microsoft Word text boxes by now, but the DIY approach to forms has a few issues:
Time consuming to build, format and change
Inconsistent – your team may use old versions
Adding explanations make forms super long
Hard to fill out and decipher – your clients may print out and fill in by hand
AM’s solution: Ready-to-go online Custom Forms
In AccountancyManager you can create online forms, just like in Google Forms or SurveyMonkey. We’ve already made a Self Assessment form for you, but you can change it or create new forms.
Anna Nikolovska at Digital Accounting uses Custom Forms for her Self Assessment clients: “When you guys introduced custom forms, we thought, 'wow, that's amazing'. We were sending this Excel spreadsheet with a Self Assessment questionnaire to all our clients. They’d struggle to open it on their mobile and it got to the point that people would print it out and hand write their answers. Using custom forms, it's brilliant. People just get it on their mobile, they click on the link, they answer all our questions and it comes directly to us.”
Problem 2: Emailing each Self Assessment client
Attaching a document to an email might not take long, but then you need to BCC all your SA clients with a generic email. (Then resend to all the addresses that bounce back.) Or you may send out your Self Assessment questions in batches or individually, having to write a new email each time.
AM’s solution: Client Portal, Client Lists and Templates
Rather than emailing your form as an attachment, in AM you can add the Custom Form (or your own) to the Client Portal. When you add something new to the portal, AccountancyManager will email (and text) your clients letting them know it’s there.
Use the filters in the Client List to bulk upload your form to the right Client Portals. And use a templated email (and text). In these templates, you can use all kinds of variables to make the emails unique to each client.
Your clients can complete their Custom Form in their portal, without having to download or print. When they’ve completed it, you’ll get a notification in AccountancyManager.
Problem 3: Chasing (and chasing) your clients
You have enough to do without having to chase clients. If you have 200 Self Assessment clients and you have to chase them all three times, that’s 600 emails you need to write and send.
AM’s solution: Automated Reminders
Set up Automated Reminders in AM to chase for approval automatically at the critical time weeks or days before the submission deadline. For example, tax payment reminders are automatically sent to your client to remind them on the 31st January and 31st July to avoid a client missing the deadline for paying their tax.
Andy Sullivan from Complete HQ uses automated reminders and comments: “What's helped is the automated reminders for information to clients, so we're not stressing out about tax returns now. The better your systems are for chasing people for tax information, the quicker you turn them around, and the less stressful your Christmas and New Year are’.”
Problem 4: Keeping track of who has supplied what
On top of the time it takes to write and send chasing emails, don’t forget the organisation behind it. If a client has supplied their form, you don’t want to keep chasing them. Equally, no client should fall through the cracks and not get a nudge.
AM’s solution: Records Received & Part Records Received
In AccountancyManager, each client has Tasks associated with them, for every service you provide them. When a client completes their online form – or you recieve their answers another way – you can set the Task status to ‘Records Received’.
Anyone in your practice can check the status of all Tasks at a glance. It’s also useful to generate a list of clients with the status ‘Records Received’ to help you plan work.
If your client has partly responded, you can select ‘Part Records Received’ instead. This can automate a new set of chasing emails.
Problem 6: Getting Self Assessment Tax Returns signed
Here come the hundreds of chasing emails again. But this time, you’re sending even more sensitive information to your client.
AM’s solution: E-signing, Automated Reminders and Client Timeline
Again, you can simply upload the Tax Return to the Client Portal. Here, your clients can sign the return within the portal. If your clients need a nudge, you can set up automated reminders for the e-signature too.
Once it’s signed, you get a notification and the signed document will be recorded and time-stamped on the Client Timeline.
Your client can access their signed Self Assessment Tax Return in their portal, which means they won’t have to call or email you if they need it.
30-day free trial
AccountacnyManager is the solution to a lot of your admin problems. But don't take our word for it. Try it out for free for 30 days, we promise you won't look back!
Back in February, we boldly announced our 2021 roadmap. Turns out, we had no reason to be nervous. So far this year our development team has smashed out: three big integrations, white-labelling for Client Portals and a few smaller - yet pretty useful - features.
Every Wednesday at AM we have a company Zoom meeting. Josh, our head of development, spends the first few minutes counting off his ever-expanding team. At 2021’s six-month mark, we take a look at the features Josh, Tom, Mike, Charlie, Ed, Martin, Nav, Luke, Samir and Alex have released so far.
