Sometimes just a few quick tips, such as on using the Site Manager, can make life much easier. Here are a couple of tips on using signatures for your email and editing Google maps.

Signatures. If you have ever gotten an email from any of the crew at CPA Site Solutions you might have noticed a common signature. A signature similar to those that you see can be recreated using Wisestamp.

Firefox or Chrome. Wisestamp functions as an add-on for either Firefox or Chrome. If you use either of these browsers it can then be used with any webmail service. Check the Wisestamp FAQ for how to install and use it.

Suggestions for Use. Adding your CPA website, Twitter, and Facebook icons are just a few suggestions. Otherwise a fun seasonal quote can be another refreshing dynamic to add to the usual name and business address.

You Can Edit Where Your Firm Shows in Google Maps

Edit Google Maps. Google maps is great for displaying addresses and showing exactly how to get there. Sometimes though an address can show incorrectly and if it is your CPA firm that can be a serious frustration.

If you have an address that shows incorrectly in Google Maps you can edit it. You need to login to your Google account in order to make any changes.

How to Edit. After you login to your account you can edit your listing:

• Look up your address in Google Maps.
• Click on the A tag that shows in the map.
• Click on Edit.
• Click on Move Marker.

If you have to move the marker more than 200 meters then it may take a little while for the change to show. Either way being able to make the correction to your CPA firm’s location can be a big help.

Sometimes small changes, such as to your email signature or fixing your Google maps location, can make for a better week. Have a comment about this post? Fill out the form below.

The Financial Calculators are included with any website hosted by CPA Site Solutions. The great features behind how the Financial Calculators work have recently been improved upon. Here are some highlights.

Financial Calculators Updated

Cross Browser Compatability. The Financial Calculators have been updated to be compatible with Google Chrome, Firefox 3, and IE 8. This makes it so that anyone using any major browser should be able to access the calculators without difficulty.

All U.S. Mortgage Rates Normalized. All default interest rates have been made consistent across all mortgage calculators. The following rates are now used:
* 30 Year Fixed rate: 6.00%
* 15 Year Fixed rate: 5.75%
* Adjustable Rate (mortgage): 5.00%
* Equity Line of Credit: 9.0%

Rates of Return Normalized. All default rates of return have been made consistent across all calculators (Savings, Investment, Retirement and certain Mortgage and Loan calculators where investment rates are required). The following rates are now used:
* Long term market rate: 8%
* Conservative/retirement market rate: 6%
* Savings/bank rate: 2%
* Federal mid-term rate: 2.95% (Used for 72T calculators only)

Health Savings Accounts Calculator (HSA) Finalized. This includes the following new contribution limits and rules put into law for 2010.

• Self only coverage 2010 contribution limit $3,050.
• Family coverage 2010 contribution limit $6,150.
• HDHD 2010 required deductible for Self Only coverage $1,200, for Family coverage $2,400.
• HDHP 2010 Maximum out-of-pocket for Self Only coverage $5,950, for Family coverage $11,900.
• Tax table to detemine marginal tax rate updated to 2010 tax rates and income brackets.

1040 Tax Estimator Finalized. This includes extensive changes to the labels and field names to match the actual tax form. Additional changes to the definitions, output pages and input fields have been completed to comply with tax law changes. The form matches the inputs on the 1040 Tax form. The changes include:

• Automatic calculation of additional child tax credit
• New total of “Non-refundable tax credits”
• New total of “Refundable tax credits” which includes Make Work Pay credit, additional child tax credit, and other refundable credits such as the first time home buyers credit
• Added entry for new vehicle sales tax added to calculated increased standard deduction

Estate Tax Planning Calculator. This has been updated to the 2010 rates and rules including the repeal of the estate tax for one year in 2010. This has affected the definitions and the calculations. No new input or output fields have been added.

A new note has been added that it is likely that some sort of congressional action will take place during 2010 to reinstate some sort of Estate tax. It is as follows: “It is very important to note that it is very likely that a congressional change will be made in 2010 that could greatly impact estate taxes, and it could possibily be retroactive to the beginning of 2010.”

