SMS Strategies for Larger Tax & Accounting Practices

As tax practices grow, so do the challenges of managing communication, staying organized, and delivering exceptional client service. Larger tax firms face the added complexity of juggling hundreds or even thousands of clients during peak filing seasons.

Business texting helps you connect with clients in a way that feels easy and personal. Sending reminders, asking for missing documents, or sharing updates becomes quicker and more effective. Clients don’t have to wait on hold or sort through long emails.

In this article, we’ll explore how SMS strategies for larger tax practices can help you keep clients engaged and handle high volumes of work during busy seasons.

Why Larger Practices Need SMS

As tax practices expand, their operational and communication challenges grow. Managing a larger client base, meeting tighter deadlines, and maintaining personalized service can overwhelm traditional communication methods.

This is where SMS (Short Message Service) for larger tax practices proves invaluable:

Scale Communication in Growing Practices

When practice starts small, it’s easier to manage communication. Staff can call clients directly or rely on emails to share updates. However, as the client base expands, these methods can become inefficient.

Common issues include:

• With more clients, keeping track of schedules becomes harder and leads to missed or double-booked appointments
• Emails and phone calls pile up, which leaves clients waiting for answers
• Difficulty maintaining the same level of attention for every client
• Handling repetitive tasks like reminders and follow-ups takes up valuable time that could be spent on complex cases

SMS provides a fast, reliable, and scalable solution to handle the growing communication demands of a larger practice. Text messages reach clients instantly and are read almost immediately, with an open rate of over 98%.

The simplicity of SMS is another advantage. Clients don’t need special apps or internet access, just their mobile phone.

Practices can automate routine tasks, such as sending reminders, requesting documents, or updating clients on their filing status. This automation reduces staff workload and guarantees no client is overlooked.

Meet Modern Client Expectations

Clients expect quick, convenient, and professional communication from the businesses they work with, and tax practices are no exception.

With increasing reliance on mobile technology, most clients prefer receiving updates and reminders through text messages rather than emails or phone calls. SMS strategies for larger tax practices cater perfectly to these preferences.

Automation makes it easy to meet modern client expectations without overburdening your team. Tools like Textellent allow practices to automate reminders, alerts, and updates while personalizing the content for each client.

Reduce Operational Bottlenecks

As larger tax practices grow, operational challenges can become more pronounced, especially during peak tax seasons. Handling missed appointments, incomplete documentation, and repetitive client follow-ups can overwhelm staff and lead to inefficiencies.

SMS provides a simple way to reduce these bottlenecks, which improves productivity and maintains client satisfaction.

Missing or incomplete client files can bring tax preparation to a halt. SMS provides a quick and direct way to request specific documents. Adding a secure link in the message makes it even easier for clients to upload the required files.

During peak seasons, repetitive inquiries can pile up. SMS can handle common client questions by using templates or automated responses to send updates about filing progress or confirmations.

Cost-Effectiveness for Larger Practices

While larger tax practices invest in software and infrastructure, SMS remains a cost-effective communication channel with huge ROI.

SMS marketing cost is relatively cheaper. Automating appointment reminders, document requests, and deadline alerts also reduces the need for manual follow-ups, freeing staff to focus on higher-value tasks. Time saved directly translates to cost savings in labor.

Most SMS marketing software is affordable, even for larger firms. Tools like Textellent offer scalable pricing plans to suit the specific needs of practices. Unlike complex software or CRM systems, SMS platforms are easy to integrate and require minimal training.

Balance Growth and Personalization

A larger client base often means a shift towards automated processes and standardized communication. However, clients value personalized interactions that make them feel seen and cared for.

SMS strategies help strike the right balance between scalability and personalized communication to make sure growth does not come at the cost of client satisfaction.

Modern SMS platforms allow you to automate marketing messages while including personalized elements, such as the client’s name, appointment details, or document requirements.

Segmenting your client base into groups, such as business owners, individual filers, or clients with overdue accounts, you also send messages that address their specific needs.

Business clients might receive messages about quarterly tax deadlines, while individual clients get reminders for year-end filings.

5 SMS Strategies for Larger Tax & Accounting Practices

Implementing SMS strategies for larger tax practices can impact how your practice communicates with clients. From appointment reminders to marketing additional services, SMS provides versatile solutions to improve operations and client satisfaction.

Below are actionable strategies specifically for larger tax firms.

