Kathy O'Connell, CPA

What’s the best part about the Monthly Client Newsletter that comes free with all our CPA websites? I think it’s the timeliness of the articles.

This month, I’m working on two articles about legislation that directly affects all your clients: the expiration of the Bush tax cuts and the Small Business Jobs Act of 2010.

These important topics could have a significant impact on everyone’s financial future – which means newsletter pieces about them will be warmly welcomed. They’re just the sort of article your clients expect you to provide – which means you’re giving them what they demand.

When you do this, your clients deeply appreciate it – and you create raving fans.

Once clients get an overview of the latest financial news, they turn to you for guidance on how it affects them individually.

Bush Tax Cuts – Will They Expire?

President Bush enacted tax cuts and credits in 2001 and 2003 that introduced a number of tax relief measures for Americans in every economic group. Much of this legislation will “sunset” at the end of 2010.

Will Congress and President Obama allow them to expire?

It’s hard to say just what will happen, especially with midterm elections on November 2 that could change the party rule in the House and/or Senate.

However, we do know that neither party wants all of the cuts to expire. President Obama has said he will retain the cuts for the middle class, and the Republicans definitely agree with that much.

November’s article in the Client Newsletter on Year-End Tax Planning for Individuals explores the changes that might take place for middle-income and high-income taxpayers at the beginning of 2011.

Your Business Clients and the Small Business Act

On September 27, 2010, President Obama signed the Small Business Jobs Act of 2010 into law. This $42 billion bill provides numerous tax cuts and increased loan capabilities for small business owners.

Many of your business clients are directly affected by this legislation. Here are a few of the most relevant provisions:

• It’s now easier to get a loan from a community bank.
• Small business owners don’t need to pay capital gains tax on certain investments.
• They can deduct more of their family’s health insurance payments.
• Simplified cell phone deductions make it more likely business owners can take advantage of that tax break.

Your Advice Matters Now

Of course, reading about this tax news is not all your clients will do. Each article in our Monthly Client Newsletters reminds your readers to turn to you – their trusted financial advisor – for more guidance.

These current topics, in particular, drive clients to the phone or your office for a meeting. Small business owners might want to talk over whether now is a good time for them to take out a loan or sell off some stock.

And for taxpayers, the congressional actions of the next two months could have a major impact on their tax burden – and many will want to explore various ways to mitigate any negative tax consequences of upcoming changes.

How Do You Get a November Newsletter to Your Clients?

If you’re a current client, you get the Monthly Client Newsletter absolutely free.

The November issue posts to your website on November 1st, and around November 10th it will automatically send to the list of contacts in your Email Marketing System.

As always, prospects and clients – everyone on your list – will be impressed with the timeliness of the articles and the relevance to their situation. The regular guidance and added value from the newsletter strengthens the client bond, which makes for a healthier CPA firm.

If you’re not a client with us, sign up today and get a free 60-day trial. If you sign up before the end of October, the November newsletter is yours.

Brian O'Connell, President

This week, a reader left a comment on our QuickSend blog post. He said he didn’t think we needed to worry about the security of email.

He wrote,

“I know that you say email is not secure, but the chances of your competitors setting up an intercept for your email are so small that it’s kind of silly, especially if you use a reputable mail client (even gmail works) and a browser with encryption.”

In this post, I want to explain why our focus on security for our CPA websites is anything but silly.

In fact, it keeps our clients safe from a security breach that could ruin their practice – as well as saving them from a $100,000 fine.

Defining the Threat

Do you really need to worry that Ed Smith’s firm down the street is going to intercept your email?

Here’s what Bob Rayl, our Chief Technology Officer, said about that question, in reponse to the above comment:

“Our primary goal is to make it as easy as possible for accountants and tax professionals to protect their clients.

“We’re not overly concerned with an accountant’s competitor intercepting e-mails; we’re much more concerned with people who would use sensitive information (social security numbers, account numbers, etc.) for nefarious means — of which there’s been no shortage lately, judging by the disturbingly large (and growing) number of people out there whose machines have been compromised for just such purposes.”

Yes, “intercepting email” sounds like such a remote possibility that it’s not even worth considering. But, in fact, the threat lies in the potential for your computer to be hacked – not by your competitors, necessarily, but by “professional” hackers – for the prized information you have stored in your email attachments.