9. Minimum Distributions Calculator (RMD) Updated.  The RMD is now required and no longer reported as $0 as it was for 2009. The suspension of the Required Minimum Distribution for tax-deferred retirement accounts in 2009 has expired as is no longer available in 2010.

This includes distributions from IRAs, 401k(s), 403(b)s and other defined contribution plans. These calculators have been updated so that the RMD is now required and no longer reported as $0 as it was for 2009.

These are highlights of some of the recent changes. Let us know if you have any comments by filling out the form below.

There are many new designs that have been added to the list of website designs available to any website hosted by CPA Site Solutions. As previous posts have noted, there are many options for customizing a CPA website. Here is another great example of using a firm’s own web designer’s design integrated into the CPA Site Solutions system.

The Website. The Watts Group has a design based on a few great ideas kept simple and reinforced throughout the website. CPA Site Solutions custom designers worked to integrate the design so that it would work well within the system.

Seeing the Light. A light bulb, with drop shadow, is used to indicate where a user is on the website. This indicator reinforces their business name in a fun and useful way.

Services and Packages. Another great element is the use of expanded text on their Services + Packages page. This expansion method not only looks good but keeps the elements on the page contained within a certain height.

Watts Group Contact Form

Logo Header and Overall Theme. The logo is simple which also reinforces the overall theme. The pages are kept contained so you don’t have to scroll down long pages of content to see everything.

Through the simple theme the graphics used are able to come through even more effectively. A prime example is their contact form made up of a background image of hanging lights.

Custom designs can be of all types and be easily integrated within the CPA Site Solutions system. Many designs, like the one from the Watts group, concentrate on a few elements. This serves to keep the overall theme, via specific graphics that work well together, and message, via few but concise text, clear and unmistakable.

Your Own Custom Design. Are you interested in a custom design? Contact CPA Site Solutions via phone 800-896-4500 or email support@cpasitesolutions.com and a custom designer can help solidify your website needs.

Have a comment? Fill out the form below or email support@cpasitesolutions.com.

There are ongoing changes to existing security laws that affect CPA’s and other tax professionals. An example of this is within the new Massachusetts law governing how a client’s personal information is handled. Regardless of what state you are in, if you have a website hosted by CPA Site Solutions, then there are several ways that you and your clients data are kept secure that should meet any new requirements you may encounter.

14 Layers of Security

14 Layers of Security. All data for any website hosted by CPA Site Solutions has 14 layers of security. One way to think about layers of security is with your house.

If you have a key and an alarm then you have two levels of security. Once I pick the lock and disable the alarm then I have gained access. Each of our 14 layers protects you and your clients data from illegal access.

SAS 70 Type-II. There are many data centers out there that have security measures in place but our data center is SAS 70 Type-II certified. This means that, “a specially trained CPA Firm performed an in-depth audit attesting to the fact that the datacenter has sufficient processes, controls, and safeguards to keep your data safe from theft, corruption or mishandling.”

Passwords. There are stringent requirements for creating a password for an admin, firm, or client accounts. Beyond that none of our account representatives have access to any of those passwords.

Data Logs. Every CPA website hosted by CPA Site Solutions has a report that can be run showing all of the activity on every account. These data logs can be accessed at anytime.

(To access the data logs you need to be logged into the Secure File Exchange. Up near the top left corner is a More option. When you click on this you get several options one of which is titled “Usage Report.” )

There are many ongoing changes to the security laws in place. By using Secure File Exchange that comes with every website hosted by CPA Site Solutions, your firm can help stay within compliance.

Have a comment about security? Fill out the form below.

Getting listed on Google’s local search results is a must for any CPA website to be successful. Second to getting listed is getting people to review your accounting website. This post is about the third way to improve your local listing, through updating your business categories.

Local Map Showing CPA Site Solutions

Business Categories. According to Google, “Categories are ways to classify your business that help Google show your business for the right searches.” You establish your category in the initial listing process but these can be updated at anytime.

Updating Categories. Again, according to Google, “The Local Business Center will suggest categories that match what you type, but feel free to create your own if you don’t see a category that fits your business.” To clarify, you have to choose one of the categories that Google automatically lists. After that you can, and should, create your own.

Custom Categories. You can customize four category listings. You can take what people might search for and update these categories appropriately.

