Accounting Firm CRM
In an accounting firm the fee is set when the client first arrives and stays the same for years, while that same client's invoice count and the workload it creates for staff grow every year. Because no one measures how much time each file eats and whose time it eats, the fee update conversation always happens with the most difficult client and at the latest possible moment.
The monthly fee and the last update date are fields on the client record, so files left behind drop onto a list. Time spent on a file accumulates on that same record.
- Give every client file an owner, a contract date and a monthly fee field, and gather the files whose fee has not been updated for a long time into a single list
- Accumulate the task time spent on a file on the client record and see how much workload each client creates side by side with its fee
- Run the onboarding checklist for a new client step by step and keep any missing step on the list as an unclosed task
- Record the handover steps and the returned documents of a departing client and track who is holding the file
| File Ownership | Every client is an account record; the responsible member of staff is in the assignment field, who is holding the file is read from that field, and no separate list is kept. |
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| Fee Update Tracking | The monthly fee and the last update date are fields on the client record; the ones whose date has fallen behind drop onto a list and are opened as a quote opportunity. |
| Workload Measurement | Time spent on a file sits in the task records; when it is totalled per client, the fee and the effort come side by side in the same report. |
| Client Onboarding and Offboarding | Onboarding and handover are each a checklist; every step is its own task, and a step that does not close keeps the file's closure waiting on the list. |
A firm's profit is hidden not in the number of clients but in the hours spent per client. A file grows over the years: the number of invoices rises, staff change, and part of the work drifts into extra jobs that are not written in the contract. Because this build-up is never gathered anywhere, the fee cannot be updated in time; and when a client leaves, which documents are to be returned and who is holding the file have to be tracked down all over again.
Because Rapitek CRM keeps every file together with its owner, its contract date and its fee information, the task time spent accumulates on the client. Since files whose fee has not been updated for a long time drop onto a list, the increase conversation is tied to a calendar rather than to an argument. The onboarding checklist for a new client and the handover steps for a departing one also run on the same record, so the firm reads who took delivery of what from the record rather than from memory.
What the plans cover and which items are priced separately are written on the pricing page.