1. Appointment Reminders and Scheduling

With a growing client base, missed or forgotten appointments can disrupt workflows, reduce productivity, and even impact revenue. Sending reminders via SMS is a fast yet powerful method to address these challenges.

Traditional methods like phone call reminders or email notifications often fall short due to their time-consuming nature or low engagement rates.

A simple reminder delivered 24 to 48 hours before an appointment keeps clients aware of their schedule and gives them enough time to prepare or reschedule if necessary.

Scheduling can also be simplified with SMS. Clients can receive links to book appointments through an online scheduling tool.

Once an appointment is set, they receive a confirmation text, followed by automated reminders as the date approaches. It reduces back-and-forth communication, which saves valuable time for your team.

Textellent’s scheduling module is designed to meet the demands of larger offices. It creates seamless booking and management for appointments across multiple staff members and services. Clients can self-schedule by selecting their preferred time and tax professional, with real-time availability.

Transform tax season stress into success with smart texting. Sign up for a free trial or request a demo consultation today!

2. Tax Filing Deadline Alerts

As tax-filing dates approach, clients may become overwhelmed with other responsibilities or simply forget critical deadlines. This can result in a last-minute rush, which causes stress for both clients and your team.

An SMS alert can be as simple as a friendly reminder sent to clients a week or month before the filing deadline. Follow-up messages can be scheduled closer to the due date so clients remain aware of the urgency. Make sure to balance reminders so they’re helpful without feeling intrusive.

To improve the impact of your SMS alerts, consider tailoring messages based on client types. Individual clients might receive general filing reminders, while business clients could be notified about quarterly deadlines or specific tax requirements.

Also, including links within your text alerts can make it easier for clients to take immediate action. A message might include a secure link for document submission or a quick way to schedule an appointment if they need assistance.

3. Client Document Requests

Traditionally, document requests are sent via email or handled through phone calls, but these methods are limited. Emails can easily be buried in inboxes, while phone calls require time investment from staff and are not always convenient for clients.

SMS strategies for client document requests offer a direct and efficient solution to this common challenge.

Many SMS platforms integrate with secure file-sharing systems, which allow clients to upload documents directly from their phones. This feature eliminates the need for scanning, emailing, or visiting the office, which can be time-consuming for clients.

Even with clear initial requests, some clients may forget or delay submitting their documents. SMS makes it easy to follow up without overwhelming them. A second message can be sent as the deadline approaches and reinforce the importance of timely submission.

4. Marketing and Promotions for Additional Services

Services such as financial planning, audit support, and tax-saving consultations provide additional revenue streams and boost the value offered to clients. However, promoting these services requires clear, direct, and engaging communication.

Clients are more likely to read and respond to an SMS than an email or a direct mail piece. This makes SMS an effective channel for sharing information about services that complement their tax preparation needs.

With the ability to segment clients based on their history or profile, SMS lets you tailor your messages for specific groups. Targeted marketing for tax professionals lets clients receive information only relevant to their needs, which increases the likelihood of engagement.

Clients are more receptive to marketing efforts when they feel the service genuinely benefits them. With an SMS marketing strategy, you can reinforce the value of these additional services by linking them directly to their tax situation.

A high-income client might appreciate learning how financial planning can reduce their tax burden, while a small business owner could benefit from quarterly tax consultations.

5. Client Feedback and Satisfaction Surveys

Client feedback highlights strengths and weaknesses in your services. It also helps you make data-driven decisions to improve operations.

SMS is the ideal channel for feedback collection due to its immediacy and simplicity. A concise message with a direct link to a survey makes it easy for clients to share their opinions.

You can send the SMS survey shortly after the client’s interaction with your practice, such as after a consultation, filing appointment, or document submission. Include a simple 1–5 rating system for immediate feedback or a link to a more detailed online survey.

Best Practices for Implementing SMS in Tax Practices

It’s important to follow certain best practices to maximize the impact of your SMS strategies. These guidelines make your text message marketing more professional, compliant, and effective.

Obtain Legal Compliance

Adhering to the Telephone Consumer Protection Act (TCPA) and other relevant regulations is critical when sending transactional or promotional SMS. Failure to adhere to SMS compliance can lead to hefty fines and damage your practice’s reputation. 

Clients must explicitly consent to receiving text messages from your practice. This consent can be collected through written agreements, online forms, or during in-person consultations.

Also, every SMS message should provide a clear option for clients to opt-out, such as “Reply STOP to unsubscribe.”

