Episode 78: The Alyssa & Serena Show Part 2

Aug 16

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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting and Serena Shoup, a full time educator and CPA, owner and founder of both Ambitious Bookkeeper. Episode topic: The Alyssa & Serena Show Part 2

This interview episode is Part 2 of The Alyssa + Serena Show with my biz bestie, Serena Shoup from Ambitious Bookkeeper. We talk about managing clients, offering advisory services, and the importance of SOPs in your bookkeeping firm. From practical business advice to lighthearted banter, you’ll wanna tune in to elevate your bookkeeping game!

In this episode you’ll hear:

What the difference is between consulting and advisory services
Strategies for hiring and delegating tasks to your team
How to efficiently communicate advisory services to your clients
How to acknowledge and embrace personal life season
What methods are available to document processes in your firm

Resources mentioned in this episode:

⚙️ Content Snare

⚙️ Loom

⚙️ Tango

⚙️ Scribe How

⚙️ Notion

💻 Breakthrough for Bookkeepers & Accountants

💻 Workflows in a Weekend for Bookkeepers & Accountants

💻 Elevate by Serena Shoup

Listen to the Full Episode here 👇🏼

🎧 Listen on iTunes ⇨ Click here

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🎧 Chose another listening platform ⇨ Click here

Welcome back to part two of The Alyssa + Serena Show. If you tuned in last time, you know that my biz bestie Serena Shoup from Ambitious Bookkeeper and I love to chat about all things bookkeeping, business, and life. This time, we’re digging even deeper—think of it as a cozy coffee chat with some serious business wisdom sprinkled in. Whether you’re figuring out how to juggle client management, offering advisory services, or just keeping your sanity intact, there’s something in this episode for you. So, pull up a chair, and let’s get into it!

Consulting vs. Advisory—What’s the Real Difference?

We’ve all been there—a client asks for some extra help, and suddenly you’re knee-deep in strategic advice. But when does this advice cross the line from consulting into full-blown advisory services? That’s exactly what Serena and I hashed out in this episode.

Serena had this client who was always asking, “Can I afford to hire more staff?” It wasn’t just a quick yes or no—it required diving into the client’s finances and mapping out a plan. That’s when Serena realized, “Wait a minute, this is advisory work!” So she started setting clearer boundaries and letting her clients know when they were stepping into advisory territory. And guess what? Her clients appreciated the transparency and respected the value she was bringing to the table. This shift not only set the right expectations but also ensured Serena was compensated fairly for her expertise.

If you’re finding yourself in similar situations, where client questions lead to in-depth analysis and strategic advice, it’s time to recognize that as advisory work. Communicate this to your clients and make sure they understand it’s a premium service. Tools like Loom can help you create personalized video updates that emphasize the value of your advisory services—showing your clients exactly what they’re getting.

Communicating Advisory Services Without the Stress

Ever found yourself giving out advice that’s way beyond basic bookkeeping, only to realize you’re not getting paid for it? Yeah, us too. In this episode, Serena and I talked about how to communicate your advisory services clearly so your clients understand when they’re getting something extra—and when it’s time to pay up!

I had a client who was constantly asking for advice on managing cash flow, and I’d just answer during our regular check-ins. But one day, I realized, “Hey, this is more than just bookkeeping!” So, I set up a separate advisory package—because let’s face it, this kind of deep-dive advice is worth charging for. The result? My client appreciated the clarity, and I felt good knowing I was getting paid for the value I was providing. It was all about clear communication and setting the right expectations.

If you’re already offering advisory services, consider setting up a separate package or add-on service. This way, your clients know exactly what they’re getting and when they’re stepping into premium service territory. Programs like Elevate by Serena Shoup can help you structure these services and communicate them effectively to your clients. And remember, it’s okay to charge for the value you’re delivering!

Hiring and Delegating—You’ve Got This!

Let’s be real—hiring can feel like stepping off a cliff. Serena and I both remember the nerve-wracking process of delegating tasks that we’d been handling ourselves for what felt like forever. But here’s the good news—delegating isn’t just about offloading work; it’s about giving your team the power to shine.