Why Password Protection Is Not Enough

Bob explains why – unfortunately – protecting your emails with a password falls short of the mark:

“If you’re sending files via e-mail, they can be cracked, even if you’re password protecting the file.

“A large portion of firms out there have been using passwords such as their clients’ social security numbers, zip codes, or a combination of the two. A simple script can ‘brute-force’ the password in a matter of minutes in the case of a 9-digit number such as a social security number. It’s a matter of seconds for smaller passwords such as zip codes.”

Simply put – if a hacker wants the information in an email attachment, he can probably get it.

Federal Regulations Mandate High Security

Even if we decided that we did not need to protect our clients against the possibility of hacking, we would still be obligated to tell them that email is not secure.

Why? Because of the Gramm-Leach-Bliley Act (GLBA) of 1999. All tax, accounting, and CPA firms, regardless of size, must comply with the GLBA, also known as the Financial Services Modernization Act of 1999.

The GLBA was enacted to protect consumers’ private financial information. It governs the collection and disclosure of clients’ financial information by CPAs, accountants, and tax preparers.

A single violation of the Gramm-Leach-Bliley Act carries a fine of up to $100,000 for each violation, and key officers may be fined up to $10,000 per violation.

If we don’t protect your data according to the regulations, your firm is in serious jeopardy.

Our Client Portal Keeps You Fully Protected

If email is not an option for transmitting financial information, what can you use to exchange documents with your clients?

Our secure Client Portal.

When you use our Client Portal, your clients’ data is 100% encrypted. This virtually eliminates the legal liability associated with data breaches. In fact, your Client Portal has very detailed Audit Trails that help prove that information hasn’t been leaked.

Furthermore, our Client Portal is proteceted by 14 layers of security. Other Client Portal vendors provide only 5 or 6 layers.

QuickSend and SecureReceive, our time-saving features that allow you and your clients to quickly exchange files without having to click in to the Portal interface, uses the very same highly secure technology.

Using these tools keeps you fully compliant with the regulations and as protected as possible.

We Welcome the Comment

I’m delighted that a reader questioned why our security is so high. I know it’s a topic with a lot of technical details, and explaining it can get a little dry.

But it boils down to this: providing our clients with the highest level of security is paramount at CPA Site Solutions.

If you have any questions about our secure Client Portal, QuickSend, SecureReceive, or anything else, give us a call at 1-800-896-4500, or email support@cpasitesolutions.com.

Some clients won't feel comfortable using the Online Interactive Tax Organizer. We have a solution for them.

The Online Interactive Tax Organizer that comes free with our CPA websites is secure, flexible, and a huge boost to firm efficiency.

But not all your clients are ready to enter their tax information online. They may be resistant to change – or maybe they don’t trust the security of an online program.

Meeting your clients “where they are” is key for client retention. So how can you maintain efficiency while also serving your less tech-savvy clients?

Just suggest they use the PDF version of our tax organizer. They download and print it out directly from your site, so you don’t need to mail a thing.

PDF of Tax Organizer

For clients who just don’t want to use the online version, we provide a PDF of the Tax Organizer.

Clients simply go to your website . . .

To get the to the right page, clients choose "Free Tax Organizer" under "Tax Center."

. . .  click on “Free Tax Organizer” under “Tax Center” . . .

Clients just click "View Tax Organizer" to get the printable PDF.

. . . and click on “View Tax Organizer” in the bottom left to call up the document.

So, instead of urging your skittish clients to use your Online Interactive Tax Organizer, just direct them to this page on your site. All they have to do is click a button.

(They will need Adobe Acrobat to open the PDF. Note that this page on your site includes links to download Acrobat for both a Mac and a PC.)

2010 Tax Questionnaire Now Available

Your printable tax questionnaire is now updated for the 2010 tax year. Clients can now print a copy of the worksheet and begin entering in their information, to bring to a meeting in the office with you.

The Tax Return Questionnaire takes your clients through all the information you need to complete their return.

Serve Your Clients – Efficiently

Just because your clients aren’t ready to use all the time-saving features of your website doesn’t mean you have to say good-bye to efficiency. Our Free Tax Organizer is easy to access and print out – and it saves you time and energy.

