Episode 94: Streamlining Client Requests: How Transforming Your Process Can Boost Efficiency and Results with Brooke Swan

Dec 6

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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Bookkeeping & Consulting and Brooke Swan, the founder and CEO of Clarity Bookkeeping & Consulting. Episode topic: Streamlining Client Requests: How Transforming Your Process Can Boost Efficiency and Results with Brooke Swan

Alyssa Lang and Brooke Swan, Owner of Clarity Bookkeeping & Consulting, chat about changing client management through effective systems like Content Snare. Alyssa and Brooke uncover how this tool transforms the often-overwhelming task of client interactions into a streamlined, stress-free experience, making it a game changer for bookkeeping and accounting professionals!

In this episode you’ll hear:

How Alyssa and Brooke struggled with ineffective systems and how that’s changed since then
What software to use for client information requests
Why manual processes can cause stress and how our solution can alleviates that
How our upcoming course Effortless Client Request can streamline your client requests

Resources mentioned in this episode:

⚙️ Content Snare

⚙️ Asana

💻 Effortless Client Requests for Bookkeepers & Accountants

⚙️ Zapier

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Stressed with managing multiple client requests?

You’re sending follow-up emails, digging through endless threads to figure out what’s still missing, and mentally reminding yourself to circle back later. By the end of the day, you’re drained, frustrated, and still wondering if you missed something.

I’ve been there. And so has Brooke Swan.

In fact, we’ve both lived through the stress of clunky, ineffective systems—and we want better for you. So today, we’re peeling back the curtain on how we’ve completely transformed our client request process. And spoiler alert: the difference has been life-changing for us, our teams, and our clients.

Grab your coffee (tea, or wine, we don’t judge!) and join us as we chat about:

The struggles we faced with manual processes.
The game-changing software that turned things around.
Why it’s time to stop winging your client requests and start streamlining.
How our upcoming course, Effortless Client Requests, can help you take control of your process.

Our Client Request Struggles

If you’re still manually managing client requests, Brooke and I have been in your shoes. When I first started my firm, my system could best be described as... creative chaos.

I’d send emails, set follow-up reminders in Asana, and cross my fingers that I wouldn’t forget something crucial. Brooke’s process wasn’t much better:

“Back when it was just me, everything was manual—emails, follow-ups, tracking what was missing. It was exhausting. And when you’re juggling all that on top of client work, something’s bound to fall through the cracks.”

But here’s the thing: it wasn’t just draining for us. The inefficiency made life harder for our clients, too. They’d get long emails packed with requests, struggle to keep track of what was done, and end up overwhelmed by the whole process.

Not exactly the experience we wanted to deliver.

The Turning Point: Discovering Content Snare

Everything changed when Brooke stumbled across Content Snare—a tool specifically designed to simplify client information requests.

“I found it after falling down a Google rabbit hole,” Brooke said with a laugh. “I was desperate to find something that could make the process easier. Content Snare wasn’t even designed for accountants originally, but it worked like a dream for my firm.”

Here’s what makes Content Snare the perfect solution:

Reusable Templates: No more starting from scratch—templates for onboarding, cleanup, and month-end make life so much easier.
Conditional Questioning: Ask relevant follow-ups based on a client’s previous answer, saving everyone time.
Automated Reminders: Personalized follow-up emails go out automatically, keeping clients on track without you having to lift a finger.
Approval/Deny Workflow: Review submissions quickly and efficiently, without the back-and-forth.

For both of us, the transformation was immediate.

“It’s not just about saving time,” Brooke shared. “Content Snare gave me my sanity back. It allowed us to grow, maintain a four-day workweek, and give our clients an experience they rave about.”

Why Manual Processes Aren’t Scalable

If you’re still handling requests manually, let’s break down the problems:

Time-Consuming: Sending emails, following up, and tracking responses takes forever.
Error-Prone: Without automation, it’s easy to forget key tasks or miss follow-ups.
Stressful: The mental load of keeping it all straight leaves you burnt out.

For Brooke and me, the shift to automation wasn’t just about convenience, it was about creating a system that worked for everyone: us, our teams, and our clients. That’s where tools like Content Snare, Asana, and Zapier come in.

What Life Looks Like Now

Since revamping our processes, everything has changed:

For Me:

I don’t spend my evenings chasing down missing documents.
My team has clear steps to follow without constant oversight from me.
Clients constantly comment on how smooth and professional our process is.

For Brooke:

“The efficiency we’ve gained is incredible. It’s not just about saving time—it’s about delivering a client experience that sets us apart. And our clients notice. They’re always saying how much easier we make their lives.”

Introducing Effortless Client Requests

If you’re nodding along thinking, “Yes, I need this,” Brooke and I have some exciting news: we’ve teamed up to create Effortless Client Requests.

This course is your step-by-step guide to transforming your client request process. No more guessing, no more chaos—just proven systems and ready-to-use templates.

Here’s What’s Included:

Pre-Built Templates: Onboarding, cleanup, month-end, year-end—you name it.
Custom Email Sequences: Tailored reminders for each stage of the client journey.
Comprehensive Setup Guides: Learn how to implement Content Snare and integrate it with tools like Zapier and Asana.
Plug-and-Play Systems: Start saving time immediately—no need to build from scratch.

We’re sharing the exact tools and processes we use in our firms to help you take back your time, reduce stress, and wow your clients.

Ready to Make the Leap?

Imagine this:

You’re no longer scrambling to follow up with clients.
Your team knows exactly what to do—and when to do it.
Clients rave about how seamless and stress-free it is to work with you.

That’s the power of a streamlined client request system.

If you’re ready to ditch the chaos and embrace efficiency, join the waitlist for Effortless Client Requests today. Let’s make managing client requests the easiest part of your workflows!

About our guest:

Brooke Swan is the founder and CEO of Clarity Bookkeeping & Consulting. She started her firm in 2018 with the goal of helping business owners not only understand their finances, but enjoy a better work-life balance and helping them build the business of their dreams. Through their advisory services and creative strategic approaches, Clarity has helped hundreds of business owners reach their goals!

Brooke operates her firm on a 4-day work week that values efficiency, collaboration, and positivity which also allows her team to enjoy a better work-life balance as well! Brooke has a burning desire to help others and has been coaching other bookkeeping business owners for years. She now exclusively coaches with Team Workflow Queen in their Breakthrough program.

Connect with Brooke:

Check our her website: https://www.claritybkpg.com/

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