If you’re an accountant or bookkeeper, you’ve likely found yourself wondering, “What do I really need from my clients to get the job done right?” You’re not alone. Knowing exactly what information to request from clients can feel tricky, especially since every client is unique, with different needs and workflows. Whether you’re just starting out or have years of experience, getting clear on what information to request upfront can make all the difference. In this post, I’ll share some simple strategies to help you streamline your information-gathering process and set both you and your clients up for success.

Why Knowing What to Ask is So Important
It might sound simple, but having a clear list of what to ask clients can save you time, reduce back-and-forth emails, and help you avoid those “Uh-oh, I forgot to ask for…” moments. When you know what to request from your clients right from the start, you’re able to work more efficiently, deliver accurate results, and ensure clients feel well taken care of. It’s all about building that solid foundation for a smooth working relationship, and it starts with asking the right questions.

My Best Tips for Streamlining Your Client Information Requests

Here are some straightforward strategies to help you confidently request the information you need from clients.

Tip 1: Create a Simple Client Intake Checklist

One of the easiest ways to ensure you’re collecting everything you need is to create a client intake checklist. This list can include essentials like business details, financial documents, goals, and any specific requirements. You can place this checklist on your onboarding dashboard, making it easy for clients to access and complete. Plus, having a checklist reassures clients that you’re covering all the bases. As you grow your business, you can update this list to reflect your latest services and experience.

Tip 2: Niche Down to Create a Standard List

If you specialize in a niche, it’s much easier to develop a standard intake list. Serving a specific client type helps ensure you’re asking relevant questions from the start without spending extra time on customizing. Of course, there may still be instances where a slight tweak is necessary, but with a niche, those adjustments will be few and far between. Having a clear niche doesn’t just streamline your work—it can also strengthen your reputation as an expert.

Tip 3: Be Clear About Why You Need Certain Information

Clients are more likely to provide what you need if they understand why it matters. For example, if you’re requesting transaction histories, explain how this will help you better track cash flow or assess profitability. When clients know there’s a purpose behind your questions, they’re more likely to give you thorough responses, making your job easier in the long run.

Tip 4: Set Up a Client Portal or Shared Document Space

Using a client portal, Google Drive, or Dropbox makes it simple for clients to upload documents securely and access them whenever needed. This shared space provides both you and your client with a convenient way to organize and update information in real-time. Keeping everything in one place reduces email back-and-forths and ensures all necessary documents are within easy reach.

Tip 5: Include Clarifications in Your Onboarding Call

Sometimes, written information isn’t enough. Scheduling a few minutes within your onboarding call to clarify any questions or discuss specific needs can help get both you and your client on the same page. This brief discussion allows you to understand the client’s business more deeply, ensuring that you have everything you need to serve them well and avoid potential misunderstandings later on.

FAQ

Q: How detailed should my client intake checklist be?
A: Start with the essentials—things you need to begin your work confidently. As you get familiar with different types of clients, you can add more specific questions tailored to various industries or situations. Keep it straightforward but flexible.

Q: What if a client is hesitant to share sensitive information?
A: Explain the importance of the requested information and how it impacts the quality of your work. Emphasize that you have secure processes in place to handle sensitive data. When clients understand the “why” behind your request and feel reassured about security, they’re often more comfortable sharing.

Q: Can I automate the information request process?
A: Yes! Using client management software can help automate intake forms, requests, and reminders. Automation ensures a consistent process, saves you time, and keeps everything in one place for easy reference.

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