How to Organize All Your Accounting Client Info in One Place for Easy Access

  • Firms dealing with scattered data in spreadsheets, emails, and disconnected tools.

  • Public accountants and bookkeepers who need access to accurate and up-to-date client data, especially during busy seasons.

  • Financial Audit firms who need well-organized information to form accurate audit opinions.

Automating client requests is crucial, but it matters little if those files and information will end up in spreadsheets, disconnected storage systems, or worse still, separate email inboxes.

If you don’t have a secure, central storage system for client information, your team will waste precious time retrieving data from different places to get work done.

This kills productivity, hinders team collaboration, and disrupts client communication (and satisfaction).

Here’s how accounting and bookkeeping firms use Financial Cents to securely request, organize, and customize client information that all team members can use when needed 👇

“We were looking for a software solution that made client data transparent and easier to search. We wanted to customize fields with information that we could search for. We weren’t able to do that in our old system. But we can do it all in Financial Cents, which is awesome.”
Dawn Brolin
CFE, CPA, Founder of Powerful Accounting

Step-by-Step Guide:

Step 1: Import and Organize Client Data

These are the three methods of adding clients to your Financial Cents account (from the quickest to the most time-consuming):

  1. Integrate with Your QuickBooks Online Account: (Import Duration: 30 seconds)

Here’s how:

  1. Import Your Clients in a CSV File from Other Apps in Your Tech Stack (Import Duration: 60 seconds)

This method is another quick way to mass import your clients in other applications into Financial Cents.

Here’s how:

SIDE NOTE: this list may not include custom client information (like Entity type, Year-End, Marketing source, their Apps).

To add custom information in Financial Cents, create a fake client and add the desired custom information to the profile.

Add this fake client to the CSV Import Template. When you import the CSV file, the custom fields will also be added to all your clients.

  1. Add Clients Manually

We don’t recommend this method simply because it is time-consuming, especially with several clients.

To add clients manually, watch this short video:

Step 2: Customize Client Profiles

Once you have added your clients, you can add more (or edit their information) to keep their records up-to-date.

  1. Use Client Groups, Tags, or Labels to Make Your Data Intuitive

The Client Tag or Group feature makes your client information more accessible.

  1. It allows you to filter your client list by the client tags or groups you have created. This shows clients with similar attributes, such as tax clients, leads, bookkeeping, etc.
  2. You can also duplicate a project for all clients in a group.

Here’s how to create a Client Tag or Group:

Step 3: Store and Access Documents Securely

The Financial Cents’ DMS feature provides secure, central, and intuitive document storage and management for accounting and bookkeeping firms.

It allows you to categorize documents into folders to store files (of the same type or year) together, making it easier for your team to access them at the point of need.

Step 4: Link Client Data to Workflows

In Financial Cents, the client profile is automatically connected to the workflow solution.

When your team is working on a project and they need a piece of information, they can click the client’s profile to go to the client’s dashboard, where they can access the information they need.

Step 5: Search and Retrieve Data Instantly

Everything is searchable in Financial Cents. Whether you need to understand the progress your team has made on a client’s project or need a piece of information to provide your client with an update, Financial Cents makes it seamless.

Here are some of our search functionalities:

These Search Features Matter Most When:

  • You are on a call with your client and need to quickly access their project to provide an update or communicate the status.
  • You need to refer to an item in your project or client dashboard during the project review.
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Why Financial Cents’ Client Management Feature Is a Game Changer:

Your choice of a client (information) management system is a decision between:

1. Switching contexts between spreadsheets, emailing their colleagues (back and forth), and the other apps in your tech stack to access the information they need to complete the client’s work.

OR

2. Focusing on work, knowing that all the files and information they need are inside one app–Financial Cents.

With the Financial Cents’ Client Profile, every client’s projects, documents, emails, entity information, third-party apps, usernames & passwords, billing, notes, etc. are organized in one place.

“We can keep so many details within Financial Cents. They’re in easy-to-action spaces. They can be within the client or in the project. We can even keep more granular resources in the description area of the subtasks.”
Kellie Parks
CPB, Owner, Calmwaters Cloud Accounting

Get One Central Location for Up-to-date Client Information

There are many moving parts of running a firm and delivering on client deliverables consistently.

For example, you need to stay up to date with regulatory changes, accounting workflows, and your team’s capacity.

Storing your clients’ information in the wrong system will increase your admin time and frustrate your team’s efforts to do work they’re proud of.

Why don’t you allow Financial Cents to collect, track, and organize your client information in a way that makes the most sense for your productivity, efficiency, and profitability?

Start your 14-day Free Trial today or Book a Personalized Demo to learn more about Financial Cents’ all-in-one practice management solution.

Frequently asked questions

Does the free 14-day trial provide access to all the features?

Yes, you will have access to all the features and features that Financial Cents has to offer during your free trial. Also, you will be able to invite your entire firm to use the solution.

If the accounting software doesn’t have a feature, can you add it?

We offer a very robust accounting workflow software full of all of the features your firm needs to grow with ease. However, if there is something we don’t offer, you can recommend it to our team! We release new features every week and constantly ask our users what we need to build next so we can drive more value for their accounting firm.

So yes, if you have new feature ideas and requests, we will add them to our roadmap and work with you on the best way to develop them.

How does FC prevent work from falling through the cracks?

Financial Cents makes it easy to track the status of client work, see who’s working on what, and know where everything stands within one simple view. Financial Cents also has built-in reminders and notifications to keep your team on top of client work and deadlines.

How does Financial Cents help protect client data?

We focus on serving accounting firms, and because of that, the security of your data is our number one focus. You read about how we keep your data safe here.

What kind of support does Financial Cents offer?

Offering best-in-class customer support is the core of our business. We understand that you are busy and don’t have time to wait for someone to get back to you after a few hours. That is why we promise quick and responsive support with responses within 15 minutes. We offer live chat support directly inside the app so our team can. If we can’t solve your issue via chat, we will jump on the phone or zoom to quickly resolve your issues.

How easily can I add my clients to the software?

Adding your clients is as easy as 1, 2, 3. You can import all your clients and their data within 30 seconds with our QuickBooks Online integration. If you don’t use QuickBooks Online then you can export your client list (via CSV) from your current software and import it into our system in just a few steps.

How does FC help me automate client data collection?

Our system allows you to send your clients automated requests for data needed to complete your work. It will also follow up with them until they complete the request, so you never have to chase down your clients again. This allows you to focus on what matters most—getting your work done on time and growing your firm.

What reports are available in Financial Cents?

We offer several reports that give you insights that help you identify bottlenecks in your process, drive efficiencies, and boost your firm’s profitability. Some of those reports include capacity management, measuring your effective hourly rate, and time tracking reports.

Do you offer unlimited storage?

Yes, we offer unlimited storage for client and firm files. You can easily store all your documents in Financial Cents to keep your firm organized as it grows.

Can time tracking be integrated with QuickBooks Online for Invoicing?

Yes, you can easily integrate your time tracking with QuickBooks Online. It will automatically push all the time tracked in FC to QuickBooks Online so you can easily invoice your clients and manage payroll.

Loved by over 10,000 accountants, bookkeepers and CPAs

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