237 ⎸ [Q&A] Inbox Management, Tech Stack, and Practice Management Tips

Send us Fan Mailsome links are affiliate linksIn this episode, I'm sharing our March live Q&A where I answered rapid-fire questions about running a bookkeeping firm. If you've ever wondered how to manage a shared team inbox without micromanaging, what to do with merchant clearing account balances at year end, or how to navigate a CPA non-compete, this one's for you.In this episode you’ll hear:How to manage a shared team inboxWhat to do with merchant clearing account balances at year endWhy building a 100% virtual client base can actually be easier than going localResources mentioned in this episode:Xero**:https://xeroamericas.partnerlinks.io/79afz10exu7dFor experienced bookkeepers & accountants:Learn how to start your bookkeeping business in The Bookkeeping Business Accelerator® >>Grab my FREE Start your Bookkeeping Biz Checklist >>Grab my FREE New Client Onboarding Templates >>For new bookkeepers:Learn the fundamental accounting skills in Katie Ferro's Become a Bookkeeper** >>For creators:Become a client at my firm, Of Course Financial >> https://hello.dubsado.com/public/form/view/69b0bd05819ab2af03e9b73fFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit my website: ambitiousbookkeeper.comSubscribe to my Newsletter ambitiousbookkeeper.com/blogConnect on Instagram: instagram.com/ambitiousbookkeeperConnect on Threads: threads.net/@ambitiousbookkeeperPodcast Publishing Tools we use:Podcast Editing: Sabr Media LLCDescript**Buzzsprout**AFFILIATE DISCLAIMERWe participate in affiliate marketing programs, which means we may earn a commission from purchases made through the links above. However, our recommendations are based on our own research and expertise, and your trust is our priority.Join the next free training >

Send us Fan MailStop letting your calendar run your life! In this episode, Serena dives into the brand-new Dubsado 3.0 (Beta) to show you how to protect your time and professionalize your client onboarding. Whether you’re a bookkeeper, accountant, or small business owner, learning how to automate the "back-and-forth" of scheduling is the fastest way to reclaim your sanity.In this episode, you’ll learn:The Power of the Scheduler: How to use the new 3.0 interface to set up custom meeting types with automatic Zoom or Google Meet links.Protecting Your Energy: Using buffer times and booking maximums so you never feel "back-to-back" again.Qualifying Leads: How to attach intake questionnaires to your booking link to ensure you have all the info you need before the call starts.Paid Discovery Calls: A simple trick to prevent "ghosting" and ensure potential clients are serious about working with you.The "New Client Guide" Strategy: Why redirecting clients to a custom thank-you page or Canva guide after they book can set the stage for a premium experience.Resources Mentioned:Dubsado* dubsado.com/?c=shoupcpaWatch the Full Tutorial: See the new 3.0 interface in action over at youtube.com/@ambitiousbookkeeper.Dubsado Decoded: Our signature course co-created with Dubsado Specialist Kendra Courtney. Get your firm's proposals, contracts, and workflows set up correctly the first time. dubsadodecoded.comFree Audio Series: Want more tips on streamlining your bookkeeping business? Listen to our free series here: ambitiousbookkeeper.com/ddpodcastDubsado Decoded for Bookkeepers & Accountants: dubsadodecoded.com*Affiliate linkJoin the next free training >

Send us Fan MailI've been getting this question for years, and since I'm now on YouTube and Xero keeps rolling out new features, it was time to give this topic a serious refresh. In this episode, I'm breaking down all the reasons why I am a hundred percent Xero firm and why I genuinely love this software. This is not sponsored (but yes, please use my affiliate link!). I'm just a bookkeeper who has seen what a mess the alternative can create, and I want you to understand what you could have instead.In this episode you’ll hear:Why Xero's security and data integrity controls make it the smarter choice over QBOHow Xero's reporting structure saves us massive time across our entire client rosterThe efficiency tools and automations that let us simplify pricing and serve high-volume clients without penaltyThe invoicing features and included extras that QBO actually charges you for (yes, really)Resources mentioned in this episode:Xero Partner Program (Affiliate Link): https://xeroamericas.partnerlinks.io/79afz10exu7dRelay Banking (Affiliate Link): https://relayfi.com?referralcode=ShoupCPAGoCardless (Affiliate Link): https://manage.gocardless.com/refer/us/serena/ygvg9o-amzVideos linked in this episode:Xero | Modifying Chart of Accounts: https://youtu.be/NHZLjYx2FQwXero | Reconcile Bank Accounts Pt 1: Match, Create, Transfer: https://youtu.be/D9CYOuAydacXero | Reconcile Bank Accounts Pt2: Reconcile Period: https://youtu.be/5fnwMC_QUo0Hubdoc | Audit-Proof Your Business: https://youtu.be/vzSrPZOSJ3oThanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow me on YouTube: https://www.youtube.com/@ambitiousbookkeeperConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: https://get.descript.com/u7lubkx09073 (affiliate link)Buzzsprout: https://www.buzzsprout.com/?referrer_id=1753696 (affiliate link)Join the next free training >

