Texting Guide for Accounting Firms

Accounting firms run on deadlines, documentation, and quick clarifications. Clients expect clear reminders, simple scheduling, and secure links to finish tasks. TextUs helps partners, managers, and coordinators send short, useful SMS that can move work forward without long email threads.

How TextUs Fits Accounting Firm Workflows

TextUs Campaigns can reach targeted lists from your CRM or practice management system with concise prompts that drive one action. You can attach PDFs or images such as organizer checklists, engagement one-pagers, parking maps, or bank verification guides so clients can act without leaving the thread.

Keywords like DOCS, SIGN, PAY, or CALL can route replies into short Sequences that confirm intent and can send the next step automatically.

Replies land in the Shared Inbox, where admins and client teams can assign owners and answer with templates. Integrations can sync contacts and message history to your system of record for audit trails.

Inside TextUs, you can see deliveries, replies, and clicks, and you can export CSVs to connect messaging with booked meetings, documents received, and invoices paid.

What to Set Up First

Connect your CRM or practice platform so lists, contacts, and conversations can sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Align with compliance on what can go in SMS and what must go to secure portals.

Create templates for high-volume moments. Useful categories include organizer requests, document chases, e-signature nudges, appointment confirmations, and payment reminders. Assign Shared Inbox coverage by team and hours so someone can own replies during each business day.

Build segments that match your calendar. Examples include New Clients This Month, Organizers Sent Last 7 Days, Missing Docs, Returns Ready for Signature, Extensions, and Invoices Due. Focused lists can keep the first touch relevant and reduce message fatigue.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “Missing Docs.” This can make sure your message reaches the right clients.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, we still need a few items for [Year] taxes. Reply DOCS for your secure checklist link.”
3. Attach media: Add a PDF or image when helpful, such as an organizer, ID checklist, or parking note. Attachments can reduce back-and-forth.
4. Set up an A/B test: Create a second version that changes one element, like the opener or the call to action. You can compare reply rates to pick the winner.
5. Schedule your campaign: Send during business hours for the client’s time zone. You can set a recurrence for monthly bookkeeping sweeps or weekly document checks.
6. Create a keyword: Add a keyword such as DOCS, SIGN, or PAY and reference it in your message. When a client replies with that word, TextUs can recognize it automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the secure link or confirmation. Step 2: Follow up after 24 hours if there is no response.”
8. Send and monitor: Launch your campaign, watch replies, and assign any edge cases in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks. Here is your secure upload link: [short URL]. Reply HELP if you need a quick checklist.”
• Step 2 (reminder): “Checking in on your documents for [Engagement]. The secure link is here: [short URL]. We can answer questions by text.”

Segmentation and Personalization Strategy

Segment by engagement stage and urgency so each text can drive one outcome. Examples include Organizer Sent, Docs Missing, Ready to Sign, Extension Filed, Payment Due, and Review Scheduled. Exclude opt-outs and contacts who have already completed the step you want.

Personalize lightly with first name and one field such as year, entity, or date. Example: “Hi {{first_name}}, your [Year] return is ready. Reply SIGN for a secure link.” Safe fallbacks can prevent broken fields.

Refresh segments daily during filing season and weekly for advisory or bookkeeping cycles. An hourly refresh can help with critical deadlines like the 15th. Clean segments can lift reply rates and cut manual chasing.

Template Library for Accounting Firm Scenarios

Keep a compact library your team can send without rewriting. One goal per message, one action, and mobile-friendly phrasing.

• “Hi {{first_name}}, organizer for [Year] is ready. Reply DOCS for your secure link.”
• “Reminder: meeting on [Date] at [Time]. Reply CONFIRM or RESCHEDULE.”
• “Your return is ready for e-signature. Reply SIGN for the secure document.”
• “We still need [Item Type]. Reply HELP for the checklist or DOCS for upload.”
• “Invoice due on [Date]. Reply PAY for a secure payment link or INFO with questions.”

Review the template performance monthly with compliance. You can retire low performers, note which tones lift replies, and keep attachments small and relevant.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs each week. Join that data with CRM or practice metrics like meetings booked, organizers returned, e-signatures completed, and invoices paid. Preserve campaign name, segment, keyword, and variant fields so you can run cohort analysis.

Track reply-to-completion and time-to-completion by stage and entity type. Include attachment and link usage to see whether checklists, maps, or fee one-pagers can improve completion. Keep a short change log that records send time and copy decisions.

Publish a one-page weekly summary. Show delivery rate, reply rate, completion rate, and days to signature or payment. Note which opener and send window can improve outcomes so teams can repeat the pattern.

Client Deadlines, Filings, and Collections

Use TextUs to make deadlines clear without placing sensitive data in the text. A pre-deadline series can set expectations, link a secure checklist, and confirm receipt with ACK. After filing, a short note with a secure link can provide the return and next steps.

For extensions, a focused segment can receive a simple confirmation and a next-date reminder. You can schedule a follow-up that checks for missing items two weeks before the new deadline. Clear, periodic nudges can reduce last-minute rush work.

Collections can stay professional and brief. A secure payment link and a single yes-or-no option can speed resolution. Tone and timing can matter more than length.

Managing Replies in the Shared Inbox

All client messages appear in the Shared Inbox so teams can see context and avoid duplication. The first responder assigns the thread to themselves so the client can have one point of contact. Templates keep answers consistent while a personal line can maintain rapport.

Use tags like Organizer, Docs, Signature, Meeting, and Billing to organize threads. Add a short note before forwarding to a preparer or partner so context can stay intact. If a client goes quiet, you can move them into a brief re-engagement Sequence with one clear option.

Keep notifications on during business hours and key deadline windows. Fast replies can protect show rates and reduce idle work between steps.

Compliance and Deliverability for Accounting Firms

Use registered 10DLC numbers for all business messaging. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a short line in the first message such as “Reply STOP to opt out.”

Do not place sensitive personal data in SMS. You can use secure links for documents, signatures, portals, and payments. Keep messages clear and concise to avoid spam triggers.

Attachments should stay lightweight and relevant. Organizers, checklists, and arrival maps can open quickly on mobile. Send during local business hours and match cadence to the engagement so messages can feel helpful.

FAQs About Texting Guide for Accounting Firms

Can I attach organizers or checklists to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Accounting teams often attach organizers, ID checklists, or arrival maps so clients can act without hunting through email.

Can I automate document chases or e-signature reminders?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences to automate these flows. Many firms use DOCS for secure uploads and SIGN for signature links so clients can complete steps quickly.

How do Keywords and Sequences reduce manual follow-ups?

When clients reply with a keyword like DOCS, SIGN, or PAY, TextUs can enroll them in a Sequence. The first step can send the secure link or confirmation, and the follow-up can check back if there is no response.

How does the Shared Inbox keep partners and staff aligned?

All replies appear in one shared view so admins, preparers, and partners can coordinate. You can assign owners, tag threads for routing, and add notes for smooth handoffs.

What metrics should I track to prove value?

Start with delivery, reply, and completion rates. Export TextUs data and join it with outcomes such as organizers returned, e-signatures completed, and invoices paid. Weekly reviews can refine timing, tone, and segments.