If your accounting firm wants to update its telecoms system, read this first. These are the best phone system features for accountants, and you need them to thrive. While it may seem like an obvious piece of office equipment, an efficient telephone system can ensure your processes work for staff and clients with ease. Plus, you can reduce your costs from telecoms bills and time spent managing them. Read on to learn about the best phone features for accountants.
Best VoIP Features For Accountants & Accounting Firms
We are experienced telecoms providers, having developed features and packaging for all types of SMEs. For example, we know the best phone system features for accountants and have streamlined our systems to ensure they work for firms like yours.
Call Recording
The top phone system feature for accountants has got to be call recording. All calls can be recorded and stored online. Being stored for as long as required, recordings can then be listened to at a later date. Call recording is ideal for accounting firms.
Firstly, they can help with training for new and established staff members. Hearing positive and negative calls can highlight the best approach to handle enquires or client conversations in the future. Secondly, they can help managers ensure legal and company standards are continually met. Professionalism is key in winning and maintaining a client base. Frequent reviews of tone, vocab and information are vital to preserving this professionalism.
The most crucial reason for call recording is to help resolve client or staff disputes. When dealing with sensitive information, this is vital to protect your team and ensure client work is correctly processed. Staff can use call recording to confirm a particular course of action or allow clients to agree to additional fees or changes to a contract. Plus, it can be a way to prove abusive or aggressive behaviour towards staff members. Recordings can also be critical should a client take you to court because call recordings can be used as admissible evidence in UK legal proceedings.
It’s important to note that a quality phone system will allow for features that comply with PCI DSS standards and other data protection acts. This is key for accountants that must ensure payment details or sensitive information are not recorded. Read more about why accountants should record calls.
Integrations with Software
Another phone system feature for accounts that could be useful for your firm is integration with existing software. VoIP is an incredibly flexible and adaptable technology which is ideal for these types of requirements. With the right telecoms company, your accounting firm could have a phone system that integrates with your systems. It could be a CRM, invoicing software or other accounting software. By linking your phone system to other third-party sources, you could run your firm with even more efficient processes. Here are a few ideas for how these integrations could work for you.
Connecting to a CRM allows for quick access to client information. Staff can find the right contact details for a client. Plus, with VoIP, staff may click the on-screen number to connect a call instantly through a softphone. This is also known as click-to-dial. The same works in reverse too, where a customer calling into the office can be identified by the phone system, and their account can be brought up on-screen immediately. This allows staff to respond quickly to basic queries.
Phone system integrations with accounting software can automate processes. For example, If your software can identify payments that are yet to be paid, a customer list can be generated with the contact details of those accounts. This provides a workflow of communication for your internal accounting department to ring when necessary. Automations like this also reduce admin time spent looking for contact details and make sure payments are not missed.
Phone System Management
Another phone system that’s best for accountants is the ability to manage your telecoms through a central portal. At Yestech, we offer all the standard features you’d expect to find in a phone system for business including; greeting messages, call queuing, voicemail management, out-of-office call management and call monitoring. These features allow firms to identify limitations in their comms procedures and change things to improve efficiency and customer satisfaction.
A shared phone directory is another basic but vital feature in managing your clients. It provides a centralised directory of names and numbers copied automatically to all phones within the system. Any changes to the central directory are updated on all the phones immediately. Therefore, this allows all staff to update and maintain contact details. Furthermore, this means that all your telephone users can look up a client on their handset and find the correct details to call – just like they would on their mobiles.
While these are the best phone system features that all businesses should have, you can see how these are especially useful for accountants with many clients and accounts. Here’s how else accounting firms can use VoIP.
Phone Systems for Accountants with Yestech Telecoms
Are there better phone system features for accountants that we haven’t listed above? Let us know. We love to talk. Whatever your accounting firm set up, we can work with you to get the best phone system features for your accountants and their clients. Check out our services here or contact Yestech today to discuss the bespoke solutions you need.