When Serena brought on her first assistant, she was still juggling a million tasks herself. She knew she needed help but wasn’t sure how to hand things off without things falling through the cracks. That’s when she started documenting her processes—nothing fancy, just basic SOPs for things like sending client reports and managing payroll. Tools like Content Snare made gathering client information a breeze, while Notion helped keep everything organized and accessible for her team. And guess what? Not only did this make delegating easier, but it also empowered her assistant to take charge and run with tasks. It was a win-win!

If you’re nervous about hiring, start by creating simple SOPs (Standard Operating Procedures) for the tasks you want to delegate. You don’t need anything super fancy—a quick Loom video or a Notion page will do the trick. Over time, tools like Tango and Scribe How can help you build a more detailed process library, making it easier for your team to get things done without constant oversight. Remember, delegating isn’t about losing control—it’s about building a stronger, more efficient team.

How to Document Processes Without Losing Your Sanity

Let’s be honest—no one’s jumping for joy at the thought of documenting processes, but it’s one of those things that just needs to get done. Serena and I shared our go-to strategies for making process documentation less of a chore, making sure that your team knows exactly how to get things done even when you’re not around.

I remember the chaos of trying to train a new hire without any documented processes—major fail! I was scrambling to explain everything on the fly, and it wasn’t pretty. That’s when I decided to buckle down and start documenting everything, even the simple stuff. Serena mentioned how she uses tools like Loom and Notion to create easy-to-follow SOPs for her team. And when she needed something more detailed, tools like Tango and Scribe How came to the rescue, helping her create visual guides without spending hours on manual documentation.

Don’t let the idea of documenting processes overwhelm you. Start small, focus on the most critical tasks, and use tools like Loom and Notion to get the job done. As you grow, tools like Tango and Scribe How can help you create more detailed SOPs. If you need a structured approach, Workflows in a Weekend for Bookkeepers & Accountants is a fantastic resource to get your firm’s processes in order without the headache.

Embracing the Seasons of Life and Business

Let’s get real—running a business isn’t just about managing clients and tasks. It’s about managing life. In this episode, Serena and I opened up about how different seasons of life can impact your business and how it’s okay to slow down, speed up, or even change direction based on where you are right now.

Serena shared her journey through new motherhood while running her bookkeeping firm. There were times when she had to slow down, focus on her family, and put some business goals on the back burner. And you know what? That’s okay. We laughed about how, as dog moms, we thought we had it all figured out—until life threw us a curveball. The big takeaway? It’s okay to adapt your business to your life’s seasons. It’s not about failure; it’s about being flexible and giving yourself grace.

Your business doesn’t exist in a vacuum—it’s a part of your life. And sometimes, life throws us curveballs that require us to adapt our business goals. Whether you’re in a season of growth or a season of rest, it’s important to honor where you’re at and adjust accordingly. Embrace the ebb and flow, and give yourself permission to shift your focus as needed.

That’s a wrap on part two of The Alyssa + Serena Show! We covered a lot of ground—from distinguishing advisory services from consulting, to hiring and delegating, to embracing life’s seasons. Whether you’re a seasoned bookkeeping pro or just starting out, there’s something in this episode for you. So grab your favorite drink, hit play, and let’s elevate your bookkeeping game together. You won’t want to miss it!

We’re going to dive deeper into this topic in our upcoming free bootcamp from August 19th-23rd. If you’re ready to delegate and outsource to a team, join us! We’ll cover mindset, systems, team building, and more. You can sign up by clicking here.

🧡 Sign up our FREE The POWER to Breakthrough Bootcamp:

www.workflowqueen.com/bootcamp

Bootcamp dates: August 19th - August 23rd

About our guest:

Serena Shoup is a corporate CPA turned bookkeeping business CEO, mentor for other bookkeepers + accountants, mom of 3, and a closet musician! She built her business as a Sidehustle to motherhood when she left corporate to have her second daughter. She’s passionate about helping business owners become CEOs and take control of their money.

Serena is the owner and founder of Ambitious Bookkeeper and Of Course Bookkeeping and she’s on a mission to change the way the industry operates!

Connect with Serena:

Visit her website: ambitiousbookkeeper.com

Connect on Instagram: instagram.com/ambitiousbookkeeper

Connect on LinkedIn: Linkedin.com/in/SerenaShoup

Connect on Facebook: Facebook.com/serenashoupcpa

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