Example. Lets use a CPA firm in Winooski Vermont that is Quickbooks Certified. I might add the following categories for this fake business: Winooski Vermont CPA, Winooski Vermont Taxes, Winooski Vermont Tax Preparation, Winooski Vermont Quickbooks.

Use Some Caution. There can be some abuse to custom categories and Google looks for this. If you try to stuff your categories, for example with terms that might help your business show in a lot of searches but not directly related to your website, you will actually get penalized.

Since Google local searches show at the top of any search, just below sponsored listings, it is important to maximize this potential. Taking the time to create custom categories is another way to make sure your CPA website is viewed by more people interested in your services.

Any accounting website hosted by CPA Site Solutions can add a blog to their firm’s website. A blog written with key information on a regular basis can serve as fresh and unique content for your website.

Make Sure Your Firm Can Be Found

A previous post highlights the search engine benefits from that fresh content. Once you have a blog you can then submit it to certain blog directories as another way to get more readers and possibly clients.

Blog Directories. Blog directories are where people can go to find interesting blogs to read. Think of it like a directory of specialized online magazine articles.

Blog directories are usually displayed by subject categories. Interested in reading about accounting? Look under the Business section and then the sub category of Accounting and there is a listing of blogs specifically written with tips and news. You want your CPA firm’s blog listed here.

Looking For Answers. People on the web are continually looking for answers to questions. These are often found on forums but another source are in tips and news spread by blogs. The key is to become a trusted source of answers to accounting and tax questions.

Advertising. Blog directories are a great way to advertise your blog and therefore your CPA firm. This becomes another way to stream traffic to your site and possibly convert a reader into a client.

Get Listed. You want to get listed in multiple directories that are worth your effort. Search Engine Journal has a list of 20 essential blog directories to consider getting listed on.

Some of the Blog Directories are easier than others to get listed on and you want to make sure that you follow their guidelines. The most common guideline is to have a current blog that has some past content.

Update Blog Regularly. Most important is to commit to updating your blog on a regular basis. You need your readers trust that when they check your blog you have new content. Otherwise they just stop looking and it is hard to gain back readers.

Having a blog is another step in making sure your CPA website is a destination for people searching for answers. One way to do this is through your blog and having that blog listed in popular Blog Directories.

Have a comment? Fill out the form below.

Despite current technology, one of the more time consuming tasks that remains for a CPA is getting a signature for a document. That is why the fax machine, with earlier machines developed before the phone, remains with us still today. This post continues where a previous post on exchanging files left off.

(Disclaimer: The following are some ways to get a digital signature, just be aware that there may be legal requirements within each state that you may need to look at. In general because of the Uniform Electronic Transactions Act of 1999 you should be able to use the electronic signature for your CPA needs.)

Using a Service. This is the easiest and the best option in terms of making sure the signature you receive can be trusted. Considering the time you could save this option, even though costing some money, this can really be worth it.

EchoSign

There are a number of services available to you. Here is one you can look at as an example of what you can expect. It is called EchoSign and is used by larger companies such as Dell, PayPal, and HP.

How the Service Works.

• Upload the document.
• Enter the email of the client with a description or helpful details.
• They receive the email, click to sign, and send it back.
• Here is a link to a full description. This works great for contracts as it cuts down on the time it takes to get the contract signed.

If you are a really small firm and only need 5 signatures in a month then the service is free. Otherwise the service starts at $14.95 a month and can be worth it if you only use it for the busiest part of the year and then discontinue.

Integrates with Google Docs. If you have a website with CPA Site Solutions and use the Workteam Collaboration Suite, then you have access to Google Docs. EchoSign integrates well with all the existing documents you may have online.

An online service such as EchoSign is only one way to get signatures from a client. Look for upcoming posts reviewing some PDF alternatives and some fun ways to use images of signatures.

If you have an accounting website hosted by CPA Site Solutions then you have the ability to backup critical files to the Vault. The Vault is designed for file transfer among multiple user accounts, not mass backup for a single user.

If you are looking for a full file backup solution for all of your CPA firm’s computers data then Mozy is your best bet. Here is a breakdown of what they offer. (Full Disclosure: CPA Site Solutions is an affiliate of Mozy. Regardless you cannot find a better solution out there for the security and price.)