Do you have questions about our Online Interactive Tax Organizer or the PDF version of the Tax Organizer? Give us a call at 1-800-896-4500 or email us at support@cpasitesolutions.com.

Be prepared this tax season!

Our Local SEO Service helps you dominate the search engines.

CPA websites are a vital feature of a firm’s marketing strategy. Without a website, a CPA firm misses out on scores of potential clients.

But what if your website doesn’t show up on the search engine results pages (SERPs) when folks search for an accountant in your area?

If that’s the case, you may need some targeted search engine optimization (aka SEO).

With our Local SEO package, your website can list higher in the search engines – ideally on the first page, or even in the first few results. Which translates into more calls from high-quality prospects.

Our SEO Offer

Our Local SEO services include something called on-page optimization. This involves crafting the meta tags and page content to be as friendly as possible for the search engines (Google, Yahoo, and Bing).

When you sign up with Local SEO, we also submit you to 96 online business directories. Because each listing uses the same information for your name, address, and phone number, Google places greater trust in your website, which also gets you a higher listing.

And so you can track your SEO’s effectiveness, we install Google Analytics. Analytics reports help you determine how many visitors you’re getting to your site and whether they’re converting to clients.

Why “Local”?

It’s true – you’re competing with numerous other accountants for clients. But on the upside, you’re only competing locally.

When someone searches for a CPA, they don’t just put “CPA” in the search box. They look for a CPA in their city or region.

We submit your firm to Google Maps (aka Google Places) which means that any geographic search with a keyword (“Burlington VT bookkeeper”) is nearly certain to return your listing at the very top of the page. (It’s not hard at all to get you listed in the top 7 when you live in a smaller town. Getting into the top 7 in New York City isn’t as sure a bet.)

You're likely to place within these top 7 listings when we submit you to Google Places.

Examples

Ednomics Financial LLC is a great example of a site that shot to the top with our Local SEO Service. Because the firm is in a less populated area (Bloomington, MN), they got excellent results on several keywords.

Eric Hodgeson‘s site was a bit more difficult because of his location (Houston, TX). But with our SEO work, he’s now the fifth listing for “houston tx accounting.”

We Do It for Less

You can spend $1,000 to $2,000 per month on SEO services. But you don’t need to.

Most of the on-page SEO work is done in the first few weeks. That’s why a subscription rate for SEO doesn’t make sense.

We charge a one-time fee – and we price it low at $499.

Here’s How to Sign Up

If you’re ready to show up on that coveted first page of search results, consider our Local SEO Service. It makes a big difference when you’re looking for new clients. Sign up here.

Don’t hesitate to call our webmasters if you have questions about SEO – 1-800-896-4500. Or email us at support@cpasitesolutions.com.

Brian O'Connell, President

Last week we rolled out a new feature: SecureReceive for CPA websites. With SecureReceive, when a client sends a file to the Secure File Exchange, you just click on the link in the email notification and you start receiving the file right away.

Instead of 7 steps to download that file to your hard drive, it’s just 1.

And, SecureReceive works for your clients, too – when you deliver a file to their My Documents folder, they get an email with a link that automatically retrieves the file.

This feature works wonderfully for a lot of firms and their clients. But we heard from some of you that you miss being able to log in to the Portal directly from the email notification.

So…

SecureReceive Now Has Two Links

G. Scott McDaniel, CPA, PC, made this suggestion on our blog:

When we upload payroll files, including checks, [our clients] get one file at a time. It is much better for them to be logged into the portal where they can view all the files in their box. They can then determine which files to download, and in what order.

Please give us the other way back, or the option for the client to choose.

It makes a lot of sense to give the option of whether to download a file or log in to the Portal. We added the second link – so now the choice is yours.

Your email notification now has two links, like in this example.

If you or your client just have one file to retrieve, then the first link is best. If, on the other hand, your client has sent numerous files to the Vault and you want to view them all, then choose the second link.

Same High Level of Security

Remember that SecureReceive has the same high security of our Client Portal – the most secure Client Portal on the market.

The new feature doesn’t actually deliver the file through email; it just allows you to receive the file straight from the secure environment of the Portal in just one click – or, as before, to go there directly.

Let Us Know…

If you have any questions at all about SecureReceive, just give us a call at 1-800-896-4500, send us an email at support@cpasitesolutions.com, or post a comment!

