5 Bookkeeping Client Red Flags (When to Say No) — Transcript
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- 0:00Can I tell you about the worst client
- 0:03>> [laughter]
- 0:04>> that I ever took?
- 0:07I knew on that very first call, I could
- 0:09tell like something was wrong and
- 0:11something was just off.
- 0:13But, I was eager to please the CPA that
- 0:15had referred me and I told myself
- 0:18exactly the things that probably you
- 0:20tell yourself or any of us bookkeepers
- 0:22tell ourselves all the time.
- 0:24Oh, I can help them. Oh, I can fix that.
- 0:28I can overcome this issue, whatever it
- 0:30was. Or this poor person sounds so
- 0:34desperate and no one's been able to help
- 0:37them and I just my heart would just
- 0:39bleed and say,
- 0:40Oh, I how how bad can it be?
- 0:43I'll be their hero.
- 0:45Or oh, my staff can handle that. Like, I
- 0:47might not want to do it, but like I have
- 0:48staff that won't mind doing that. And
- 0:51sometimes we even say, "Well, how bad
- 0:53can it be, right? I've seen everything."
- 0:57I just I could not.
- 0:59That one client cost me so much time, so
- 1:03much anxiety, and just more stress than
- 1:08and cost me more sleep than, you know,
- 1:1010 good clients, you know, combined.
- 1:13But, for me, when I ran my bookkeeping
- 1:15business, unfortunately, it took me
- 1:18it took more than just one bad client
- 1:21for me to learn a lesson. I just didn't
- 1:23want to say no. I did not know how to
- 1:25say no. I
- 1:27genuinely thought that when people came
- 1:29to me with a bookkeeping problem that I
- 1:31could solve it. If I didn't know how, I
- 1:33would figure it out and I would chalk it
- 1:35up to a learning session. I had
- 1:37employees who were eager to work and I
- 1:40had clients that look like they needed
- 1:42help. So, I would say yes when I really
- 1:46should have said no.
- 1:50>> [music]
- 1:53>> So, today we're talking about something
- 1:54no one teaches new bookkeepers, that
- 1:56it's absolutely okay to say no if it
- 1:59just doesn't feel right. You don't have
- 2:01to say yes to everyone. And honestly,
- 2:04the fastest way to build a profitable
- 2:06firm and a firm that you enjoy
- 2:09and that you like and isn't stressful is
- 2:13learning how to spot those clients, the
- 2:15clients that you should walk away from
- 2:17before you ever sign them.
- 2:19So, it took me 5 years to learn the
- 2:22lesson. I said yes to everyone my first
- 2:245 years. And then I it was so stressful
- 2:28trying to manage all of these clients
- 2:29and they took up so much more time than
- 2:31they probably really needed to
- 2:34that I learned um to say yes and no when
- 2:38it was appropriate. I'm Lyn Talbot, the
- 2:40bookkeeper's coach, and I help
- 2:42independent bookkeepers and firm owners
- 2:44build a business that isn't stressful
- 2:46and a business that they actually love.
- 2:48A huge part of that is choosing the
- 2:51right clients, the clients that you feel
- 2:53comfortable taking on. So, if you've
- 2:55ever felt stuck with someone and you
- 2:57wished you'd never said yes, but you
- 2:59weren't quite sure how to get out of it
- 3:02this episode's for you. Make sure you
- 3:04subscribe and let's get into it. Here's
- 3:06what we forget when we're hungry for
- 3:09clients.
- 3:10Every yes isn't always a yes. It It
- 3:13means you're saying no to possibly a
- 3:15good client or that you're taking up all
- 3:18of your energy and time with a client
- 3:21you should have said no to and all that
- 3:22energy and time is not getting used for
- 3:25the clients that you have or the clients
- 3:27that you potentially could have and
- 3:29build a good relationship with. So,
- 3:31saying yes to everybody is actually
- 3:33ended up You end up kind of saying no or
- 3:36you end up giving your energy to the
- 3:38people that you should say no to. And
- 3:41also just for a peace of mind, um it's
- 3:44better to have a a good client, right?
