What Is a Client Portal for Accountants? A Beginner’s Guide

Being an accountant or running an accounting firm with hundreds of clients is not easy. Addressing individual clients' doubts and queries while ensuring client satisfaction can be challenging and chaotic.

Communication between accountants and their clients has always been long and tiring. Document management begins by addressing all doubts and queries, dotting them into an Excel sheet or Google Doc, drafting the email, attaching the files, and sending them while simultaneously waiting for the client's interaction. With such tedious work, it's no wonder accountants get exhausted during the peak seasons.

What is a Client Portal?

A client portal or client hub is a secure online interface that provides clients with access to services, resources, and information related to their accounts with an organization. Several industries, including finance, healthcare, legal affairs, and consulting companies, can integrate the client interface into their operations. Through the client portal, clients can communicate with various stakeholders, manage transactions with accounting firms, and access documents at their convenience.

Here's where the Client Portal steps in:

Now, you can exchange files effortlessly and respond timely without going back and forth. It's an opportunity to connect with your clients in real-time and be there for them when they need you, not when you can be available. You can also add multiple client users in a thread, which bridges the gap between sending messages via one another and closing the issue once it is resolved.

As a client hub, a client portal allows you and your client to raise a query at any time. If you need further assistance, start the thread again, and the query's status will be updated on both ends, whether it's Open, To Review, or Resolved. Neither you nor your client has to wait for a response to their question. Additionally, a client portal offers secure storage for client files and other sensitive information.

Let's Look at the Key Client Portal Features

Security Access

Clients need to feel assured of their security, especially when it comes to sensitive information relating to their organization's data. A secure client portal is one of the key features that attract clients to work with a particular system. Xenett provides clients with security features where they have unique usernames, or they might put their username of choice together with a password known to them. This ensures that only authorized persons can view and use their accounts.

An efficient client communication platform

A good client portal needs a secure communication medium where clients can communicate with service providers. Communication should also be guaranteed at all times, and client portals should have 24-hour customer support to handle client queries and provide feedback on account progress.

Through the customer portal, Xenett offers 24/7 customer support services, where qualified advisors and professionals answer customers' queries and questions.

Payment and billing function.

Customers want one solution for their needs. They want an interface that allows them to communicate with their partners while managing their finances, such as making payments and receiving bills. There needs to be a seamless integration between communication and accounting practices, which will allow for an efficient workflow between the client and the accounting team.

Document sharing

Clients can view, upload, and download important information such as reports, make payments, download a wide range of document types such as invoices, and much more. A client portal needs to have a centralized client database that stores information and allows collaboration and sharing of information under secure channels. This will not only enhance transparency but also facilitate accountability since the tracking programs can monitor who has gained access to and shared data.

Access to services and products

A client portal needs to offer client portal solutions. This can be provided by allowing client service, whereby clients can order products, request services, and book appointments directly through the portal. These essential features help build client trust, and the robust functionality gives them a user-friendly interface that caters to their needs since it ensures workflow automation.

Unlimited document storage

Customers use modern client portals to transfer or store data since it is a secure portal. With two-factor authentication, sensitive clients can partake in document sharing and download sensitive information such as tax returns, financial statements, invoice receipts, and a range of important client files and financial documents. However, a big challenge encountered is the lack of space, as most customers do not want the cumbersome process of having folders of documents on their devices. One of the many features of a client portal that makes it a preferred option by clients is its unlimited storage, which is integrated with Google Drive to store client data on the cloud.

Task management and tracking

An efficient customer portal software needs collaboration features and integration with accounting practice management software. Thus, for ongoing client projects or services, clients can access the customer portal to monitor progress, track timelines to ensure that they do not encounter delays, and view project update details. With task management, clients can input data on the interface in real-time without relying on the traditional manual data entry system, which is insecure and prone to human error.

eSignature feature

The eSignature feature allows clients to use virtual workspaces where they can sign documents. This eliminates the need for manual processes such as printing, scanning paper documents, and mailing or sending them over through courier services. Customers need a secure file-sharing domain and a convenient way in which they can share sensitive documents without worrying about being compromised. Client portal features such as the eSignature is a convenient, secure, and easy way of ensuring that customer needs are met and, at the same time, client retention is optimized. Additionally, the use of eSignatures also works to build an organization's reputation regarding environmental sustainability as it encourages the use of paperless systems.

Branding and customization

Using client portal software tools, accounting firms can work with clients to develop unique branding for their portals. The customized portal can provide the client with a professional and consistent client experience while using their interface since it represents them and not just any other common interface. Apart from helping in client retention, customized branding also enhances a client's user experience.

As a client hub, Xenett offers clients the opportunity to customize their user domain with their practice name and logo for an eye-catching appearance, a customized dashboard, and a personalized experience.

Check out our latest addition to the Xenett family, which promotes efficient client onboarding and smooth client interaction.

