Choosing the Best Client Portal for Accountants

June 9, 2023

As accounting has evolved from the old ways of paper, pencils, adding machines, and file cabinets to the high-tech methods that are commonplace today, so has the way that tax pros exchange information with their clients. Once upon a time, you depended on clients to bring tall stacks of paper to the office or waited for the arrival of large, expensive packages of printed documents via what we now call snail mail. Of course, clients didn’t consistently deliver on time, and packages were often lost. Now there’s a better way. Today, the most efficient practices use a portal to exchange documents and communicate with clients. Choosing the best client portal for accountants can be challenging. The experts at IRS Solutions® are here to help.

What is a Client Portal for Accountants?

A client portal functions as the virtual hub of an accounting practice. It provides clients with a platform they can use to conveniently and securely interact with their tax professionals. A top-notch client portal centralizes communication, streamlines collaboration, and manages client information. By minimizing the back-and-forth and reducing the need for meetings, calls, and emails, a client portal allows staff to focus their time and energy on more critical, revenue-generating tasks.

Why You Need a Client Portal

There are several reasons why now is the time for your practice to modernize and upgrade to a client portal:

A client portal provides a secure and centralized way for tax pros and their clients to share information and documents. It cuts down on email attachments, physical documents, and in-person meetings. This can save time, reduce errors, and enhance communication between parties.
The process of gathering and organizing client information, such as tax forms and financial statements, is streamlined and optimized by a client portal. Instead of relying on clients to send documents via email or by post, your practice can set up a system to request documents through the portal, automatically organize them, and update their records in real time.
Business relationships are strengthened and enhanced when clients enjoy a convenient and professional way to communicate and share information. They appreciate the added convenience and security of using a client portal, which builds trust and confidence in the accountant’s services.

What to Look for in a Client Portal

All client portals are not the same. Here is a list of five non-negotiable features you should look for when choosing a client portal:

Practice-Specific Features: When it comes to a client portal for accountants, one size only fits some. If your practice focuses on a specific accounting subspecialty like tax resolution – or if you’re preparing to take the leap in that direction towards a rewarding and exciting change – be sure that any portal you’re considering offers the features you need to get your job done. Generic portals will not meet your needs.
Full integration: Opt for a client portal that integrates with your existing tech stack. Even better, look for all-in-one software that supports your practice with everything you need in a single platform, including a client portal.
White Labeling: White labeling is the process of rebranding a product or service as if it were created by the entity using it, allowing the business to present itself under its own brand identity. No matter who provides your portal, it should be customized with your company’s name and logo, not theirs. This creates a more seamless and cohesive experience for clients, reinforcing your brand and making the portal feel more like an extension of your business. A branded client portal provides a professional and polished look that instills confidence in clients, and will differentiate your services from competitors who may be using generic portals, helping you stand out in a crowded market.
Security: Your office routinely handles sensitive information. Client portal security is crucial. Without proper security, a number of risks may arise. Client data, including bank account details, Social Security numbers, or tax identification numbers, may be vulnerable to unauthorized access. This can lead to identity theft or financial fraud. Inadequate security can also lead to data breaches or loss of data, resulting in significant financial costs for you, serious damage to your reputation, and loss of client trust. Finally, if a client portal is not secure it’s subject to hacking or malware attacks. This kind of malfeasance not only compromises the security of client data but also potentially harms your own computer systems and data.
Push Notifications: Choose a client portal that gives real-time notifications when clients upload new documents or send messages. This will help you respond quickly and stay on top of important tasks, reducing the likelihood of miscommunication or missed deadlines. Make sure that these notifications are sent automatically rather than requiring you to check the portal for updates manually. Automated notifications will make it possible for you to proactively reach out to clients to address any issues or questions they may have, reinforcing relationships and improving overall client satisfaction.

Choosing a Client Portal for Your Practice

Once you’ve narrowed down your options, do a little more investigation. Choose a product from a company with a reputation for outstanding service. What do other industry professionals say about the product you’re considering? How steep is the learning curve? Pay special attention to reviews that discuss customer support. Implementing a new client portal shouldn’t be difficult, but it’s not unusual for new users to need some help. If you have a question, you’ll want to talk with someone live, and quickly. In a world of emailed correspondence, tickets, and chats with robots, talking to a person means you’ll receive personalized and caring service. What matters most to you? Tax pros rave about the IRS Solutions® client portal for accountants. Every membership includes this powerful feature and so many others. Find out how the easy-to-use IRS Solutions® platform can streamline work, enhance client relationships, and transform your practice. Schedule your demo today.

ABOUT THE AUTHOR

Suzanne Stone

Managing Partner at IRS Solutions | Tax Resolution Specialist| Enthusiastic Community Leader

Suzanne Stone, Managing Partner at IRS Solutions Software, combines 16 years of expertise in tax resolution with a passion for community service. She has been pivotal in developing software solutions that significantly enhance the efficiency and effectiveness of tax professionals. Beyond her corporate achievements, Suzanne is passionately involved in philanthropy, working with organizations like Soroptimist International and Project Delta. Her efforts in these groups are focused on creating meaningful changes in the lives of women and veterans. Suzanne is committed not just to business success but to fostering a supportive professional community.