In a CPA firm, one of the most repetitive monthly tasks is reaching out to clients to request sales information, share sales tax calculations, and inquire about payroll details. When done manually, these tasks can take up valuable time. With Bulk Texter Pro, you can automate all these processes and communicate effectively with your clients through text messages.
An explanation of Bulk Texter Pro and how to use it is available in the YouTube video. If you’re curious, please watch the video. The three Excel files described below are available at the bottom of the post, so feel free to download them if needed.
1. Creating monthly Sales & payroll request messages
To make the most of Bulk Texter Pro, it’s essential to prepare your Excel file correctly. Here’s how to structure and use your file effectively:
Excel File Structure
The green cells should be updated every month and the Text column is the message which is sent to clients. You can update the number, name, SendMessage, Kor and Special Note only when you need to do. You can download the excel files at the bottom.
- Green Colored Cells: Adjust Monthly. The green cells in your Excel file represent month.
- Message (Red sentences at cells A4 & A5): These are the sentences that are going to be sent. Replace Sales to Payroll if you need to request payroll info.
- Input Columns: Number, name, Sendmessage, Kor(language) and Special Note.
- Text Column: Automatically generated message combining the above columns
Preparing the File for Upload
When your Excel file is ready, follow these steps to ensure proper upload into Bulk Texter Pro:
- Copy the Data
- Copy Blue-Highlighted areas you want to upload.
- Paste Without Formulas
- Open a new Excel file to be uploaded.
- Use the Ctrl + Shift + V shortcut to paste only the values (this removes any formulas).
- Save and Upload
- Save the file and upload it directly into Bulk Texter Pro.
2. Creating sales tax calculations messages
Excel File Structure
It has the same process in number 1. However, Sendmessage column is auto-calculated based on Amount. Only If it has amount, Sendmessage has the value of “True”.
3. Creating payroll request messages
In small businesses, it’s common for owners to have a fixed monthly salary, while employees are paid hourly. To streamline payroll requests, you can set up an Excel file that allows you to account for the owner’s fixed salary and inquire about employee hours. This method ensures efficiency when sending bulk text messages through Bulk Texter Pro.
Excel File Structure
- Details: List the fixed monthly salary
- Special Note: Leave this blank or add a placeholder like “Please provide employee hours for this month.”
4. Conclusion
By formatting monthly questions and automating their delivery, you can reduce errors and save time. This approach enhances efficiency and streamlines communication with clients.