Episode 99: Simplify and Track Client Requests with Ease with Brooke Swan

Dec 25

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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, Owner of Clarity Bookkeeping & Consulting and The Aligned Self. Episode topic: Simplify and Track Client Requests with Ease with Brooke Swan.

Alyssa Lang interviews Brooke Swan, Owner of Clarity Bookkeeping & Consulting and The Aligned Self, on how to efficiently track and manage missing client information. Alyssa and Brooke discuss the practical use of systems like Content Snare and Notion to streamline workflows, maintain clear communication with clients, and prepare for busy season.

In this episode you’ll hear:

How to keep track of missing information from clients with your team
Why losing track of client requests can create more work and headaches
What tools and systems you can use to manage missing client information
How Content Snare helps provide clear visibility into requested and missing client info

Resources mentioned in this episode:

💻 Effortless Client Requests for Bookkeepers & Accountants (Content Snare program)

⚙️ Notion

⚙️ Content Snare

⚙️ Asana

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Have you ever felt like managing client requests was the ultimate test of your patience? You send emails, follow up, and somehow still find yourself waiting. If this sounds familiar, you’re in for a treat.

In our latest podcast episode, I sat down with Brooke Swan, who’s not just a client request expert, but also someone who’s transformed chaos into simplified systems. Together, we’re sharing the nitty-gritty of managing client requests, tracking missing information, and keeping everything organized, even if you’re a one-person operation. Ready to streamline your workflow and free up your time?

Why Tracking Client Requests Is So Hard

Raise your hand if you’ve ever sent 10 emails asking for the same document and still ended up waiting for it. Been there, done that.

Brooke and I both know the struggle of:

Forgetting what’s been asked for (or getting lost in a sea of emails).
Realizing too late that something critical is missing.
Feeling like you’re juggling flaming torches when working with a team.

But guess what? It doesn’t have to be this way.

Separating Requesting and Tracking

One of the biggest lightbulb moments we’ve had is separating requesting information from tracking what’s missing. This shift totally changed our process. Here’s why:

Clarity: Know exactly what’s been requested and what’s still outstanding.
Accountability: Everyone on your team is on the same page, literally.
Efficiency: Follow-ups are quick and painless when you’re organized.

If you’re still emailing clients for every single document, it’s time to rethink your approach.

Tools to Simplify Client Requests

The right tools can turn a chaotic process into a well-oiled machine. Here’s what Brooke and I swear by:

1. Content Snare

Content Snare is THE best tool for automating client requests. Here’s how it helps:

Send one organized request for all the documents you need.
Track what’s still missing with crystal-clear visibility.
Use smart features like conditional logic to eliminate unnecessary back-and-forth emails.

Before Content Snare, getting all the documents we needed could take weeks. Now? It’s just a matter of days. Want to learn how we do it? Check out Effortless Client Requests for Bookkeepers & Accountants, where we show you step-by-step how to streamline this process.

2. Notion for Tracking

Once requests are sent, we rely on Notion to track missing information. Imagine a dynamic spreadsheet that adapts to your needs:

Create a dedicated page for each client.
Add notes and context about what’s missing.
Assign follow-up tasks so no one drops the ball.

If Notion feels like too much, don’t worry, we’ve included a ready-to-use spreadsheet template in the Effortless Client Requests Program.

3. Large Sticky Notes

For mapping workflows, nothing beats large sticky notes. Seeing your process laid out visually can help you identify bottlenecks and opportunities for improvement. Grab some here: Large Sticky Notes for Planning & Process Mapping.

4. Asana for Task Management

Asana is perfect for managing tasks and ensuring everything gets done. Set up a task for each client request, break it into subtasks, and assign them to team members. It’s like having a personal assistant for your client requests.

Creating a Foolproof Request Process

Ready to revolutionize your client requests? Here’s how to start:

Map It Out: Grab those sticky notes and outline every step of your request process. What do you ask for? How do you follow up? Where do you track missing info?
Automate Requests: Use Content Snare to handle the heavy lifting. Clear instructions and automated follow-ups make life easier for everyone.
Track Missing Info: Set up a system in Notion or a spreadsheet to log outstanding items. Include notes and follow-up tasks for seamless tracking.
Keep Improving: Check in on your process regularly. Is there a way to make it even easier?

Why It’s Worth the Effort

With the right systems in place, you can stop feeling like you’re drowning in client requests. Instead, you’ll save time, reduce stress, and ensure nothing falls through the cracks. Brooke and I have seen firsthand how transformative these tools can be. What used to take weeks now takes days, giving us more time to focus on what really matters.

Ready to simplify your client requests? Dive into the Effortless Client Requests Program and kick off 2025 with a workflow that works for you, not against you.

Let’s make client requests your easiest task of the month!

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/

Follow her on Instagram: @brookeashleyy_

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