Shout-outs also go to Rachel and her support team for channeling user feedback and completing quality assurance checks. (All the while keeping the helpdesk’s satisfaction rating firmly between 97-99%.) James - our new Business Analyst and Joshua our full-time QA Test Analyst. And of course, AM users, for their ongoing insights and feature requests.
SAGE - joining our Xero, QuickBooks and FreeAgent integrations
We’re pleased to announce that yet another integration between AM and an accounting software powerhouse - is now live. Sage says: ‘Sage Business Cloud Accounting helps accountants manage their clients' bookkeeping with an intuitive, easy-to-use solution, on the cloud.’
Sync client details between Sage and AccountancyManager - in both directions
If you or your client makes a change to their details in their Sage Business Cloud Accounting account, these changes will be reflected in the client’s file and portal on AccountancyManager.
Thanks to the two-way sync, this works the other way around too. If you make a change in AM - or your client makes a change through the AM portal - the Sage Business Cloud Accounting account will also update.
Goodbye duplicate entry. Hello synchronisation.
A key benefit of synced client information - in any of our integrations - is the amount of time you and your team will save, not having to update multiple systems. Just make the change on one software. There’s less risk of inaccuracies or mistakes and no need for your client to contact you about changes. You’re all looking at the same data - in whatever system you’re in.
ZAPIER - sync AM with thousands of other systems
This one integration opens up thousands of possible connections between AM and other software you might use throughout your practice.
How does it work?
Once you’ve connected AccountancyManager to Zapier (in just a few clicks), you can sync client information and actions between AM and a multitude of other software. The AM integration with Zapier includes a number of client-based Actions - these are events that can occur in AM - and ‘Triggers’, events within AM that trigger an action within another software.
At the moment, our Zapier integration syncs Client Details and allows you to create a new client in two systems at once. We will be looking to expand on this further down the line.
Just a few ‘Zap’ examples (there are many more)
Practice Ignition: You could use a ‘Zap’ to automatically create a client in AccountancyManager each time a client accepts a proposal in Practice Ignition.
HubSpot: Automatically subscribe a client to HubSpot when you add that client to AccountancyManager.
TypeForm: Create AccountancyManager clients from new TypeForm entries.
Stripe: Add new AccountancyManager clients as Stripe customers.
Slack: Send a message to a Slack channel when a client is created in AccountancyManager.
Google Lead Form Extensions: When a new lead comes in, a new client is created in AccountancyManager.
We unleashed our QuickBooks integration in two phases. Released last year, phase one allowed you to sync client details, in both directions, between AccountancyManager and QuickBooks. Phase two - now live – adds invoicing.
Synced and linked invoices
When you create an invoice in AM, a corresponding invoice will be created in QuickBooks and vice versa. There is a sync every 30 minutes and any updates will be reflected across the two systems, including when an invoice is marked as paid or partially paid. When you’re viewing a linked invoice in AM there’s a quick link to view the invoice in QuickBooks in a new tab.
Invoices in QuickBooks format
You can update the format of your invoice in AM to mirror the format of invoices in QuickBooks. Products and services that you set up within Quickbooks are also in AM and the rate and tax for each will be populated when you select the product or service.
Additional QuickBooks functionality (depending on your QuickBook Settings) includes Bundles, Shipping, Deposits and Discounts.
WHITE-LABELLING - Make the Client Portal look like part of your website
Giving your clients a great experience is probably one of your highest priorities. So it’s one of ours too. With white labelling, you can make the Client Portal look like part of your website. Your branding, your subdomain, not a glimpse of AccountancyManager in sight.
What does the Client Portal do?
Our GDPR-compliant Client Portal gives you and your clients access to their documents, details and deadlines, in one place. They can also sign documents and fill in online forms. You get a notification when the client changes their details, uploads, downloads or signs a document and every change is captured and time-stamped on the Client Timeline.
Choose your own subdomain
Currently, all Client Portals have the same web address: accountancymanager.co.uk/signin
If you turn on white labelling, the web address is up to you.
Add your logo, brand colours, font, favicon and a background image
You’ve always been able to add a few branding elements to the Client Portal, but without white labelling your clients will still see the AccountancyManager logo whenever they log in. Buttons and text within the portal also stay our brand green - and all text stays in the default font.
If you choose white labelling, you have many more customisable options. Your clients will see your logo, brand colours and font everywhere and you can add a full-screen background image that reflects your brand. A favicon is the tiny logo that appears in the tab of your browser - you can add your logo as the portal’s favicon.