Wish there were a way to streamline tedious tax work? Check out your Online Tax Organizer.

Websites for accountants help you serve all your clients – whether you manage their books, run their payroll, or act as their part-time CFO.

But the bread and butter of most small to medium-sized accounting firms is taxes.

How can you speed up the time-consuming and laborious process of completing 1040s?

With your Online Tax Organizer, of course!

Save Time

The Online Tax Organizer saves you time in 3 ways:

1. Because the organizer is online, there’s no need to mail a tax info sheet back and forth. The client fills in the information online at his or her convenience, as they gather data (and at any time throughout the year) – and you can see it right away.
2. It’s easy to collaborate with your clients and your staff. Everyone has access to the same document right at their workstation – cutting down on the need for face-to-face meetings.
3. With your Tax Organizer, it’s a cinch to compare a client’s information year to year so you can check your work and cut down on errors. Say good-bye to flipping through pages while you struggle to keep your place.

Work Flexibly

Every client is different – so not every client will need the same Tax Organizer. That’s why we made your Online Tax Organizer easy to customize.

You can customize an organizer for a particular client – or create multiple organizers, one organizing Real Estate transactions, one organizing Stock transactions, one organizing interest income, and so on.

And as your practice grows, so does your Tax Organizer. Not only can you create and store up to 200 Tax Organizers per client, but the Online Tax Organizer also allows you to support up to 10,000 clients. You’ll always have enough capacity to store as many Tax Organizers as you need.

Enjoy Top Security

All of your clients’ data is stored on our secure server, which uses 128- to 256-bit file encryption. You can be assured that critical financial information is fully protected.

Update Now to 2010

When it’s time to update to the next year’s organizer, it’s easy to do. Once you’re in the Tax Organizer Administration in the Portal, click on “Manage Organizers.” On the next screen, you’ll find a link: “Add 2010 Organizer.” Click that link, check the box next to the 2010 Organizer now listed in the table, and hit “Publish.”

Check out our Help file for detailed instructions and screen shots.

Tax Season Is Coming…

Do you have questions about the Online Tax Organizer before tax season hits? Give us a call at 1-800-896-4500 or email support@cpasitesolutions.com. We’re more than happy to help.

If you don’t yet have a Complete Web Suite with CPA Site Solutions, remember that the Online Tax Organizer is included in your subscription fee. Give us a try free for 60 days!

Brian O'Connell, President

Having a Client Portal is a must for accounting websites – and with CPA Site Solutions, you get a secure Portal that saves you time and money.

I’m happy to say that your Client Portal just got a little more efficient, while maintaining our high level of security.

Now, with SecureReceive, you receive your clients’ documents in just one click. And it’s just as secure as ever because it still goes through our secure Client Portal.

The New Way to Receive Client Documents

It used to be that when a client sent a document to the Secure File Exchange and you got an email notification about it, it took you 7 steps to start loading that file. You clicked on the link, gave your username, gave your password, clicked over to the Secure File Exchange . . . and so on.

That was the old way. Want to hear the new way?

Now, when you get your email notification that a client has deposited a file in the Portal, you just click the link in the email and the file starts to load right away. Instead of 7 steps to receive the file, it’s just 1.

Here's an example of the email notification you get with SecureReceive.

If you’re not logged in to the Client Portal at the time, you get a screen asking for your password. Once that’s filled in, the file starts to load.

Once you start receiving the file, you see this screen.

How Is This Secure?

Using SecureReceive doesn’t mean you’re getting client documents through email. (Email is NOT a secure platform for sending and receiving client files – which is why you need a Client Portal.)

SecureReceive still routes through the Client Portal. But now receiving files is quicker because you can easily get the file by clicking on the link in your email.

That’s why, if you’re not logged in to the Portal when you click on the SecureReceive link, the system will prompt you to give your password. This ensures that only authorized users are receiving files with this method.

And your Client Portal is protected by 14 layers of security. In fact, it’s the most secure Client Portal available on the market.

SecureReceive Is Already in Place

This new feature is already working for you. There’s no need to download or install a thing!

With the busy season creeping closer, this little time saver should make life a bit easier for you.

Do you have any questions about SecureReceive? Give us a call at 1-800-896-4500 or email support@cpasitesolutions.com.