Send us Fan MailThis is a podcast update & what to expect here on the podcast for the month of April!Check out this week’s YouTube Video >>The New Xero Partner HubThanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow me on YouTube: https://www.youtube.com/@ambitiousbookkeeperConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaJoin the next free training >

Send us Fan MailThis one is a little different. One day in February I decided to vlog my day.. a sort of behind the scenes of my day. I wasn’t sure what I was going to use this footage for. And then… I was inspired a couple weeks ago (by the time this comes out) to write another BTS Newsletter. The two are **completely unrelated in topics—** combining the voice over of my Newsletter (unfiltered thoughts combined with a little education + provoking thoughts) with my random vlogging day.I hope you enjoy… make sure you watch it on YouTube for the full effect.In this episode you’ll hear:The audio version of Vol. 7. No more arbitrary price increasesAudio of my check ins through out the dayWATCH ON YOUTUBE FOR THE FULL EXPERIENCE → subscribe while you’re there.Subscribe to the Newsletter. I don’t sell in them. They are my own personal thoughts and musings as I build & grow my businesses. There will be typos. Half the time, I write them from my phone. Right when inspiration hits.Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: https://get.descript.com/u7lubkx09073 (affiliate link)Buzzsprout: https://www.buzzsprout.com/?referrer_id=1753696 (affiliate link)Join the next free training >

Send us Fan MailAI is changing the bookkeeping game, but it's not replacing us anytime soon.In this episode, I'm pulling back the curtain on Xero's built-in AI feature, JAX (Just Ask Xero), and walking you through exactly how we're testing it inside our own firm before rolling it out to clients. From auto bank reconciliation to creating invoices via conversation, there are some genuinely cool time-saving features here, but there's still a lot you need to be doing yourself.In this episode you’ll hear:How JAX works inside XeroWhat security and data privacy measures are in placeHow the auto bank reconciliation feature worksHow JAX can look up vendor information from the web while you're coding transactionsHow to use JAX to create invoices, pull up open invoices, and even build quotesResources mentioned in this episode:Xero :https://xeroamericas.partnerlinks.io/79afz10exu7dJAX Article: https://central.xero.com/s/article/About-Just-Ask-Xero-JAX-AUXero’s data commitment: https://www.xero.com/us/data/Xero Playlist → https://www.youtube.com/playlist?list=PLvpVbZsrj-tXq1nN53z162JbTwGeH3GPfThanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: https://get.descript.com/u7lubkx09073 (affiliate link)Buzzsprout: https://www.buzzsprout.com/?referrer_id=1753696 (affiliate link)Join the next free training >

Send us Fan MailI have a big announcement to share and I've been so excited to finally let the cat out of the bag! Erin Pohan, one of our OG community members and founder of UpKeeping®, is joining me as co-coach for this upcoming cohort of the Bookkeeping Business Accelerator.I wanted to bring Erin on because she's lived this journey. She started from scratch just like you, built her firm to 50 clients and a team of three, and she did it using the BBA framework. This episode is a real, honest conversation about what it actually takes to build a bookkeeping business, how AI is changing our industry (but not in the way you might fear), and what's in store for this cohort.In this episode you’ll hear:The big announcementErin's origin storyAI in bookkeepingAnd more!Resources mentioned in this episode:Bookkeeping Business Accelerator (BBA): https://www.ambitiousbookkeeper.com/vipAmbitious Bookkeeper Bookkeeping Biz Workshops: https://www.ambitiousbookkeeper.com/workshopsXero: https://xeroamericas.partnerlinks.io/79afz10exu7dQuickBooks Online: https://www.referquickbooks.com/s/Serena4Workflow Queen / Alyssa Lang: https://www.workflowqueen.comMeet ErinAs Founder of UpKeeping® and a proud student in The Ambitious Bookkeeper community, Erin is changing the old & boring stereotypes of the accounting industry. Erin and her team support new entrepreneurs and already-established small business owners by being their #1 financial cheerleader/concierge/communicator.When she’s not trying to make accounting more “fun”, Erin loves traveling the world with her family, playing the violin, and convincing accounting students & professionals that owning an accounting firm is the American dream.Connect with Erin👥 Linkedin: https://www.linkedin.com/in/erinpohan/📱 Instagram: @upkeeping.coThanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: Join the next free training >

