Episode 95: Elevate Your Year-End Process: Tools, Tips, and Client Expectations
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Conquering Workflows & Systems for Bookkeepers & Accountants podcast with Alyssa Lang, founder of Workflow Queen and Magnetic Profits. Episode topic: Elevate Your Year-End Process: Tools, Tips, and Client Expectations.
In this solo episode, Alyssa Lang covers essential year-end strategies for bookkeepers and accountants. Alyssa shares insights on differentiating year-end tasks from month-end obligations, implementing efficient tools like Asana and Content Snare, and setting clear client expectations, ensuring a seamless and successful year-end process!
In this episode you’ll hear:
How to differentiate between year-end and month-end tasks for efficient workflows
Why clear client communication and setting expectations are vital for timely submissions
How to use tools like Asana, Content Snare, and Notion for streamlined year-end processes
When to start 1099 preparation to avoid end-of-year chaos and ensure timely compliance
Resources mentioned in this episode:
🎙️ Listen to Episode 40: Uplevel Your Year End Client Experience with Serena Shoup
⚙️ Alyssa’s tech stack at Magnetic Profits
💻 Elevate by Ambitious Bookkeeper
📝 Brooke Swan’s 1099 Filing & Prep Process
💻 Effortless Client Requests for Bookkeepers & Accountants (Content Snare program)
💻 Breakthrough for Bookkeepers & Accountants
💻 Kickoff with Asana for Bookkeepers & Accountants
⚙️ Track1099 (1099 filing software)
⚙️ Asana
⚙️ Canva
⚙️ Loom
⚙️ Notion
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Does the thought of year-end make you want to run to the top of the mountain and be the grinch for the holidays? Between 1099 prep, reconciling accounts, and the never-ending client requests, it can feel like a whirlwind of stress. I’ve been there, and trust me, it doesn’t have to be this way.
In this post, I’m pulling back the curtain on how I transformed year-end chaos into a smooth, stress-free process for my firm. We’ll cover:
How to differentiate between year-end and month-end tasks for efficient workflows.
Why clear client communication and setting expectations are game-changers.
How tools like Asana, Content Snare, and Notion can make your year-end seamless.
When to start 1099 prep to avoid those frantic January moments.
Plus, I’ll sprinkle in some of my favorite resources (and the ones that have saved my sanity over the years). Let’s dive in!
My Year-End Growing Pains
No one really preps you for the chaos of year-end when you’re starting out. My first year-end was a mess. I had no clear system, no idea what documents I needed, and clients who were just as clueless as I was. I’d spend hours chasing down W-9s, guessing what tax preparers needed, and feeling overwhelmed by all the loose ends.
One client, in particular, still stands out. They had a loan we never reconciled monthly because it wasn’t relevant to their operations, but come year-end, they expected me to magically know all the details. Spoiler alert: I didn’t. That year, I learned the hard way that not having a system for collecting and tracking data throughout the year makes year-end way harder than it needs to be.
Fast forward to now, and it’s a whole different story. With tools like Content Snare for document collection, Asana for task management, and clear client expectations, my firm’s year-end is smooth and (dare I say) even enjoyable. We’ve built systems to avoid the panic and have created a client experience that gets rave reviews.
If you’re ready to move from chaos to clarity, keep reading.
Year-End vs. Month-End: Why the Difference Matters
Here’s the thing: month-end and year-end might seem similar, but they’re not. Year-end tasks require a whole new level of attention to detail because this is when everything needs to be tied up with a bow for tax season.
At its core, month-end is about maintenance…reconciling accounts, categorizing transactions, and ensuring accuracy.
Year-end, on the other hand, is about finalizing everything:
Reconciling loans and splitting out interest.
Preparing and filing 1099s.
Cleaning up unassigned transactions.
Compiling all the financial reports a tax preparer might need.
One thing that’s been sooo helpful for me is creating separate checklists in Asana. Each client gets a year-end task list layered on top of their regular month-end tasks. Kickoff with Asana includes these templates so you can hit the ground running.
Clear Communication Is Non-Negotiable
Let’s talk about client communication, because if you’re not setting expectations early, year-end delays are almost guaranteed.
For years, I struggled with clients who didn’t respond on time. Then I realized: it’s not their fault if I don’t set clear deadlines and explain the consequences of missing them.
Here’s what works for us now:
Setting Deadlines: We let clients know that all documents must be submitted by January 15. If they miss the deadline, they face an expedited fee (and yes, this is in our contract).
Frequent Reminders: Sending one email isn’t enough. Tools like Content Snare automate follow-ups, so clients get gentle nudges without us lifting a finger.
Transparency: We’re upfront about what’s required for tax prep and what happens if clients delay. It’s not about being harsh, it’s about protecting everyone’s time.
Want to learn more about setting these boundaries? Check out Effortless Client Requests for Bookkeepers & Accountants, where I share the exact templates and scripts we use.
Start 1099 Prep Before the Panic Sets In
I’ll admit it…I used to be a last-minute 1099 preparer. But those frantic January nights taught me that early prep is the only way to stay sane.
Here’s our streamlined approach:
Use Track 1099 for filing and compliance.
Collect W-9s throughout the year using Content Snare. Clients upload directly, and the system follows up automatically if they forget.
Review everything in December to ensure we’re ready to file in January.
If you’re new to 1099 prep, I highly recommend Brooke Swan’s 1099 Filing & Prep Process. Her step-by-step guide takes the guesswork out of it.
Creating a Year-End Tax Package Clients Love
Year-end isn’t just about crossing tasks off your list, it’s a chance to wow your clients. That’s why we create personalized year-end tax packages for every client.
Inspired by Serena Shoup’s Elevate Program, these packages include:
A Google Drive folder with all essential tax documents (balance sheet, P&L, trial balance, etc.).
A beautifully designed financial summary in Canva.
A Loom video walkthrough explaining their financial performance.
This approach not only keeps clients happy but also positions us as trusted advisors. Want to learn how to create these packages? Check out Episode 40: Uplevel Your Year-End Client Experience with Serena for more tips.
Tools That Simplify Year-End
A strong tech stack is the backbone of any efficient year-end process.
Here’s what we use:
Asana: For tracking tasks and deadlines.
Content Snare: For collecting client documents.
Notion: For storing client-specific notes and year-end nuances.
Google Drive: For organizing and sharing tax documents.
Track 1099: For filing 1099s.
Curious about my full tech stack? Check it out here.
Key Takeaways for a Stress-Free Year-End
Differentiate year-end from month-end tasks to stay organized.
Communicate clearly with clients to set expectations and avoid delays.
Start 1099 prep early to minimize stress and ensure compliance.
Use tools like Content Snare, Asana, and Notion for efficiency.
Remember, year-end doesn’t have to be a dreaded season. With a little preparation and the right tools, you can create a process that’s not only stress-free but also elevates your client experience.
Ready to take your year-end workflows to the next level? Explore resources like Effortless Client Requests, Kickoff with Asana, and Breakthrough for Bookkeepers & Accountants to get started.
Here’s to a smoother, more successful year-end!
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