The idea behind creating the Client Portal was to establish a quick and responsive end-to-end connection client hub that encourages proactive communication instead of delayed responses that eventually hamper both the review and close process.

The Client Portal eases client communication by providing a smooth platform and easy navigation, making it easier to resolve queries instantly.

There is no hustle, no delays, no email trails, and certainly no running behind clients to get fast responses. The Client Portal proactively facilitates client engagement without going back and forth. This helps build client relationships with the firm.

Get a glimpse of how Client Portal will help you communicate with clients effortlessly and build successful partnerships.

In 4 simple steps, you're all set to enjoy seamless communication with your clients.

1.) Invite your client

Log into Xenett and select the speed mode. Go to the client settings, enable the client portal option, and enter your client's information. When you input the details, an invitation email will be sent to your client.

2.) Ask questions

With the easy-to-ask option, you can ask multiple questions about a particular transaction or bulk transactions.

3.) How will the client answer your queries?

When clients receive your queries, they will be notified. They will proceed to the comment section to answer them by filling in the information and sending any necessary documents or files.

4.) Client Portal-Accountant View

Once you receive your client's response, you can quickly rectify the errors without going back and forth.

Mobile Access

Xenett offers clients a convenient way to complete transactions and stay in touch with the accounting team. Customers can get instant responses from clients no matter where they are. Say goodbye to laptop dependency. With our mobile-friendly platform, your clients can respond to your queries quickly, so you are never waiting for a response again.

Custom Domain (Coming Soon)

Our favorite feature is the customizable client portal. You can add a name, your practice name, logo pictures, and domain of your choice to your branding page. This will give your clients a personalized user experience without letting them know about Xenett. The layout, design, and key features can be tailored to suit your preferences. Make your professional accounting practice stand out, and collaborate confidently. This way, you keep your business and clients close to your heart by providing an end-to-end connection.

Cheers to easy and quick communications - Client Portal

Set auto-reminders

No more back-and-forth chasing your clients. Xenet has set email notification preferences and created scheduled/ recurring reminders for each client to ensure you are always up to date with their accounts. This form of client collaboration ensures customer satisfaction while eliminating the need to perform repetitive tasks such as calling clients.

The workflow automation feature increases efficiency while enhancing transparency.

Xennet Access

As a client portal software, Xenett has advanced features which advocate for digital transformation into accounting practices. One of these features is the magic link, which not only enhances security measures but also works as a collaborative tool that facilitates cooperation between the client and the accounting team. Magic Link eliminates the hassle of exchanging login credentials with your clients. To guarantee workflow automation, quickly create a magic link with or without a password that effortlessly grants your clients access to the client portal. With access, clients can communicate and perform other tasks on the client portal without logging in all the time. This is especially convenient for clients who easily forget their login details. Hence, Magic Link is seen as a customer portal solution to many clients' issues.

Benefits of using a Client Portal

Improved Efficiency

As a Google workspace, a client portal ensures workflow by centralizing communication, document sharing, and the storage of records. A client portal works to streamline workflows and save time for both accountants and clients.

Better Client Communication

Customer portals facilitate clear and timely communication, improving client satisfaction and strengthening relationships. As an intuitive interface, a customer portal has automotive features that can remind clients when to respond to various tasks without the need to involve personnel. This is effective in getting things done effectively and in a timely fashion.

Enhanced Security

Client portals provide a much more secure way to exchange sensitive financial information compared to email or physical mail. They use encryption and other security measures to protect data from unauthorized access.

Increased Transparency

Clients can access their financial information anytime, anywhere, building trust and empowering them to stay informed. This also works to build their trust with the accounting firms since nothing is hidden from their scrutiny and analysis. Additionally, they can ask questions about anything that they do not understand.

Enhanced Collaboration

Portals enable real-time collaboration on projects, making it easier for accountants and clients to work together effectively.

Paperless Environment

Client portals facilitate digital document sharing and eSignatures, helping to create a paperless environment, reduce costs, and promote sustainability.

Competitive Advantage

Offering a modern and convenient client portal can give accounting firms a competitive edge over their competitors in the market. It is important to note that clients work with systems that have a positive review in the market. For example, an interface with high client retention rates will attract other customers since it seems to have a good reputation.

Conclusion

A client portal for accountants and clients is a valuable tool that not only provides robust security measures but also improves efficiency with the integration of accounting tools and software applications such as automation. Additionally, it fosters better client relationships while providing an array of modern and convenient features that enhance user experience for everyone involved.

Xenett is an ideal solution when it comes to a system that connects a client with their accounting team. Not only does the system have enhanced security features that guarantee the safety of client information and financial data, but Xenett has also added features that ensure that the client is not locked out of their accounts for failure to remember their passwords, a common issue facing many. Additionally, it facilitates collaboration with all the stakeholders associated with the account, ensuring that everyone is updated and that workflow and results are guaranteed. These and many other features and associated benefits are enough reasons to choose Xenett as your trusted client portal.