INTRODUCING CHANGE TO YOUR CLIENTS 

Subject Line:

You asked, We Listened: The Best Client Experience Yet

Body of email:

Dear [Name],

As John Chambers wrote in his book Connecting the Dots​, “Change usually needs to be dramatic. Sometimes that means changing businesses that aren’t broken. If you’re not tapping new technologies or tackling new opportunities, you’re not going to thrive, much less survive, in the digital world.” 

Some time ago, I was presented with just such an opportunity for dramatic change; one that will better position us all for the future. After careful research and consideration, I’m excited to announce that we’ll be launching a new platform to serve our clients on: Botkeeper! 

The Botkeeper platform will make an amazing addition to our value set and is strongly positioned to address the realities and challenges of our digital world. Based out of Florida, Botkeeper has developed proprietary, advanced technology that will make the bookkeeping process simpler, more efficient, and cost-effective for our clients. You will have quick access to data in forms you previously haven’t had with FIRM NAME, so I’m excited for you to see what they can offer! 

What is Botkeeper?

Botkeeper is an automated bookkeeping platform that leverages artificial intelligence and machine learning to drive constant improvements in its ability to automatically categorize transactions. It incorporates additional modules that can help us keep careful track of communications around your books, organize and access your vital documents, securely store passwords to accounts you need us to access on your behalf, and MUCH more.

How does Botkeeper help you?

You will now be able to easily upload and share your financial documents with us, connect your bank accounts, communicate with our entire accounting team, get access to an interactive dashboard to monitor the financial health of your business, and more. This means we’ll be getting your bookkeeping done even faster so you can get near real-time financials and reports to better run your business. Also, no more having to send over bank statements — in most cases Botkeeper can automatically download them for us.

Is Botkeeper Safe?

Botkeeper data is 256-bit encrypted, employs Two-Factor Authentication, and uses several other best-in-class security protocols. Additionally, Botkeeper is SOC 2 Type 2 accredited, which means:

• Botkeeper has the required data security controls in place to protect customer data against unauthorized access. 

• Botkeeper can detect anomalies and security incidents across its entire ecosystem.

• In addition to preventing risk situations, Botkeeper can quickly repair damage and restore functionality in the event of infrastructure or system failures. 

• Botkeeper’s security controls are both correctly designed AND function as intended

Botkeeper’s SOC 2 Type 2 accreditation is granted by an industry-best and reputable independent third party, and Botkeeper renews the report annually with continuous testing. That means any information shared with Botkeeper is protected to the highest current standards, and you can rest easy knowing your data is in good hands.

I’m happy to say that nearly all of the Botkeeper setup is happening behind the scenes, so you shouldn’t see much disruption in your services or point of contact. We have worked hard to build those trusted relationships with you and I am going to be active in the transition, so please don’t hesitate to reach out to me at any point with your feedback or questions. 

What can you expect? 

• Over the next few weeks, you’ll see an invitation prompt in your email inbox to create your user profile and password. In the new Client Portal, please follow the instructions and get connected within 2 business days. 

• Inside the Client Portal, you’ll be able to connect your bank and credit card accounts- this is quick and easy! We suggest blocking off around 10 minutes to make sure you can get everything done in one swift motion. 

• Other details including screenshots of the Client Portal and instructions on other features are available as needed.

• The addition of Botkeeper will provide the greatest benefit when you follow some simple workflow adjustments, which we’ll share with you in the coming days. These will not be disruptive, and will help us deliver you the fastest and most accurate service ever.

What’s next for FIRM NAME?​ 

Our mission is still to serve the business community and help business owners become more successful. We are going to pivot our focus to more advisory and consulting work including CFO Services, business consulting, and financial services, allowing us to spend more time with you than ever before. And of course, we will continue to take care of your tax returns! 

I’ll end by sharing another quote from John Chambers, “The measure of a great company is its ability to create shared wins for everyone.” That’s how I view this. I am truly grateful for all of you and the trust you’ve placed in me and my company. Life is a journey full of paths we chose to take. I’m excited to find out what’s ahead for all of us. 

With gratitude for your partnership,

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