- 3:47Then a stressful um client that you
- 3:49should have said no to. And it's hard to
- 3:52figure out who to say no to, but the
- 3:55wrong fit client it it doesn't just take
- 3:57you hours um like I said, it takes your
- 4:00attention away from the good clients,
- 4:02the people who you value and who you
- 4:05want to have a long-term relationship
- 4:06with. But the bad clients are the ones
- 4:09that are emailing you at 11:00 at night
- 4:11or they're trying to text you or they're
- 4:12just burning up you and your admin's
- 4:14phone. Um
- 4:16they feel like they're sort of blaming
- 4:17you or they're rushing you to get
- 4:19something done and you're like, you
- 4:21know, I don't work best I don't know
- 4:22about you, but I don't work best when I
- 4:25am rushed or under stress. Like nobody
- 4:27works at their best potential when they
- 4:30have a deadline that's almost impossible
- 4:32to meet. But somehow the client always
- 4:34feels like it's your fault or you didn't
- 4:37do this fast enough and having one or
- 4:40two really bad clients that just end up
- 4:42being a disaster, you know, it can
- 4:43really sour you on how you feel about
- 4:46your business, how you feel about
- 4:47yourself, and how you feel about the
- 4:50relationship you have with your current
- 4:52clients. It it really can break down
- 4:54some of those barriers that you thought
- 4:57you had. You know, you're like, oh, I
- 4:59can I can take on any client, right?
- 5:01That's what I thought. I can be a hero.
- 5:03I can do this. How hard can it be?
- 5:06>> [laughter]
- 5:07>> And maybe the work isn't hard, it's the
- 5:09client that's difficult. So we want to
- 5:11reframe this. When you are interviewing
- 5:14your clients, your very first
- 5:15conversation, they've called up, they
- 5:16said, "Hey, I've got a bookkeeping
- 5:18issue." I'm great. Grab a time on my
- 5:20calendar and you have that what we call
- 5:23a discovery call or that discovery
- 5:25interview. So this discovery interview,
- 5:28here's how mine used to go. I would just
- 5:29be like, "Oh, I can do everything. I can
- 5:31do that." Like I was trying to sell
- 5:33myself so I could get the business and I
- 5:35realized I didn't need to do that
- 5:37because they were probably going to hire
- 5:39me anyway.
- 5:40But by doing that, by
- 5:43by kind of promoting myself and saying,
- 5:45"Oh, I can do that. Like, I really want
- 5:47your business."
- 5:48I wasn't listening
- 5:50to what the client was saying, or I
- 5:52didn't even ask some of the questions
- 5:54that would have given me those red flags
- 5:57because I was
- 5:58um eager for the business. I was
- 6:00building my business, right? So, I was
- 6:01just taking clients. Take, take, take.
- 6:04>> [laughter]
- 6:05>> And really not vetting them very well.
- 6:07So, and you might be in your early
- 6:08phases, and sometimes you have to take
- 6:10the clients that come to you, and you'll
- 6:11learn from them, just like I did. No
- 6:13problem. You You get them, you learn
- 6:14from them, and then you don't go find
- 6:17those clients again, or you tell clients
- 6:19that are like that no in the future.
- 6:21Let's flip it. That first conversation
- 6:23you have, you want to make sure you're
- 6:26looking at them. Now, when I do my
- 6:29discovery call, it's totally different.
- 6:31I am listening. I am paying attention.
- 6:34I'm asking question after question
- 6:37before I start to, you know, sell
- 6:39myself, or or when they ask me, "Hey,
- 6:41well,
- 6:42um can you do all of this? Well, tell me
- 6:44about your background, or have you ever
- 6:46done a manufacturing?" Um I won't answer
- 6:48any of those questions until I get all
- 6:50of the information that I need. So, I
- 6:52keep a list of fillable questions that
- 6:55are ready to go before every call. And
- 6:57it's two pages. Sometimes it goes to
- 7:00three if I'm typing a whole lot out, but
- 7:02I don't ask necessarily like all the
- 7:04questions all the time, but it does two
- 7:06jobs for me. It It keeps me focused so
- 7:09that I don't miss anything, and it helps
- 7:12me understand where the client is, and
- 7:15maybe I can catch early, or if they say
- 7:17something, I can be like, "No, wait a
- 7:18minute. Can you expand on that a little
- 7:20bit? You said you've got two
- 7:21businesses."