AND FINALLY - Those small but powerful features
We’re always adding new things to existing features that hold a great deal of potential. Last year, the most popular were Target Dates for your Tasks (allowing you to set internal deadlines) and pausing the timer in Time Tracking. Though there were many others.
Forward emails from the Client Timeline
The Client Timeline sits on each client’s file and records and time-stamps everything that happens in relation to your client through AM and the Portal. This includes all automated and manual emails and replies, documents added and signed, changes to client details and any notes from verbal conversations with clients.
AM users love the fact that they can quickly search the timeline and find proof that they have sent or asked their client for certain information, records or signatures. Staff working in different locations rely on the timeline to see what their colleagues may have already discussed with a client before getting in touch.
Now, you can simply click on an email you’ve already sent to a client in the timeline to forward it on again. Just another small time-saving action to add more efficiency to everyone’s day.
Create a Task directly from emails in the Client Timeline
You can now create tasks directly from emails that appear on Client Timelines. The new task will be pre-populated with the Client and assigned user.
The task is linked to the originating email, which means you can access it by clicking the email icon found on the task list - and in the task details.
Automate letter of engagement re-signing
Getting your clients to re-sign their letters of engagement every year is like putting your handbrake on when you stop on a hill. You may not always do it, but you know you should.
Now, it couldn’t be easier to remember or complete a letter of engagement re-sign for every client, every year. It works just like automated record requests and reminders and automatically generating tasks for your clients’ tax and compliance jobs (VAT, Self Assessment, Management Accounts, CIS, Payroll etc.)
12 months after your client has signed their letter of engagement, a ready-made email template (that you can edit) will be sent to your client asking them to re-sign. As always, they can quickly review and sign in their portal.
Free 30-day trial
Why not try these fantastic new features for yourself? Click here to sign up for your 30-day free trial - it only takes a minute
Every business has a culture, whether it’s been purposefully cultivated or not (and we’re not talking about that thing in the office fridge). Summarised as ‘the way we do things around here’, your culture encapsulates how your practice runs, how your people act and what brings you all together.
A for All together
Your culture impacts everyone and everything they do relating to your business. It’s not just Friday drinks or something you use to recruit and retain employees. Rather, it’s how the leaders lead, how each person makes daily decisions and the experience your clients have working with you. Each of these elements can be supported and optimised by technology.
"It’s always about the right combination of people, processes and technology - I’m not saying technology is the panacea - but it can certainly do the heavy lifting.”
- Aynsley Damery, Clarity
B for Benefits and bonuses
How better to prove your commitment to employee happiness and show your appreciation - than through benefits and bonuses? AccountancyManager user, Johann Goree at JGBC, has crafted an especially tempting package. “My guys have unlimited holiday, they get a profit-based bonus every November and whenever we hit any mile markers... like when we hit 300 back in September of 300 live clients, they all got a £300 bonus.”
"People always say, ‘oh, unlimited holiday - people just take the piss’. But none of my guys take more than 30 days a year, because they feel invested in the business.”
- Johann Goree, JGBC
Technology is also a major player in recruitment and retention, especially now that ‘millennials’ are in their 40s. Everyone entering the workforce today has been using a smartphone almost since birth and will consider a firm’s use of technology in their deliberations.
C for Communication
Usually we think about internal and external communication, but this oversimplifies things.
Think of your communication channels instead, like X, Y and Z axes, with Y as the hierarchy from juniors up to C-suite, X as the connections across the business, between colleagues and teams, and Z as each person’s contact with prospects and clients.
Immediately this opens up questions around how you can connect each point in your chart in the right way. For example, your teams might use Microsoft Teams, Slack or the messages in AccountancyManager for quick questions throughout the day. You may update clients en masse through social media and software like AM to send newsletters, bulk emails and automated record requests. How and when do managers check in with staff? Make sure there’s open communication and feedback in both directions.
D for Data
As business owners and accountants, we are doubly driven by measurable results. There are two ways to capitalise on this.
Measure your culture drivers
‘Culture’ may sound wishy washy but you can measure it, by gathering regular feedback from your team. Consider using easily quantifiable rating systems and using surveys to open up the floor for new ideas and general concerns.
Connect your people to business data
You use high-level business metrics to steer the business, so give your employees this visibility too. Don’t underestimate the power of seeing graphs both soar, and plummet...