Brian O'Connell, President

Have you heard about WordPress?

It’s one of the top blogging programs – chosen by millions of people and businesses worldwide, including eBay, Martha Stewart, and Wired.

People love it because it provides superior flexibility, in both design and function. (You can even build a whole website on the WordPress platform.)

In fact, it’s used by over 12% of the 1,000,000 biggest websites – and it’s the most popular content management system out there.

Host a WordPress Blog on Your CPA Website

Now, you can have a WordPress blog right on your CPA website with CPA Site Solutions.

Of course, we already have an Integrated Blog feature, which is perfect for those who want to blog once a week or less.

But if you’re in love with blogging and have been yearning to ramp it up – a WordPress blog is an excellent choice for you.

Here are 3 benefits to blogging with WordPress on your CPA website…

Boost Your Online Presence

When you blog regularly, you increase your chances of appearing higher in the search results on Google, Yahoo, and Bing. That’s because your site is more dynamic, with fresh content every few days.

Eager to see your website rise through the ranks and draw in new clients? Lots of blogging is a great way to get that going.

Perfect Your Image

Using WordPress allows you to choose from scads of themes (their word for “designs”) as well as plugins (bits of software that add to your blog’s functionality). More themes and plugins means you can customize the look and feel of your blog to better shape your image.

Needless to say, regular blogging is a fantastic way to show off your professionalism. Writing about the latest tax news and issues that affect your clients positions you as the expert you need to be to get new clients and keep your current ones.

Join the Community and Get Referrals

Your WordPress blog is set up so others can easily comment on your posts. When you get a comment, respond! Then go to the commenter’s blog and leave a message there.

The more you do this, the more you’ll be part of the community. And that’s a crucial part of getting word-of-mouth (WOM) referrals.

Two Packages to Choose From

Choose from two blogging packages: Do It Yourself or We Do It for You.

Both options include hosting, setup of all the proper settings and permissions, installation of the WordPress software, and an admin account – making either choice an easy and efficient way to go.

Do It Yourself

For $49.95, we get you started with WordPress. You find and install the theme and plugins that work for you.

We Do It for You

For $99.95, you get as many user accounts as you like. We also install a theme and plugins of your choice from our list of the best.

Get Started Today

To get started with a WordPress blog on your CPA website, just sign up!

Still need a website for your accounting firm? Sign up for one of our Complete Web Suites and get a free 60-day trial.

Brian O'Connell, President

Pocket protector, hair parted in the middle, more comfortable with the calculator than people… Does this sound like someone you know?

Unfortunate as it may be, many people think of accountants as boring and nerdy – wallflowers who don’t like to socialize or have fun. But is this accurate?

I’ve worked with accountants for years, building CPA websites – and I think they’re friendly and fun. (In fact, I like them so much, I married one.)

But the general public might not see them this way. Marketers at Kaufman, Rossin & Co. in Miami made a video about just this topic: Are Accountants Social?

Social Media

In the Kaufman & Rossin video, the videographer interviewed average folks she met on the street, getting their impressions of accountants.

At one point, she tells two young women that she’s a marketer for an accounting firm and working with social media. The women are visibly surprised and claim they’ve never heard of that. The videographer responds that accountants now realize they need to embrace online social programs like Facebook, Twitter, and LinkedIn.

So, join in! Here are the benefits to the Big Three social media sites…

Facebook

Facebook is arguably the best tool for reaching out to prospective clients. You might start with a friend list made up of your actual friends – but from there, it’s easy to friend new folks and expand your circle.

Say you run into a friend at the store. She’s with another friend, and introductions are made. Friend no. 2 learns that you’re a CPA and expresses some interest in hiring you for the upcoming tax season.

When you get home, go onto your friend list on Facebook and see if Friend no. 2 is on Friend no. 1′s friends list. If she is, friend her! This will keep you in her mind and maximize the chance that she will reach out to you when the time comes.

Twitter

The best way to think of Twitter is that it’s a place to connect with others in your industry.

A common type of tweet for professionals is the “tiny URL” that links readers to an article or blog post of interest. Click over to these articles to quickly read about the latest news. And don’t forget to tweet out links to your own blog posts or articles you’ve come across.

