Google Sheets
I like Google Sheets because it’s simple and secure.
Within Google Drive we have a folder for each client.
Each folder is shared only with the client and the bookkeeping team. If anyone else tries to access the folder they get a message stating that they need to request access.
Within the client’s folder, we have a folder where they can drop any requested documents and a Google Sheet with questions.
Here is an example of a client question Google Sheet:
We enter any questions we have on the left and the client can respond on the right.
As questions get resolved we remove them from the list.
This works well for many of our clients. However, some don’t have a Google account, or they’d prefer a portal where they can see questions and add documents.
Keeper.app
The other option we offer is Keeper.app.
This is what it looks like when the client logs into Keeper:
Across the top, it shows the number of unresolved questions. There’s also a box where you can drag and drop files.
In Keeper there are two two types of questions:
- Transaction questions are associated with a specific transaction
- Non-Transaction questions are not associated with a transaction
Here is an example of a Transaction question:
The client responds to the question by clicking Add Comment on the right, typing a comment, and clicking Save.
Non-transaction questions have no additional information like the transaction question above. We add requests for bank statements and other documents here.
If a client has a question or comment for us they click the Questions for Us tab. Click Add Question and write whatever they like in the box. If they have anything to attach, they can click the Add Attachment? check-box and upload a file. Then click Add Question.
When we log into Keeper, we see a similar list of questions and responses.
Both options, Google Sheets and Keeper, allow us to keep everything organized and ask questions without flooding clients’ inboxes.
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Below is a video if you prefer to watch a walkthrough.
If you need help with your bookkeeping and think Gentle Frog could be a good fit click the green button below to schedule a free consultation.