Personalize SMS Communication

Personalized SMS creates a sense of individual attention that shows clients their concerns and schedules matter to your practice. It builds trust and strengthens loyalty, which leads to better client retention and increased satisfaction.

Start your messages by addressing the client by name. Include information relevant to the client’s situation, such as appointment dates, missing documents, or specific deadlines.

You can also group clients based on their needs (e.g., business clients, individual clients, or high-income clients) and tailor messages accordingly. Always include a clear call to action that makes it easy for clients to respond or complete a task.

Textellent’s features make personalizing SMS communication simple and impactful. With access to client data like birthdays, you can send automated birthday greetings to clients and their spouses. A thoughtful message on their special day shows you care and helps deepen relationships.

Know When to Send SMS Messages

Messages should be sent during standard business hours, typically between 8 AM and 9 PM local time, to avoid inconveniencing clients. Maintaining compliance builds trust and protects your practice from potential legal issues.

You can send reminders 24–48 hours before the scheduled appointment to give clients enough time to confirm or reschedule if needed.

Start sending reminders about tax filing deadlines a week in advance, with a final reminder 1–2 days before the due date. Clients, therefore, have time to take action without feeling overwhelmed.

While timing is important, so is frequency. Over-communicating can lead to frustration and cause clients to opt out of receiving messages altogether.

You can space out your messages and prioritize those that provide clear value. Limit promotional messages to once or twice a month, while transactional messages like reminders or requests can be sent as needed.

Optimize Message Length and Clarity

Even though SMS can accommodate longer messages, customers often perceive overly lengthy texts as cumbersome or unprofessional.

A concise message respects the client’s time and maintains a tone of professionalism. However, messages that are too short can lack clarity and leave clients unsure of what’s expected.

You can lead with the most important details, such as the purpose of the message or the required action. Clients should understand the message’s intent within the first few words.

Make sure to avoid jargon or overly formal phrasing, and write as though you’re having a conversation with the client, using plain and professional language.

You must also stick to one main point per message. If additional information is necessary, send a follow-up or provide a link for more details.

Example

“Hi [Client Name], your tax appointment is confirmed for [Date] at [Time]. Reply ‘1’ to confirm or ‘2’ to reschedule. Contact us at [Number] if you have questions.”

Use Automation to Manage High Volumes

Manually handling reminders, document requests, and deadline notifications is time-intensive and prone to errors. SMS automation platforms allow you to schedule and personalize messages based on specific triggers or client data.

1. The system automatically sends a confirmation message when a client books an appointment. Two days before the appointment, a reminder is sent with options to confirm or reschedule.
2. After a consultation, the system can identify missing documents and send targeted requests.
3. Based on client filing data, the system sends reminders about tax deadlines, with escalating urgency as the date approaches.

Automated SMS campaigns can also promote additional services, such as financial planning or tax-saving consultations, based on client profiles.

Why Textellent Is the Best SMS Platform for Larger Tax Firms

For larger tax firms, managing communication with hundreds or even thousands of clients can feel overwhelming.

Textellent is designed to solve these challenges and make it easier to stay connected with clients, save time, and grow your business. Simple tools and automation help you keep clients happy, speed up work, and bring in new business.

Built for Tax Professionals

Textellent works with all major tax software to automate important tasks like filing reminders, document requests, and refund updates. These pre-made features save time and keep your communication professional and consistent.

Unlike other platforms, Textellent gives you these tools at no extra cost, which makes it the perfect choice for tax professionals.

Make It Easy for Clients to Contact You

Clients prefer quick and easy communication, and Textellent makes it simple for them to reach you.

Textellent allows clients to text your business phone line instead of calling, making communication faster and more convenient. Adding a “Text Us Now” button to your website helps potential clients to ask about your services and turn website visitors into paying customers.

Keep Clients Coming Back

Textellent uses client data from your tax software to send personalized reminders to past clients when it’s time to file their taxes.

Instead of sending everyone the same message, Textellent knows when each client typically files and sends reminders at the right time. Automation saves you hours of follow-ups and ensures past clients return year after year.

Stay Connected Even After Hours

Textellent’s automatic after-hours responder keeps clients informed even when your office is closed, or your staff is too busy to respond. This feature automatically replies to incoming texts, letting clients know when they can expect to hear back.

Attract New Clients With Text-In Keywords

Want to attract younger, tech-savvy clients? Textellent lets you use text-in keywords in your advertising.

