What is the Best Phone System for Accountants?

So you’re looking for a new phone system for your accounting firm?

Maybe because you’re facing one of these problems with your current phone system:

  • You feel that frequent engaged tones may be leading to lost revenue.
  • You’d like a phone system that links to your client management software so you can greet clients by their name and save time.
  • You feel that enquiries may not always be dealt with in the best way so you want to monitor and improve the way your staff interact with your clients.

If so, there’s hope! Yo Telecom has helped hundreds of accountants successfully overcome these challenges.

In this short article, we’ll outline the differences between the phone systems that are available.

What is the Best Phone System for Accountants?

There are three main types of telephone systems available:

  • Digital phone systems
  • Internet (VOIP – Voice Over Internet Protocol) or cloud based phone systems 
  • Hybrid phone systems (the best of both worlds)

Let’s take a look at the different systems and explore which one is the best choice for your accounting firm.

Digital Phone Systems for Accountants

A digital phone system is a physical telephone system that will be located somewhere in your accounting firm.

It is a small box which is usually mounted on a wall or placed in a cabinet. It sconnect to your phone lines and all the handsets you have in your building.

A benefit of a digital phone system is that it’s very reliable. This system ranks #2 out of the three systems in reliability.

However, a disadvantage of a digital phone system is that it is restricted to physical phone lines (digital or analogue phone lines). This means it’s not that future-proof.

Internet (VOIP) Phone Systems for Accountants

An internet phone system, also known as a VOIP or cloud based phone system, is a virtual phone system which unlike a digital or hybrid system will not be located in your accounting firm. Instead, it will be located in a data centre somewhere in the world.

A benefit of VOIP systems is that they can save money on call charges.

However a disadvantage of VOIP systems is that if your internet goes down, you will not be able to use your phones – at all.

Hybrid Phone Systems for Accountants

The hybrid system is a mixture of a digital phone system and an internet (VOIP) phone system. The system will be located in your accounting firm and offers flexibility with your choice of cordless and fixed handsets.

A benefit of a hybrid phone system is that they offer more reliability than both VOIP and digital phone systems. If one type of line fails for you, it can automatically route calls in and out from a backup line.

Hybrid phone systems don’t really have any disadvantages. They truly are the best of both worlds.

The Hybrid Phone is the Best Phone System for Accountants

As well as being the most reliable phone system you can buy. Hybrid phone systems also offer a range of other useful features for your accounting firm. You can find these listed below;

Call Logging

Never let an unanswered call turn into a missed opportunity, bad impression or an upset client again. You may miss calls when you’re busy on the phone, helping clients, or even when you’re closed. With the Yo Telecom hybrid phone system you get an instant notification of any missed calls. You can pleasantly surprise your clients by returning their missed calls.

Call Waiting

Rather than clients getting an engaged tone while you’re busy on the phone, your phone system will automatically greet clients, notify them that you’re busy on the line and then play them some music or marketing while they wait for you. This keeps your clients interested and on the line, rather than calling the next accounting firm they find on Google.

Call Recording

Make calling your accounting firm a positive experience, always, by improving and monitoring the way your staff speak to your clients. If a caller has a bad experience, it can be damaging to your reputation and your clients may lose trust in you.

With Yo Telecom’s call recording you can listen to any call that has been made or received and use it to guide and help staff to improve. It also comes in handy if you ever need to re-listen to information clients give you over the phone.

Call Transfer

Help callers speak to the person they need to, fast! With the Yo Telecom hybrid phone system, it’s one simple touch of a button to transfer a call to any other handset (cordless or fixed handset) in the office. Meaning better communication between your staff and your clients.

On Hold Marketing (or Music)

Fill those awkward silences while your clients are on hold. This feature will allow you to play marketing messages to your clients when they are placed on hold so they can get a better understanding about the services you provide.

Your clients will be more likely to use your products and services if they know what they are about and their benefits.

Alternatively, we’ll find the perfect music to keep your clients entertained while they’re on hold.

Professional Voicemail

If you can’t answer a client’s call because you’re closed or busy helping other clients, it’s important that your voicemail is impressive, professional and helpful. If not, your voicemail could be causing your clients to call a competitor. Yo Telecom’s professional voicemail messages are personalised and recorded specifically for your accounting firm, to help you achieve your goals in business.

Smart Inbound Call Routing

Impress your callers with fast service by smartly sending inbound calls to a phone or a group of phones. If the person who usually answers calls is already busy on the phone or doesn’t answer quickly enough, the call will automatically be sent through to another phone. Saving your callers time, and keeping them happy.

3 Step Plan to Increase the Success of your Accounting Firm

1. Book a Demo

Book in for a FREE demo of our phone systems by calling us on 02382 146115.

2. Sign up for the Option that Suits the Needs of Your Accounting Firm

One of our specialist consultants will come to your accounting firm and discuss all of your options until we have come up with the perfect solution that meets your requirements.

3. Let us Take Care of a Hassle Free Installation & Training

Your delivery and installation date will be booked on a day that suits you.

We’ll take care of the whole switch over and will train you to make the most of all of the features on your new phone system!

Questions?

I hope this has been easy to understand!

If you’d like to know more about anything discussed in this article please call us on 02382 146115 or email info@yotelecom.co.uk

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