- 7:22Um who Who owns this other business?
- 7:24Were you a partner there? So, there's a
- 7:26loan, and you're So, you start getting
- 7:28into these complexities that if you
- 7:30hadn't been listening, you might not
- 7:32have picked up. So, the questions on the
- 7:35discovery call are going to be things
- 7:37like um When were your last tax returns
- 7:40filed? Are your books up to date? Who
- 7:42Who's doing your books? Tell me about
- 7:44your file now and what's going on with
- 7:47it. Like, why are you here today? Uh
- 7:49who's your CPA?
- 7:51And those questions right there can tell
- 7:54you a lot more than just the numbers.
- 7:56We'll talk about the good sign, the
- 7:57green light. So, when you ask those
- 7:58questions and the first thing I do
- 8:01though is always ask them about their
- 8:02business. You know, tell me about your
- 8:03business and why you started it. And
- 8:06that that way I can understand what
- 8:07they're doing. Like, are they selling
- 8:08online? Like, what are they doing? Do
- 8:10they have payroll? And they'll start
- 8:12talking and sometimes I can kind of skip
- 8:14through the interview and and fill in
- 8:17some blanks there as they're talking.
- 8:19And I tell them that I'm doing that. I
- 8:21say, "Hey, you might see me typing. I'm
- 8:22just making sure I get all the
- 8:24information I need so I don't miss
- 8:26anything when I give you a quote." So,
- 8:28the the first question when I ask them
- 8:30about their business, if they light up
- 8:32and they start telling you all their
- 8:33story and they're just really passionate
- 8:35about their business, like you you start
- 8:36to get a good feel. Like, this is a good
- 8:38person that generally likes their
- 8:40business and they know and understand
- 8:42what they're doing. Um number two,
- 8:45they they tend to treat you or other
- 8:48people that they've talked about as
- 8:50partners in the business. They respect
- 8:52you. They respect your opinion. And
- 8:55they're not going to treat you like a
- 8:56data entry clerk. They're not saying
- 8:58negative things about their other
- 9:00bookkeeper or um well, bookkeeping is
- 9:03just data entry. Like, they're just
- 9:04saying blanket
- 9:06uh statements and you're like, "Mm,
- 9:09that's like a little insult there."
- 9:11>> [laughter]
- 9:12>> They don't mean it to be, but but it is.
- 9:15And then three is they already have a
- 9:17CPA or they're glad to get a
- 9:19recommendation from you if they don't
- 9:21have one. Sometimes I'll get a client
- 9:23and they're like, "Look, my CPA just
- 9:24retired or I've moved. I want to find a
- 9:27new CPA. I wasn't real happy with them.
- 9:29Can Do you have one?" And that's the
- 9:31best one because then you get to use
- 9:32your referral, right? You get to pull in
- 9:34your favors by referring a client
- 9:36referring this person to one of your
- 9:38referral sources. So, you want to make
- 9:41sure they have a CPA. And four, they
- 9:43care about outcomes. They're asking
- 9:44[clears throat] questions like, "Can you
- 9:46give me, you know, some time back? How
- 9:48can I make these decisions? I know, what
- 9:50what kind of reports can you give me? Or
- 9:53this is the data I need to make business
- 9:54decisions. Can you get me this data?"
- 9:56Like, what are they looking for? That's
- 9:58your person. That's the person that
- 10:00cares about their business and they care
- 10:01about the outcomes of of their business.
- 10:03The second part of the red flags, right?
- 10:06That's who you're not looking for. And
- 10:09you've probably seen some of these red
- 10:10flags or you've got your own list of red
- 10:12flags. And I I love that. I'd love for
- 10:14you to put in the comments what your red
- 10:16flags are.
- 10:17Um now the part you came for. So, I
- 10:20learned these the hard way. Again, I I
- 10:22don't know. I just
- 10:24I just said yes to everybody and then
- 10:26suffered the consequences.
- 10:28So, number one was unrealistic
- 10:30expectations. They really didn't
- 10:32understand how bookkeeping worked and
- 10:34they'd said, "I need all this stuff, you
- 10:35know, by next Friday. Two years of this
- 10:38mess and commingled stuff." And they
- 10:40didn't feel like it should take you
- 10:42longer than that. It's just data entry.