Whether on postcards, social media, or your website, potential clients can send a quick text to learn more about your services. It makes your marketing more interactive and engaging, helping you bring in new clients with less effort.

Get More 5-Star Reviews

Positive reviews build trust and bring in more clients. Textellent makes it easy to get more reviews by automatically sending a thank-you text after a client’s tax return is complete.

The message asks them to leave a review and even includes a picture of five stars as a hint. Firms using this feature have seen up to 400% more reviews, which boosts their online presence and reputation.

Increase Referrals

Happy clients are often willing to recommend your services but may need a little nudge. Textellent helps you send a promotional text offering a discount for referrals. 

Simple reminders have helped tax firms increase referrals by up to 20%. More referrals mean more business with less advertising costs.

Save Time by Reducing Phone Calls

Textellent’s automated texting replaces many time-consuming phone calls. You can text clients to remind them about missing paperwork, send appointment reminders, or answer questions.

Clients can even send pictures of documents via text to save your team hours of phone calls and give clients faster answers.

Notify Clients About Their Tax Status

Many clients call to check on the status of their returns or refunds. With Textellent, you can send automatic updates when a return is filed or a refund is ready. These updates can be triggered from your tax software, which cuts down on repetitive calls and frees up your team’s time.

MMS Capabilities

Textellent goes beyond standard texting with its MMS (Multimedia Messaging Service), which allows you to send rich media like images, PDFs, and other file formats to clients. This is helpful when sharing important documents, tax preparation checklists, or even marketing materials.

Easy Appointment Scheduling

Textellent makes scheduling simple. Clients can book appointments themselves online, choosing their preferred time and tax professional. The system sends automatic confirmation texts and reminders to help reduce no-shows.

If a client misses an appointment, Textellent sends a follow-up text to reschedule to keep your calendar full and make your clients feel supported.

Works Perfectly for Larger Offices

Textellent has advanced tools to manage complex scheduling needs for larger firms with multiple staff members and services. 

You can reserve VIP time slots, assign clients to specific staff members, and customize reminders for different services. It’s built to handle the demands of a growing firm.

Experience Hassle-Free Tax Practice Management With Textellent!

Running a busy tax practice comes with its challenges, but Textellent can help you simplify your communication and improve client satisfaction. This powerful SMS platform allows you to automate messages, send reminders, and follow up with clients in a way that feels personal and professional.

Textellent offers tools tailored for tax professionals, which allows you to send personalized filing reminders, notify clients about refunds and even increase referrals with promotional texts. It integrates directly with your tax software to keep communication seamless and effective.

These features help reduce no-shows, eliminate unnecessary phone calls, and keep clients engaged throughout the year.

Modernizing your communication doesn’t have to be complicated. With Textellent, your practice can provide the fast, reliable service clients expect while saving time.

Experience how Textellent can transform your tax preparation business into a more efficient, client-focused business. Sign up for a free trial or request a demo consultation today!

FAQs About SMS Strategies for Larger Tax Practices

How to run a successful SMS campaign?

It starts with understanding your client’s needs and preferences. Start by collecting client consent to send text messages, as this helps with compliance and builds trust.

SMS automation can schedule reminders, updates, and notifications at the right time, such as appointment confirmations, deadline alerts, or document requests. Messages should be clear, personalized, and actionable.

Including a direct link for clients to upload missing documents makes it easy for them to respond. You have to track SMS marketing campaign results to identify what works best for your audience.

What are some strategies that you can use to prepare to file taxes?

Preparing for tax season involves a combination of client outreach and operational readiness. You have to start by sending early reminders about key filing dates so clients have ample time to gather their documents.

You can use SMS to request specific paperwork and include secure links for clients to upload forms directly. Automate follow-ups for clients who delay submissions, keeping them on track without burdening your team.

As the deadline approaches, provide updates about any last-minute tax law changes or filing tips. Proactive communication helps clients stay organized and minimizes last-minute stress for your staff.

What is the best length for SMS?

The best SMS messages are short, clear, and direct. While SMS no longer has a strict 160-character limit, clients expect messages to be concise.

You can aim to include the essential information without overwhelming the recipient. For instance, an effective message could say, “Hi [Client Name], we need your W-2 to complete your taxes. Upload it here: [Secure Link]. Submit by [Date] to avoid delays.”

Keeping messages around 25–30 words strikes the right balance between providing enough detail and respecting the client’s time.