Does everybody use and like Portals for client interaction? Anybody else just can’t get on board?

Are Portals the Best Tool for Client Interaction? Why I Struggle to Embrace Them

In my quest to improve and streamline communication with clients, I’m constantly exploring new tools and strategies that bookkeepers use. While I typically rely on email, I often encounter recommendations for various client portals.

But do these portals really deliver on their promise? Are they truly appreciated by clients? Personally, I find portals cumbersome in my own life. For instance, many healthcare providers use them, and I often battle with juggling different portals and remembering multiple passwords. Similarly, my kids’ school sends notifications that require logging into a site to read them, whereas a simple direct message would be so much more straightforward!

These are just my personal frustrations, and perhaps they’re a tad old-school. I wonder if it’s just me, or if others share my reluctance towards using portals. Are they truly popular? Do clients genuinely find them beneficial?
“`

When considering the adoption of client portals for your Bookkeeping or Accounting practice, it’s essential to weigh both the potential advantages and the challenges they might present based on different users’ perspectives. Let’s explore these aspects:

Benefits of Using Portals

Centralized Communication and Documentation:
Portals serve as a centralized hub where all client communications, documents, and records can be organized and accessed with ease. This can significantly reduce the back-and-forth typically associated with email communication.
Enhanced Security:
Portals often come with advanced encryption and security measures, making them a safer choice for sharing sensitive financial information compared to traditional email.
Improved Efficiency:
By streamlining the process of document collection and information exchange, portals can potentially save time for both you and your clients. Features like automatic reminders can help ensure that clients provide necessary information promptly.
Easy Access to Historical Records:
With all interactions and documents stored in one place, both you and your clients can easily access historical records without sifting through lengthy email threads.

Challenges and Considerations

User Experience:
Not all clients are tech-savvy, and some might find portals cumbersome or intimidating to use. The success of a portal largely depends on its user-friendliness and the client’s technical comfort level.
Resistance to Change:
As you noted, some people, including potentially your clients, may resist using portals due to a preference for traditional communication methods or frustration with managing multiple portal accounts and passwords.
Time for Setup and Training:
Introducing a portal system may require an initial investment in time for setup and client training, which could be a barrier for some practitioners.
Client Preference:
Certain clients might prefer the convenience of receiving information directly via email or phone calls, similar to how you described your own preference for receiving notices directly.

Evaluating Client Preferences

To effectively decide whether to implement portals into your practice, consider the following steps:

Survey Your Clients: Analyze how comfortable they are with technology and whether they have used portals in other settings. A simple survey can provide insights into their preferences and any potential resistance.
Start Small: If you are inclined to give portals a try, perhaps start with a small group of tech-savvy clients who might appreciate and benefit from the system. This will give you a chance to assess the impact

One response

APAdmin

26 February 2025 at 2:38 PM
When considering the adoption of client portals for your Bookkeeping or Accounting practice, it’s essential to weigh both the potential advantages and the challenges they might present based on different users’ perspectives. Let’s explore these aspects:

Benefits of Using Portals
1. Centralized Communication and Documentation:
2. Portals serve as a centralized hub where all client communications, documents, and records can be organized and accessed with ease. This can significantly reduce the back-and-forth typically associated with email communication.
3. Enhanced Security:
4. Portals often come with advanced encryption and security measures, making them a safer choice for sharing sensitive financial information compared to traditional email.
5. Improved Efficiency:
6. By streamlining the process of document collection and information exchange, portals can potentially save time for both you and your clients. Features like automatic reminders can help ensure that clients provide necessary information promptly.
7. Easy Access to Historical Records:
8. With all interactions and documents stored in one place, both you and your clients can easily access historical records without sifting through lengthy email threads.
Challenges and Considerations
1. User Experience:
2. Not all clients are tech-savvy, and some might find portals cumbersome or intimidating to use. The success of a portal largely depends on its user-friendliness and the client’s technical comfort level.
3. Resistance to Change:
4. As you noted, some people, including potentially your clients, may resist using portals due to a preference for traditional communication methods or frustration with managing multiple portal accounts and passwords.
5. Time for Setup and Training:
6. Introducing a portal system may require an initial investment in time for setup and client training, which could be a barrier for some practitioners.
7. Client Preference:
8. Certain clients might prefer the convenience of receiving information directly via email or phone calls, similar to how you described your own preference for receiving notices directly.
Evaluating Client Preferences

To effectively decide whether to implement portals into your practice, consider the following steps:
- Survey Your Clients: Analyze how comfortable they are with technology and whether they have used portals in other settings. A simple survey can provide insights into their preferences and any potential resistance.
- Start Small: If you are inclined to give portals a try, perhaps start with a small group of tech-savvy clients who might appreciate and benefit from the system. This will give you a chance to assess the impact
Log in to Reply