- 10:44Like, no. That's just a a hard no. That
- 10:47is a red flag right there that they
- 10:49don't understand the process and they
- 10:50don't respect your time. You can uh
- 10:52certainly talk to them and tell them,
- 10:55"Look, this is going to take us at least
- 10:5730 hours or 40 hours. I am not I I'm not
- 11:00able to start on you until next week.
- 11:03Like, I'm I'm taking new clients, but I
- 11:05can't onboard you till next week or next
- 11:08month or whatever." And just be honest,
- 11:10you know. Or you can use that as an
- 11:11excuse, right? "Hey, the first time I
- 11:13can take a new client is the 15th of the
- 11:15month next month because I don't want to
- 11:17take you and then not be able to start
- 11:18it. So, if you need it by next Friday,
- 11:20I'm not I'm I'm I'm not your gal. I I
- 11:22need to find you someone else." And then
- 11:25maybe they'll be like, "Oh, well, you
- 11:26know, maybe um they just have this
- 11:28unrealistic expectation. So, number two
- 11:30is the price shopper.
- 11:32Mm.
- 11:33They just want you to lower the price.
- 11:35If they're already haggling about the
- 11:36price on the first call, and I don't
- 11:38mean they're just saying, "Oh gosh,
- 11:39that's a little expensive. Let me Let me
- 11:42get back to you." I would expect that.
- 11:44I'm more pricey than other bookkeepers,
- 11:46so I would get that a lot. I said, "No
- 11:48problem. I I know what I'm doing. I work
- 11:50fast, quickly, and efficient, but I want
- 11:53you to feel good about the price, so
- 11:54I'll send it to you in writing and you
- 11:56can look it over." Um but if they say
- 11:58things like, "Well, you said you would
- 12:00do it for this. Can you do it for this?
- 12:01Well, how about this? Can you do it for
- 12:03this?" And they're already haggling at
- 12:04the price. Red flag. Red flag. Um
- 12:09they won't respect your time and they'll
- 12:12haggle about every invoice that you ever
- 12:14send them, you know? They'll take all
- 12:16the words out, get in there, and um just
- 12:19devalue what you've written on the
- 12:21invoice. They'll just say, "Well, you
- 12:22shouldn't You know, you shouldn't charge
- 12:24me for an email, or you shouldn't charge
- 12:26me to, you know, create the chart of
- 12:27accounts." Well, that's what part of it
- 12:30is. Number three is they're already
- 12:32unresponsive. Like, you you've you've
- 12:36asked them to get back with you. You've
- 12:37asked them to, you know, get access to
- 12:39the file, or whatever you've asked them
- 12:41for, and crickets crickets crickets.
- 12:42You've asked them several times.
- 12:44That if if if it's not difficult for
- 12:47them to give you what you're asking for
- 12:49at that point, that's going to carry
- 12:51over into the relationship. It's just
- 12:53going to be more of the same. You're
- 12:54going to be dragging and dragging to get
- 12:56everything that you need from them.
- 12:58And um four is if they don't have a CPA
- 13:01or they're not interested in getting a
- 13:02CPA. They either do their own taxes or
- 13:04they just put it in TurboTax, whatever
- 13:06they they want to use. And I don't like
- 13:10that. I do not work with anybody that
- 13:11doesn't have a CPA. I don't want to be
- 13:13the last stop because for the books, I'm
- 13:16not a tax person and I'm not giving tax
- 13:18advice. I'm getting the books ready for
- 13:20a tax preparer, and I'm getting them
- 13:22ready for the client, too, so they they
- 13:25make business decisions, but your job's
- 13:27twofold, and if there's no tax preparer,
- 13:29I get really nervous. And I just say,
- 13:31"Oh, I I don't work with anybody that
- 13:32doesn't have a CPA or a tax accountant.
- 13:35Um I'll be happy to refer one to you,
- 13:37but your business sounds like you could
- 13:39use you could use a CPA, and I'll
- 13:41usually tell them that they'll usually
- 13:42get their money back. The CPA can find
- 13:44things that they may maybe can't find."
