If you’re an accountant, you likely already have a phone system but have you ever considered how your accounting firm could benefit from a phone system using VoIP for accountants. In today’s article, we’ll highlight some of the ways that a cloud-based phone system can bolster your business and improve your customer service. Your clients will be impressed with the increased level of professionalism. Plus, you’ll be happy with less time spent on the phone and reduced costs. Read on to find out how.

VoIP for Accountant Phone Systems

While an accountant’s office may seem like a traditional office setup from the outside, there are many additional benefits if an accountant uses a VoIP phone system.

Manage enquiries

The essential features of a phone system are there to help you handle calls. However, additional functionality makes handling inquiries an even smoother process with a VoIP system.

  • A welcome message can greet your clients. As soon as someone calls your number, the system can play them a personalised greeting of your choice. This message ensures callers know they’ve reached the right place.
  • When all staff are busy, callers can be placed in a queue and hear music or an advertising message. This is great to reduce dissatisfaction with wait time. Plus, the call message can update clients about important accounting information or changes to laws.
  • Different options directing a caller helps them connect to the correct department or a specific accountant. The feature showcases a high level of professionalism. Plus, CRM integration with a phone system allows the caller’s information to be on-screen instantly when a team member picks up. Case information to hand is better for staff who can quickly deal with the client’s inquiries with a minor delay than if they needed to look this information up themselves.

Record calls

Accounting firms can use call recording to protect the firm’s interests and clients. All calls can be recorded with a greeting message that specifies that all calls are recorded for training and monitoring purposes. Recordings are stored online for as long as the accounting firm requires. This can be crucial for helping you and your staff resolve client or third-party disputes. Call recordings also provide managers and owners with ample resources for training. Whether positive or negative, if staff listen back to recordings, they have real-life examples of handling phone calls.

While call recording is clearly a must for accounting firms, the sensitivity and private information your clients share should be protected when necessary. So, we also have features to ensure that payment details or sensitive information are not recorded when necessary. In addition, this practice aligns with PCI DSS standards and other data protection acts that accountants need to comply with.

Management System Integrations & Contact Details

As mentioned above, a phone system integrated with a CRM can quickly provide access to client details. Not only can you find the case information when a client calls, but you can also easily find their contact details when it’s your staff reaching out to them. This can be done through a CRM and through a dedicated phone directory built into the VoIP system. A phone directory allows your staff to store a list of all your contacts and their numbers. This is automatically synchronised with the directory in every phone linked to the system. Staff merely need to update or add a contact for others to find it on the system. This ensures that contact details are not lost, and clients are easily contactable.

VIP numbers

Depending on your accounting firm’s client list, there may be clients you want to prioritise. A VIP numbers list allows businesses to select VIP customers that get put to the front of a call queue. This is perfect for important and loyal clients who merit priority service. Accountants have important relationships with their clients, and this VoIP feature is a great way to honour that.

Ideal for working from home

Another way VoIP for accountants can work effectively is in aiding working from home. Nearly half of all accounting firms had already built a work-from-home culture before the pandemic. So while offices may be opening up again, it’s likely that many businesses will still see working from home as a great alternative or medium way. VoIP can help this because it’s a technology that can be utilised anywhere in the world. You only need an internet connection and a way to talk.

Hot desking IDs allow workers to log in to a phone at home or in the office with no extra equipment. In addition, a mobile app can enable staff to make & receive business calls wherever you are in the world. Plus, a PC softphone app ensures home-based accountants can take calls on their computers using our softphone app when a physical handset is not practical or available. Essentially, however, and wherever your accountants or admin staff work, they can use a VoIP phone system.

A VoIP for Accountants phone system with Yestech

Yestech is an experienced telecoms provider that can provide accountants with a superior cloud phone system. We can offer the above outstanding features and create bespoke protocols for your phone processes. We are passionate about developing integrations and tech advances for our phone systems to make them bigger and better for our clients. If you’d like to discuss your requirements, get in touch today, we love to talk. We can work with individual accountants and nationwide firms; no operation is too small or two large for our scalable and affordable communication solutions.