You probably won’t find many clients on Twitter, and even if you do, the client connections you make there won’t be as strong as those on Facebook. But Twitter helps you stay current in the field. And that’s ultimately useful for client retention and attraction.

LinkedIn

LinkedIn is excellent for networking and recruiting. Your LinkedIn profile allows clients and colleagues to read about your job history and your areas of expertise. You can also connect your Twitter account to LinkedIn, so all your tweets appear to your LinkedIn contacts.

When it comes time to add to your firm, LinkedIn will come in very handy. Use LinkedIn to do period checks of your colleagues’ connections – so that when you need to hire, you already have some folks to call.

Take advantage, too, of LinkedIn’s groups. Join a few local and national accounting and finance groups and contribute to the conversation. These folks can act as advisors and sounding boards for all types of situations your firm runs across.

Leverage Your Socializing with Your CPA Website

Show your clients and other visitors to your website that you’re out there making connections and rubbing elbows. Add Facebook, Twitter, and LinkedIn widgets to your homepage.

Don’t forget that you can auto-post your blog posts to the Big Three, too!

If you have questions on how to integrate social media into your CPA website, give us a call at 1-800-896-4500 or email support@cpasitesolutions.com.

And please – follow us on Twitter (@cpasitesolution) and “like” us on Facebook!

Brian O'Connell, President

What does it mean to be “more than” a CPA firm?

It means moving beyond accounting as a commodity. Finding ways to over-deliver. Treating your clients as more than just another job.

A recent article by Nicholas D. Keseric Jr. in WebCPA discusses the need to be more than a CPA firm.

Keseric writes,

“Business prospects, as well as current clients, are looking for ideas, suggestions, information and approaches. How they can better run their business, increase revenues and profits. Get more visibility. Leverage what they are doing to create more opportunities.”

Keseric lists several ways accountants can be “more than.” When reading this list, I noticed that a CPA website from CPA Site Solutions is already offering accountants the ability to put some of these solutions into action.

Solution 1: Relevant Articles

“An article that pertains to their industry.”

Keseric says to reach out to prospects, clients, and centers of influence, or COIs, with a relevant article. (COIs are the bankers, attorneys, insurance agents, and consultants who refer clients to you.)

With our 3,000 pages of Financial Guides, your CPA website has this one covered. Of particular interest to your business clients is the Business Strategies Guide, which provides valuable information on how to nurture a business’s growth through every stage.

Your 35-page services section, too, focuses on what you do for particular industries.

Solution 2: News Updates

“A heads-up to potential changes in tax laws, banking regulations, HR issues, medical and health issues, and how these and other changes could affect their business.”

You deliver this to your clients by way of your Monthly Client Newsletter and Email Marketing System.

• Through the Client Newsletter, your clients get valuable information and tips on all kinds of finance-related issues – from the latest in tax laws to how to save for their children’s education. (For example, the October 2010 newsletter features an article about the 2011 changes to Flexible Spending Arrangements, or FSAs.)
• Through the Email Marketing System, you can send specific and targeted messages to all your clients or to certain segments of your list. Use this for any kind of message, from information on recent changes in tax laws, to the latest on health care legislation, to a plug for your favorite charity.

Solution 3: Cross-Selling

“How other resources within your firm can help them, aka cross-selling.”

Your website gives you numerous ways to offer additional services to clients. Here are just three of them:

• Online Accounting is perfect for your business clients – allowing you to manage their books while keeping their data fully backed up and protected.
• 56 Interactive Financial Calculators allow your clients to make sense of their finances – including the gaps, where they might need more assistance from you.
• When you add the Online Payroll feature to your site, you show your business clients how you can safely and cost-effectively meet their payroll needs.

Remember that your site includes 35 pages of details on the services you offer. Use these pages to remind your clients of all your firm can do  - QuickBooks support, IRS audit representation, elder care, and so on.

It Doesn’t Have to Be Hard…

Being “more than a CPA firm” is a lot easier with a CPA website from CPA Site Solutions.

Your site’s content allows you to add value to the client relationship in so many ways.

Ready to take the plunge? Give us a try for free for 60 days. See how we can help you achieve that coveted “more than” status. In the words of Keseric,

Prospects are telling . . . accountants, “Before we switch to your firm we want more than a firm that provides accounting services. What else can you do for me and my business?”

Let your CPA website be the answer.