E for Engagement
The statistics around employee engagement are astounding. Forbesreports that, according to an extensive Gallup study, highly engaged teams show 21% greater profitability. At the other end of the spectrum, disengaged employees have 37% higher absenteeism, 18% lower productivity and 15% lower profitability. Gallup translates this to a cost of 34% of a disengaged employee's annual salary, or £3,400 for every £10,000 they make.
Your culture (along with pay) is your main driver for increased engagement. Many items on this list can fuel engagement, in particular: listening, gratitude and meaning.
F for Freedom
Freedom of thought, freedom from the office, freedom from time-consuming, repetitive tasks… all the things you desired when you set up your practice are the same things your people desire now. Using cloud-based, automation technology releases everyone from the chains of boring work and the filing cabinet. So everyone can enjoy more time with clients, creative thinking and picking the kids up from school.
G for Gratitude
Whether it was the national Thursday clap for the NHS or simply missing our offices, the pandemic has made us all more thankful. For our colleagues, for our clients and for our accountants.
"Over the past months, while we’ve all been apart, I’ve been even more keen to acknowledge each person’s contribution. I think that’s powerful to the individual but has also pulled us all closer together - seeing how everyone affects the overall picture. It’s been quite emotional actually.”
- James Byrne, CEO of AccountancyManager
As an employee, when you feel valued, you feel empowered, safer and happier - all conduits to increased productivity and engagement. At AccountancyManager, we share any customer feedback and positive results with the whole team - both in all-staff meetings and through instant messages - giving a shout-out to all those involved.
H for Hanging out
When we know each other at a personal level, it makes collaboration and communication easier and more effective at a professional level. Taking our ‘business’ hat off for a second, it’s just more enjoyable spending the day with people that you can have a chat with or turn to when you’re having a bad day.
"Workplace relationships are an essential element to a positive company culture. When employees barely know their colleagues and rarely interact, there’s no possible way for a strong culture to grow”.
Over lockdown, businesses replaced the pub and days out with casual Zoom calls and quizzes. But we suspect technology will provide even more options for socialising in the years to come.
I for Innovation and (continual) improvement
For any business, the only way to stay ahead of the game is to constantly improve. Aynsley Damery admits that accountants love to know the right answer, because in accountancy, there is one. In business however, the only way to find the right answer is trial and (gasp) error.
"A culture of continuous improvement is so important. Too many firms are built up to maintain the status quo. Create an environment where it’s ok to fail, to fail quickly and fast. That is key to innovating.”
- Aynsley Damery, CEO of Clarity
J for Joy
This is in relation to both ongoing positivity and those unexpected moments of joy that you can deliver to both employees and clients. Clarity’s Aynsley Damery mentioned that they always decorate the desk of new starters with branded merchandise and balloons. Over lockdown, this changed to a hamper delivered to their door - arguably even more exciting to receive.
At AccountancyManager we’ve just sent out engraved cafetieres to award finalists. We’ve all just been given new AM hoodies too. Swaaag!
K for Knowledge
This ties in with giving your teams visibility of certain business metrics - so they can see the reasons behind high-level decisions and suggest new ideas. This constantly connects their work with the bigger picture. For example, we have a screen set up above our sales team that shows real-time statistics of new clients and targets.
Our users rely on AccountancyManager to organise and track task progress at an individual, team and practice level. Johann Goree explains how he uses this at JGBC. “Each head of department has a weekly meeting with their team, where AccountancyManager is on the screen. During the meeting, everyone reviews the upcoming tasks for the week and takes part in a constructive discussion about the progress and potential blockers to completing the task in question.”
L for Listening
"Being a good listener is one of the easiest ways employers can start to build a positive culture. Listen to employees, and make sure they feel their voices are heard and valued”
Rather than starting from scratch, build on the existing culture of your practice and ask your teams what they like and what needs improvement. Strong cultures come in many shapes depending on what suits you and what you’re aiming to achieve, but none should be without the core value of listening - both to your team and your clients.Forbesreports that employees who feel their voice is heard are 4.6 times more likely to feel empowered to perform their best work.
M for Meaning
We end with the most important element of culture, job satisfaction, engagement, even your brand. Meaning and purpose are crucial, so create a mission statement and core values, but be sure to live by these and give your employees tangible examples. Provide everyone with a clear sight of how their role impacts the practice, your goals and your clients.