Automated Appointment Reminders for Tax Accountants

As a modern tax accountant, staying ahead of the game in 2023 means looking for ways to save time and increase efficiency. Automated appointment reminders for tax accountants can optimize productivity and allow you to focus on your core tasks. 

In this in-depth article, we'll discuss the benefits of automating appointment reminders, customization options, and how they can enhance your client meetings.

Aardvark's integration with your calendar and CRM makes it easier than ever to customize your reminders, gratify clients by helping them come prepared, get clients and prospects showing up to meetings. Learn how tax accountants can make the best use of automated appointment reminders in this comprehensive article.

Benefits of Automated Appointment Reminders

The purpose of automated appointment reminders is to solicit confirmations, which have been proven to be highly effective in reducing no-shows. Implementing automated appointment reminders can reduce stress for tax professionals and eliminate no-shows, thus optimizing workflow.

Aardvark assists tax professionals by providing customizable templates for text message reminders, enabling them to easily personalize reminder messages. These automated text messages help clients prepare for tax season and ensure that they bring the required information to appointments.

When a meeting is first booked, the appointment reminder sent via SMS should contain vital information for the client. For new prospects, mention the documents they should bring to the meeting, such as financial records, tax returns, or other essential materials. Explain the benefits of meeting with the tax accountant, emphasizing how the session will help them make informed decisions and navigate their financial landscape with confidence.

Tailored client messages are relevant and cater to individual client needs. Automated appointment reminders save time for tax professionals by reminding clients of upcoming appointments and confirming appointments promptly.

As a result, the number of no-show appointments is reduced, ultimately leading to increased revenue for tax professionals.

Customize Reminders to Fit Your Needs

Tax accountants can personalize reminders with important appointment information or details about the client's tax situation. Aardvark offers a variety of automated text templates that can be triggered by different events, such as:

  • After a New Calendar Event is Scheduled: Send a confirmation message to the client confirming the date and time of the appointment, and include essential information the client should bring to the meeting. Example: "Hello [client name], your tax appointment is scheduled for [date] at [time]. Please bring your W-2 forms, 1099s, and a copy of last year's tax return. See you soon!"
  • A Certain Amount of Time Before an Upcoming Calendar Event: Remind clients about their appointment, emphasizing crucial paperwork or actions they need to take prior to the meeting. Example: "Reminder: Your tax appointment with [accountant name] is in 48 hours. Please ensure you have all necessary documents, such as W-2s, 1099s, and receipts for deductions, ready for the meeting."

New Calendar Event SMS Message (5-15 min after scheduling)

When a meeting is first booked, the intro message sent via SMS should contain vital information for the client. For new prospects, mention the documents they should bring to the meeting, such as financial records, tax returns, or other essential materials. 

Explain the benefits of meeting with the tax accountant, emphasizing how the session will help them make informed decisions and navigate their financial landscape with confidence.

Example SMS Message

"Hi [Prospect's First Name], we've successfully scheduled a meeting for [Meeting Date] at [Meeting Time]. I'm excited to discuss your tax situation and how I can help you make informed decisions about your finances. Please bring any relevant documents such as tax returns, financial records, and investment statements. To view the meeting details and agenda, please visit [Meeting Details Landing Page Link]. If you have any questions, you can reach me at [Your Phone Number]. See you soon!"

Include a link to the meeting agenda (covered below.)

The key elements of an effective new meeting message for a tax consultant's prospective client include:

  1. Personalization: Address the prospect by their first name to make the message feel tailored and personal, creating a more engaging experience for the recipient.
  2. Meeting confirmation: Clearly mention the date and time of the scheduled meeting, ensuring the prospect is aware of the appointment and can add it to their calendar.
  3. Meeting objectives: Briefly explain the goals and benefits of meeting with the tax consultant. Emphasize how the session will help the prospect make informed decisions and navigate their financial landscape with confidence.
  4. Required documentation: Inform the prospect about any documents they should bring to the meeting, such as tax returns, financial records, or investment statements. This ensures that the prospect comes prepared and helps facilitate a more productive discussion.
  5. Meeting details and agenda: Include a link to the meeting details and agenda, allowing the prospect to conveniently access this information and better understand the purpose and flow of the meeting.
  6. Contact information: Provide a means for the prospect to reach out if they have any questions or concerns. This illustrates a willingness to offer support and encourages open communication.

By incorporating these elements, tax consultants can create effective and engaging new meeting messages that encourage attendance, preparation, and meaningful conversations with prospective clients.

Pre Meeting SMS Message (1 day before)

"Hi [Prospect's First Name], this is [Your Name]. Just a friendly reminder about our meeting tomorrow at [Meeting Time], where we'll discuss your tax situation, financial goals, and explore the ways I can help you save on taxes and optimize your financial future. 

For meeting details and the agenda, please visit [Meeting Details Landing Page Link]. If you have any questions, feel free to contact me at [Your Phone Number]. Looking forward to getting to know you!"

Key elements of an effective pre-meeting SMS message:

The key elements of an effective pre-meeting message are similar to the new meeting message but with a few additions:

  1. Reminder: Reinforce the upcoming meeting date and time to ensure the prospect is aware of the appointment.
  2. Re-enforce Benefits and Meeting Details and Agenda: Include a link to the meeting details landing page, allowing the prospect to conveniently access the agenda and prepare any necessary materials or questions in advance.