Free Sign up. You can get 2GB Free Online Backup quick and easily. Use this type of account to hold personal critical information online.

You could keep a data sheet with key phone numbers of people or businesses to call when you loose your wallet, need medical information, or need a forgotten password. Mozy is secure enough to hold this information for you that you can have access to anywhere, anytime.

Mozy

Mozy Home. Once you realize what Mozy can do for $4.95 a month it is easy enough to upgrade to Mozy Home. You can get an unlimited online backup solution that makes it very easy to keep your computer backed up. You can backup up to five computers with Mozy Home at $4.95 for each computer.

Mozy Pro. You can also do Mozy Pro for $3.95 a month and .50 cents per gig of storage per computer. This can be a great business solution when you calculate costs of having an IT person do this for you.

Automatic Backup Solution. Simply choose what to backup and when you want it done. Once it’s set, you never have to worry about your backups again. Mozy runs automatically in the background safeguarding all your important computer files.

Once the initial back up is done then you only have incremental backups. These are fast because only the new data from file changes or creation have to be saved.

SAS70 Certified. There are any number of back up solutions but not all of them meet the needs of a CPA by being SAS70 Certified. Mozy’s has taken that extra step in security so you don’t have to and all their data centers are SAS70 certified.

Easy Data Recovery. There are some services that function well in getting the data needed but fall short when it comes to getting that data reclaimed. Mozy has a great wizard that walks you through a step by step process to recover all your data. This link shows you the screen shots of replacing a computer if you have to do a full recovery, while this link shows you recovery of individual files.

Having a paperless office has been talked about in terms of being green and saving paper. There is also the green of money saved from data recovery. When you are able to recovery your data in minutes rather than days you not only save time and money but also the confidence of your clients.

Zoho has a lot of different online tools that can be freely and easily used by any CPA. Covered in a previous post was a free project management tool. Here is a break down of another great tool Zoho Show and how it could be used to enhance your accounting firm’s website.

Zoho Share

Free Sign-up. You can sign up for Zoho Show free and it only takes a moment. The service is in beta and they could start charging at any time although it seems there should always be a free service.

Presentations Easier Than Video. Capturing new clients with a presentation on your CPA website can be a lot easier than a video while still offering similar features. Rather than making the client read through a lot of what you offer, you can present key, critical features in a online presentation.

Create or Import. Do you already have a presentation created for your accounting website? No problem you can import it. You can also create a new presentation quite easily using all of their online tools.

Embed on Website. When you are done there is even code generated for you so you can place the presentation on your CPA website. Once you get the code you can email that to support@cpasitesolutions.com with where it should go on your CPA website.

Remote Presentation. You can even use it for seminars for your accounting website. The system allows you to send the presentation directly to any email addresses.

Online presentations can be another way to attract potential clients to what services your CPA firm offers. These presentations can be easier to implement than video on your accounting website yet can have a similar benefit.

Have a comment about this post? Submit your comment below.

In a previous posting there was an offer for 10% off a January Jennings Seminar. As promised CPA Site Solutions is offering 10% off a Jennings Seminar for February. This time the topic is Lunch with Bob Engagement Letters, is scheduled for February 16th and is worth 1 hour of CPE credit!

Limited seating! The seating is limited so you will want to sign up early for this event. Be sure to test your system to make sure that you meet all of the system requirements.

10% off Jennings Seminar in February

1 CPE credit hour! This is a great way to get 1 hour of CPE credit. If you attend this event and answer 75% of the polling questions at the conclusion then you will get 1 credit hour for this event. There are no prerequisites for this seminar.

To get your 10% discount: Be sure to use the code febcpasite during the checkout process to get the 10% discount. Regular price $49. CPAsitesolutions.com customer price: $44.10

Event Description. “Engagement letters and financial statements-what to do and what not to do.”

Jennings Seminars was founded by Bob Jennings CPA, CFP, CITP, a national and World renowned speaker. Jennings has published articles in such magazines as The Journal of Accountancy and The Practical Accountant along with authoring several accounting and technology seminar manuals.

If you can’t make this event look for another posting in February for a similar offer for a March seminar. Click here to take advantage of 10% the seminar in February.