6 ways virtual receptionists make tax season easier

6 ways virtual receptionists make tax season easier: woman at desk works at computer

For accounting professionals, tax season is often the busiest time of year. If you’re a self-employed CPA or other financial services professional, that means a spike in business—and potentially in your blood pressure, too! 

The sudden influx of calls and questions can feel overwhelming, leading to stress and anxiety. But you never want to turn down business during these bread-and-butter months. 

So how can you break the annual cycle of having your brain fried by the workload? This year, we say, “Try something new!” 

Then we follow up with: “Try our virtual receptionist solution that can transform your business into an efficient scheduling machine!” 

Intrigued? Then here are six ways how our virtual receptionists can make your tax season more manageable (and, in turn, maybe more profitable).  

Fewer distractions

This one’s the no-brainer. During tax season, you’re going to get swamped with calls and emails. That non-stop stream of interruptions will destroy your focus, which is never good when you’re performing complex tax calculations and customer consults, is it?  

Sure, a temp in-house receptionist is one solution… but a flexible “only pay for the time you need” remote receptionist can do all the same things, at a fraction of the cost

At Ruby, our efficient team of 24/7 virtual receptionists is eager to tackle and filter all your inbound messages so you can concentrate on the tasks at hand.

Happier clients

While tax season is a boon for tax pros, for your average taxpayer? Not so much. 

Few sane people look forward to collecting their paperwork and going through the burdensome process of filing state and federal returns. It’s a time when many of us feel worried and impatient. That’s not exactly the ideal mood you want incoming callers to have. 

And that mood won’t get any better if you’re delayed answering the phone or returning messages. Customer satisfaction is crucial, now more than ever—and virtual receptionists can contribute to your customer satisfaction levels by providing responsive, professional service, thus ensuring your callers feel valued. 

From addressing inquiries and concerns to scheduling appointments (or even giving driving directions), our ‘round-the-clock Ruby receptionists make an amazing first impression for your business while preventing frustration and potential loss of business due to missed calls

Less back-and-forth

Speaking of scheduling, every minute you spend on the phone taking appointments and managing back-and-forth conversations is time you could be working—and billing clients! 

Our virtual receptionists streamline that whole process, handling appointment bookings, rescheduling, and reminders. They’re also adept at responding to frequently asked questions based on the information you provide in advance. 

Such scheduling efficiency reduces your administrative burden and minimizes the potential for double bookings or costly missed appointments. So far, so good? 

Enhanced scheduling capabilities

Staying organized is vital for every small business on any given day. But during the busy tax season, a lack of organization causes headaches when you’re juggling higher-than-usual client volumes. 

Here at Ruby, we’re all about organization—and integration! Our proprietary software was made to integrate with a range of apps, including scheduling software. This allows your Ruby receptionist to manage your calendar in real-time, so they can set up appointments based on your live availability and preferences. 

More visibility over client communications

Do you take the time to track and record all of your client communications? Probably not. And we don’t blame you, because that’s time-consuming (and a pain in the neck). 

Yet tracking comms can offer CPAs and tax professionals invaluable insights into client interactions. Over time, that data is a gold mine that can reveal news you can use for improving your business, adjusting your services, and enhancing your marketing effectiveness. For some business owners, it even helps ensure compliance with financial record-keeping requirements.

So if you don’t have time to track client communications, don’t worry—because we do!

Up-to-the-minute notifications

Waiting on a critical call? Got a big client with a hot topic you need to address ASAP? Afraid you’ll miss a critical message? 

Relax! We’ve got you covered! With Ruby, you’ll always be up-to-date via instant notifications regarding those all-important calls, messages, or scheduling changes. Our real-time updates keep you on track without disrupting your workflow.

Save time and win business with Ruby.

At Ruby, we’ve helped over 14,000+ small businesses in virtually every sector. Over the years, we’ve become particularly keen on teaming up with CPAs and other financial professionals because we’ve seen how smoothly our service integrates with such operations. 

But why not hear directly from one of our client testimonials? 

“Ruby makes me look good and keep costs in check,” writes Frank Molinar of Molinar & Co Financial Associates. “You just can’t replace the value of a live, professional person to answer your calls, especially if you’re in a high-touch, service business.”

Ruby’s virtual receptionists offer a holistic, integrated, and personalized approach that can drive engagement and boost your bottom line. Our flexible features and capabilities include:  

  • 24/7 live answering
  • Mobile app notifications
  • Custom voicemail
  • Bilingual English-Spanish services 
  • Appointment scheduling
  • Call forwarding
  • Robocall filtering
  • Outbound calling
  • Lead capture
  • Scheduling
  • Payment processing
  • Webforms
  • Number porting and hosting
  • HIPAA compliance
  • Answering FAQs

So if you’re ready to make hay while the sun’s shining, check out Ruby’s comprehensive guide to virtual receptionists and discover how we can support and optimize your business this tax season!

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