- 13:47But, uh red flag if they are a hard no
- 13:51on a CPA or a tax preparer. Five, they
- 13:54they want you to bend the rules. Like,
- 13:56you you hear them talking, and they're
- 13:58saying things like, "Well, I do have
- 14:01that, but just leave that off." Or, you
- 14:03know, I put my daughter's um private
- 14:06school tuition in the education bucket,
- 14:08but um nobody needs to know that.
- 14:11What?
- 14:13I've had people tell me that. Yes. I I I
- 14:15think I actually took that client, and I
- 14:17had to go I had I just had to tell the
- 14:19CPA, "Well, that's what's that that's
- 14:21what's in there." And then, of course, I
- 14:23I took it out and just moved the whole
- 14:24education thing, and just said, "Private
- 14:26education." Just moved it over to under
- 14:29the owner draw.
- 14:30And whether the client, you know, knew
- 14:32it or not, but I'm not going to bend the
- 14:33rules for the client. If If they start
- 14:35saying things that puts your license or
- 14:38your reputation or your integrity on the
- 14:40line, or it's just like, "No, that's not
- 14:42that's not you know, that's not what we
- 14:44do in bookkeeping. We don't we don't do
- 14:46the books just based on what you say. We
- 14:48do them based on, you know, what the IRS
- 14:52says."
- 14:53Um and then, six would be like the
- 14:55blamer. If If you're talking to them and
- 14:57they're blaming everything on the last
- 14:59bookkeeper, they're kind of badmouthing
- 15:00them, or they're badmouthing the
- 15:02operations manager who maybe just left,
- 15:04and you're just getting like all
- 15:05negative vibes. They're just blaming
- 15:07everybody else for their problems, and
- 15:09they're the business owner, except them.
- 15:12Uh there may be a common denominator
- 15:13there. That would be the business owner
- 15:15or or the client. Lastly, seven is just
- 15:18trust your gut. If you're just talking
- 15:20to them, and you might see a little like
- 15:22red flag, you're like, okay, I can I
- 15:23kind of talked my way out of that or
- 15:25I've talked him into that. Oh, this one
- 15:28something is going to happen and you're
- 15:29going to feel it in your gut. You're
- 15:30just like, I don't like anything about
- 15:32what this person is saying. The whole
- 15:34thing just doesn't sound when you put it
- 15:36all together just doesn't sound good.
- 15:37So, if something feels off
- 15:40even if you can't name it, believe me,
- 15:42you just don't want the client. Let's
- 15:44talk about how you're going to say no to
- 15:45those clients when you see those list of
- 15:48red flags. So, you spotted a couple of
- 15:50red flags and how do you say no without
- 15:52burning the bridge? Now, I've I've been
- 15:55able to spot some red flags within the
- 15:57first 5 minutes of the conversation and
- 15:59been able to shut it down. If they're on
- 16:01QuickBooks Desktop, no, I'm not doing
- 16:03that. If you'll come over to QBO, I'll
- 16:05help you, but I was not going to do that
- 16:06anymore. Used to
- 16:08you [snorts] know, when we were old and
- 16:09we took every client but not going to do
- 16:11that. So, I would stop them right there
- 16:13and just say, uh let me
- 16:15I'm so sorry if there's any
- 16:16misunderstanding. I only do the
- 16:18QuickBooks online or Xero online. I do
- 16:20not work on desktop anymore, but um
- 16:23whenever you're ready, I'm happy to move
- 16:25you over and get you a discount, blah
- 16:27blah blah.
- 16:28But, you can also say if you if you hear
- 16:30things like that that you know you can
- 16:32stop that are just a hard stop like, no,
- 16:34I I I don't do that. I don't do
- 16:35manufacturing or whatever it is that you
- 16:37you don't do. You can just hard stop and
- 16:39say, I am so sorry. But, try to have
- 16:42somebody that you can refer them on to.
- 16:44But, I do have somebody I can let you
- 16:46know. And I've always had people that
- 16:47did that still do desktop that I refer
- 16:49my desktop clients to.