By incorporating these elements, the pre-meeting SMS message can effectively set the stage for a successful and productive discussion with the prospective client.

The Importance of Sharing a Compelling Meeting Agenda for Tax Accountants

Why agendas are important

Sharing a well-constructed meeting agenda ahead of time is essential for tax accountants, as it lays the groundwork for a fruitful and efficient meeting. Providing the agenda in advance allows both parties to concentrate on pertinent discussion topics, guarantees optimal use of time, and fosters constructive dialogues that address the client's specific tax requirements.

Sharing the agenda beforehand not only demonstrates transparency but also enables clients to adequately prepare for the meeting. Including the agenda in the confirmation text message ensures that it remains readily accessible and reduces the chances of it being overlooked or lost in overflowing email inboxes.

Through effective communication of the meeting's purpose and expectations via an agenda, tax accountants can establish strong client relationships and facilitate meaningful interactions, ultimately enhancing client satisfaction and practice success.

Why it's important to share the agenda

Sharing the agenda with your prospective clients in advance gives them the opportunity to come prepared with any necessary materials or questions they might have. It also fosters transparency, trust, and demonstrates your commitment to addressing the client's unique tax situation.

Example Meeting Agenda: Discover How We Can Optimize Your Tax Situation

We look forward to discussing your tax needs and demonstrating how our tax accounting services can help you achieve financial success. Below is the agenda for our upcoming meeting:

  1. Introduction and Experience
    • Get to know your tax accountant's background, expertise, and success stories
  2. Assessing Your Needs
    • Share your current tax situation, financial goals, and concerns, allowing us to understand your specific requirements
  3. Customized Tax Strategies
    • Overview of tailored tax strategies designed to address your unique situation, minimize tax liability, and identify deductions and credits
  4. Long-term Tax Planning
    • Insights on tax planning for future growth, including retirement planning, investment tax considerations, and other opportunities for tax efficiency
  5. Compliance and Risk Management
    • Stay up-to-date on tax law changes, ensure compliance, and learn how we can help you navigate complex tax situations and avoid potential risks
  6. Additional Services and Support
    • Explore supplementary services we offer, such as bookkeeping and financial advisory, and the ongoing support and communication you can expect
  7. Questions and Personalized Guidance
    • Ask questions, clarify information, and receive personalized advice on specific tax-related issues
  8. Next Steps
    • Learn about the process of engaging our services, fees, timelines, and what to expect during the onboarding process

By the end of this meeting, you will have a clear understanding of how our tax accounting expertise can benefit you and optimize your tax situation. We look forward to helping you achieve your financial goals.

Agendas in calendar event descriptions

Incorporating the agenda directly in the calendar event description can make it easily accessible for clients, providing them with a quick reference of meeting topics before and during the meeting itself.

Using a tool like Aardvark

Aardvark simplifies the client communication process by incorporating your agenda into a branded landing page that is linked to from an automated text reminder. This setup keeps the agenda front and center with clients, enhancing their experience and ensuring they're well-informed ahead of the meeting.

When integrated within the calendar event description, the agenda appears concisely outlined with clear, numbered points highlighting the primary topics to be covered during the meeting. This ensures clients have a comprehensive understanding of the meeting's purpose and can engage actively in the discussion.

By creating and sharing an effective meeting agenda, tax accountants can build a strong rapport with prospective clients, leading to higher client satisfaction and ultimately, a more successful practice.

Example of what this looks like in Aardvark [gif ]


1. What are automated appointment reminders in the context of tax accounting?

Automated appointment reminders are messages sent to clients, typically via text, to remind them of upcoming meetings or appointments with their tax accountant. These reminders help reduce the likelihood of missed appointments, saving both clients and tax accountants time and resources.

2. How do automated appointment reminders benefit tax accountants?

Automated reminders streamline the appointment process, leading to fewer no-shows, increased client satisfaction, and ultimately increased revenue for tax accountants. They also save time by eliminating the need for manual appointment reminders, allowing the tax professional to focus on providing expert advice.

3. What types of messages can be sent as automated reminders?

Automated reminders can include confirmation messages, appointment rescheduling requests, reminders about important documents or information needed for appointments, and last-minute alerts for virtual meetings. They can be personalized to suit each client's unique needs and preferences.

4. How can tax accountants customize automated appointment reminders?

Using tools like Aardvark, tax accountants can personalize their reminders by incorporating client-specific details, setting custom triggers for message delivery, and adjusting the timing and frequency of reminders to suit each client's preferences.

5. How can tax accountants integrate automated reminders with their existing scheduling and communication tools?

Platforms such as Aardvark seamlessly integrate with popular calendar and CRM systems like Google Calendar, Outlook, HubSpot, and Pipedrive, allowing tax accountants to efficiently manage their schedules and automate reminders without disrupting their existing workflow.

6. Can tax accountants use automated reminders for calendar event cancellations or rescheduling?

Yes, tax accountants can set up automated reminders for cancellations or rescheduling requests, helping to keep both parties informed of any changes and ensuring appointments can be rescheduled in a timely manner.

Brenda Peralta

Mike Wille is a seasoned growth marketer and advisor at Aardvark, specializing in conversion and sales enablement. Based in Utah, Mike is passionate about teaching businesses data-driven strategies, tech innovations, and the psychology behind marketing. In his free time, he enjoys exploring the world of AI, VR, and crypto, all while savoring pretzels and root beer.