Automation for Accountants: Easy Wins for Small Firms
Part of our Small Business Automation guide: what to automate first and the 10 easiest wins.
The short version
If you’re an accountant, bookkeeper or run a small firm, tax season and month-end leave little time for chasing invoices, returning missed calls or following up enquiries. Automation helps with those small jobs. You set up a simple rule once (“when this happens, do that”), and it runs in the background.
You don’t need to be technical. Each guide below is free and written for complete beginners. Most use Zapier or Make (to connect your apps), Twilio (to send texts), Xero or QuickBooks, and Google Sheets. Some have a US$19 template pack if you’d rather not build it yourself.
Where to start
For most small firms, unpaid invoices and slow replies to new enquiries are the first things worth fixing. Then add appointment reminders and review requests.
- Chase overdue invoices automatically in Xero or QuickBooks.
- Text back callers you miss when you’re with a client.
- Reply to website and form enquiries straight away.
- Remind clients about meetings and tax deadlines.
- Ask happy clients for a Google review.
Get paid faster
- Overdue invoice reminders (Xero/QuickBooks): friendly reminders when invoices go overdue, with Zapier or Make for SMS nudges.
- Xero automatic payment reminders: switch on Xero’s built-in reminders and get the wording right.
Never miss a caller or enquiry
- Missed-call text-back: callers you miss get a friendly text from your number, so they don’t ring the next firm.
- Auto-reply after hours: tell evening and weekend enquiries when you’ll be back.
- Instant reply to website form leads: every enquiry gets a reply that says you got it, and lands in one inbox.
- Lost lead re-engagement emails: a polite check-in with opted-in contacts who went quiet.
- Quote follow-up sequence: polite follow-ups on proposals that stop when the client replies.
Appointments and staff
- Automated appointment reminder texts: a reminder the day before a client meeting, so fewer no-shows.
- Booking calendar SMS confirmation: a text goes out when someone books a consult.
- Staff roster reminders: shift and roster reminders go out to staff automatically.
Reviews and reporting
- Automatic Google review requests: ask for a review on your Google Business Profile after a job well done.
- Automatic review request text: ready-to-use review request texts.
- Monthly KPI dashboard in Google Sheets: invoices, enquiries and retainers in one sheet that updates itself.
What tools do accountants need?
You don’t need all of these. Most small firms use two or three:
| Tool | What it does | Do I need it? |
|---|---|---|
| Xero or QuickBooks | Invoicing and payment reminders | Use whatever you already have |
| Zapier or Make | Connects your apps with “when this happens, do that” rules | Yes, pick one, for anything your accounting software can’t do |
| Twilio | Sends text messages from a business number | Only if you want to send texts |
| Google Sheets | A simple place for leads and numbers | Handy for reports and lead lists |
| Google Business Profile | Your Google listing, where reviews show up | Yes, most firms have one already |
DIY or ready-made?
Every guide above is free. If you’d rather not build it from scratch, our US$19 overdue invoice reminders pack, our US$19 missed-call text-back template pack and our US$19 web form leads instant reply pack come ready to import. Includes a step-by-step guide.
Consent, privacy and local rules
A reply to someone who just called or enquired is usually fine. Ongoing follow-ups and newsletters count as marketing in many countries, so only send them to people who opted in, and include a way to opt out (the Spam Act in Australia, TCPA and CAN-SPAM in the US, PECR and UK GDPR in the UK, CASL in Canada). Payment reminders for an existing debt are transactional, not marketing. Keep client details only as long as you need them. This isn’t legal advice.
FAQ
What should an accountant automate first?
Overdue invoice reminders. Xero and QuickBooks both have them built in, so you can switch them on without any extra tools, then add SMS nudges with Zapier or Make if you want.
Will this work with Xero or QuickBooks?
Yes. Both have built-in invoice reminders, and both connect to Zapier and Make for extras like SMS. Start with the built-in reminders, then add connectors only where you need them.
Can I text clients about tax deadlines?
A reminder about an appointment or a payment they already owe is usually fine. Marketing texts and newsletters need opt-in consent and a way to opt out. This isn’t legal advice.
Do I need to be good with computers?
No. Each guide is written for complete beginners, with every click spelled out.
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