- 16:51Um but, you can always say something
- 16:52like, I don't think I don't think we're
- 16:54the right fit for what you need. I'm
- 16:56hearing you need this and our employees
- 16:59and myself, we do it this way. Um but,
- 17:02let me point you to somebody else
- 17:04because I want to make sure your books
- 17:06get done, you know, properly.
- 17:07Um but, but a lot of times what I would
- 17:10say because, you know, again, it's hard
- 17:13to say no, right? Especially when you're
- 17:14on a video call or, you know, in this
- 17:17case you might even be out, you know,
- 17:18meeting somebody. It's very hard to say
- 17:20no in person. Um you can say, "Great. I
- 17:23have all the information that I have. I
- 17:25have some concerns about a few things,
- 17:28but I'm going to write this up in the
- 17:29email, a summary, and uh let you know.
- 17:32So, expect that by tomorrow morning or
- 17:34whenever." And um
- 17:36and if you have any questions at all
- 17:38after you read that, let me know. And
- 17:40then you can step away, uh think about
- 17:42it, and say um
- 17:45you know,
- 17:46do that email that says, "Here are the
- 17:48things that I I don't do." Or if if if
- 17:51it's something specific, if it's
- 17:52something not specific, just say, "I am
- 17:55so sorry. This project was a little bit
- 17:57bigger than anticipated. I don't have
- 17:58room right now. I don't have um openings
- 18:00right now. I was hoping that I could
- 18:02squeeze you in, but after looking at my
- 18:04calendar, I'm just not able to take on a
- 18:06new client right now. But you can call
- 18:08these two people." You know, so you can
- 18:11always say something to get out of it.
- 18:12But But saying to them, "Let me get this
- 18:15all together in an email." And kind of
- 18:17telling them right up front, like, "I'm
- 18:19I'm hearing some concerns and I've got
- 18:21some questions, so let me think about
- 18:22it. Let me get all my thoughts together
- 18:24into an email, and I'll let you know
- 18:26tomorrow." And that gives me time to
- 18:28breathe and to really go back and think,
- 18:31"Can I can I do this?" Also, if you're
- 18:34on the fence about something, you're
- 18:36like, "Well, I I don't know. Like I
- 18:38don't know." Ask to see the file. If you
- 18:40get the file right away, and you can see
- 18:42for yourself what's in the file. And
- 18:44that helps a lot if if you can see the
- 18:46file. So, just say, "Hey, before I can
- 18:48go any further, I'd like to see the
- 18:49file. Um here it is, you know, send me
- 18:53send me uh read-only or whatever
- 18:54whatever." Um and then you can you can
- 18:57look at it. But saying no is not rude. I
- 19:00used to think it was rude, and it was
- 19:02almost like I couldn't say it, you know?
- 19:04But it it's not rude or arrogant. I know
- 19:06it could come across that way, and you
- 19:09I know I did I always had a feeling that
- 19:12I would somehow come across that way.
- 19:14Even though it's nice, I would you know
- 19:16always try to explain things very nicely
- 19:18and you know politely, I thought oh I
- 19:20sound I sound like I'm arrogant like I
- 19:22don't want this client. So it is the
- 19:24most professional thing you can do is to
- 19:27be able to say no and just pass the
- 19:29client on to someone else and wash your
- 19:31hands off it and move on. Because you
- 19:34might have just
- 19:35diverted a a disaster. Some people can
- 19:39do disasters and they like to do them,
- 19:41but that's that's not you. You need good
- 19:43clients, calm clients, and clients who
- 19:47make you feel good and build build you
- 19:49up and build your business up, not try
- 19:50to take it down.
- 19:52All right, so call to action. Here's
- 19:54what I want you to take away from this.
- 19:55You're you're not desperate, you're a
- 19:57professional choosing who you work with,
- 19:59right? Um build a simple list of
- 20:01questions that you want to ask in your
- 20:04discovery call and watch out for those
- 20:06red flags. And if you want to go deeper
- 20:09with pricing, packaging, the whole
- 20:11client relationship, come join us inside
- 20:14the Bookkeepers Training Circle and you
- 20:16can catch that at
- 20:17coachingbookkeepers.com.
- 20:19Um if this helped, hit subscribe and now
- 20:23go protect your peace.
- 20:26>> [music]
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