Send us Fan MailFrom AI tools and scope creep to finding your first clients and onboarding systems, whether you're just dreaming about starting a bookkeeping business or you're a few years in, there's something in here for you.In this episode you’ll hear:How I use AI in my firmPricing, scope creep, and tough money conversationsFinding your first five clientsOnboarding processResources mentioned in this episode:Bookkeeping Biz Workshops: https://www.ambitiousbookkeeper.com/workshopsOnboarding Templates Freebie: https://www.ambitiousbookkeeper.com/onboardingElevate: https://www.ambitiousbookkeeper.com/elevateBookkeeping Business Accelerator: https://www.ambitiousbookkeeper.com/bbaEffortless Client Requests: workflowqueen.comBecome a Bookkeeper: https://www.katieferro.com/a/38894/2PQNgtvvDubsado Decoded: https://kendracourtney.com/dubsado-decoded/Akadian QBO: https://fastandeasyqbo.samcart.com/referral/qbo-basic/8Duca0gOuAg8wpjFBookkeeper Launch: https://sk293.isrefer.com/go/BLFS/SS64/Affiliate LinksXero: https://xeroamericas.partnerlinks.io/79afz10exu7dQuickBooks Online: https://www.referquickbooks.com/s/Serena4Dubsado: https://www.dubsado.com/?c=shoupcpaGusto: https://gusto.com/r/1bjHmContent Snare: https://contentsnare.com/#_r_serena58Clockify: https://clockify.me/?fpr=qyebl2Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcJoin the next free training >

Send us Fan MailWelcome back to our monthly live Q&A! We took a little break, but we're back and ready to tackle all your burning questions about building your bookkeeping business. Whether you're just getting started or scaling your firm, this episode is packed with real talk and practical advice.In this episode you’ll hear:Partnership pitfalls and planningTech stack essentialsHiring and leading your first employeePricing strategies for startups and special situationsResources mentioned in this episode:Xero: https://xeroamericas.partnerlinks.io/79afz10exu7dQuickBooks Online: https://www.referquickbooks.com/s/Serena4Become a Bookkeeper by Katie Farrow: https://www.katieferro.com/a/38894/2PQNgtvvRisk Desk by Jock Walls at https://www.myriskdesk.comDubsado: https://www.dubsado.com/?c=shoupcpaGoogle Workspace: https://referworkspace.app.goo.gl/Xo4GTaxJar, Anrok, Hubdoc"Make 'Em Beg to Work for You" by Dr. Angela E. Lauria"Teamwork" by Natalie DawsonBookkeeping Business Accelerator: https://www.ambitiousbookkeeper.com/bbaElevate: https://www.ambitiousbookkeeper.com/elevateConfident Compliance Bundle: https://www.ambitiousbookkeeper.com/offers/tgPgMBJ7Workflow Queen's Breakthrough Program: https://serenashoup.krtra.com/t/IKUxtNZoz7lFDubsado Decoded: https://kendracourtney.com/dubsado-decoded/QBO Gym: https://fastandeasyqbo.samcart.com/referral/GymChallenge/8Duca0gOuAg8wpjFThanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: https://get.descript.com/u7lubkx09073 (affiliate link)Buzzsprout:

Send us Fan MailIn this episode, Serena interviews Hunter Rademaker and they talk about Hunter’s expertise on sales in accounting, emphasizing client qualification, communication, advisory roles, and strategic hiring for growth.In this episode you’ll hear:Hunter’s unique sales roleThe sales process & qualifying new clientsAdvice for new bookkeepersClient retention & advisoryPricing & hiring a sales personResources mentioned in this episode:House of Revenue/Sales BQ - Consulting company that helped set up the sales and marketing department at Hunter's firmFacebook: https://www.facebook.com/serenashoupcpaADPMeet Hunter RademacherMy name is Hunter Rademacher, and I work in sales at CSI Accounting & Payroll. I spend my days speaking directly with small business owners — from one-person operations to companies with 100 employees — helping them navigate bookkeeping, payroll, cleanup work, and ongoing accounting support.Because I’m on the front lines of these conversations, I get a clear view into why small businesses choose a bookkeeper, why they leave one, and what they actually want from an accounting partner. I’ve learned where trust breaks down in the sales process and how bookkeeping firms can position their services more confidently and profitably.Connect with HunterLinkedIn: https://www.linkedin.com/in/hunter-rademacher/Thanks for listening. If this episode inspired you in some way, take a screenshot of you listening on your device and post it to your Instagram stories and tag me @ambitiousbookkeeperFor more information about the Ambitious Bookkeeper Podcast or interest in our programs or mentoring visit our resources below:Visit our website: https://www.ambitiousbookkeeper.comFollow the Blog: https://www.ambitiousbookkeeper.com/blogConnect on Instagram: https://www.instagram.com/ambitiousbookkeeperConnect on Threads: https://www.threads.net/@ambitiousbookkeeperConnect on Facebook: https://www.facebook.com/serenashoupcpaThank you for your support of our show. If you haven’t left a review yet it’s super simple. Please go to ambitiousbookkeeper.com/podcast and leave your review.Podcast Publishing Tools we use:Editing → Sabr Media LLC: https://www.iangilliam.com/sabr-media-llcDescript: https://get.descript.com/u7lubkx09073 (affiliate link)Buzzsprout: https://www.buzzsprout.com/?referrer_id=1753696 (affiliate link)