When to Use Client Requests Versus Client Email Templates in Canopy

Streamlining your workflow isn’t just about saving time—it’s about eliminating the frustration of repetitive, labor-intensive tasks that can weigh us down as accountants. But knowing when to use each tool can be the difference between smooth operations and a tangled mess. Liz Scott, an accounting technology trainer, breaks down the differences between Client Requests and Client Email Templates in Canopy and when to use each for maximum efficiency.

Client Request Templates: Documenting, Tracking, and Accountability

When to Use It:
Client Requests in Canopy are your go-to when working on specific tasks that need to be documented and tracked from start to finish. Think of it as the command center for client collaboration—every request made through this feature becomes a task that’s visible and trackable by both your team and your client. Remember, each task can be turned into a template and stored for later use. 

Why It’s Beneficial:

• Automated Task Creation: When you send a Client Request, you’re not just sending a message—you’re creating a documented, trackable task that lives in your workflow. Your team and your client can see this task, its status, deadlines, and any related details.
• Progress Tracking: This feature accounts for every interaction. The system automatically updates as clients submit documents or respond, helping you and your team keep the workflow moving smoothly.
• Accountability: Client Requests hold clients accountable with built-in reminders and status updates that help ensure deadlines are met without you needing to chase them down manually.

Ideal Scenarios:

• Collecting documents for bookkeeping and tax preparation.
• Following up on outstanding items that are critical to project completion.
• Requesting specific data that ties into ongoing tasks in your workflow.

How to Create:

• Canopy has a step-by-step guide for how to create client request templates. 
• Use this link to learn how:  Click Here

Client Email Templates: Consistent, Standardized Communication

When to Use It:
Client Email Templates shine when you need to communicate standard information that doesn’t require tracking or detailed follow-up. These templates are perfect for recurring communications, such as general updates, scheduling reminders, or sending out standard document requests.

Why It’s Beneficial:

• Efficiency in Routine Operations: Pre-built email templates for common scenarios save time and ensure consistency in your communications. Whether you’re reminding clients about upcoming deadlines or asking them to review information quickly, templates simplify the process.
• Customization Without Complexity: Even with a template, you can still tailor your message for that extra personal touch. Dynamic fields allow you to insert client-specific details, ensuring the message feels relevant while staying efficient.
• Bulk Communication: Need to reach out to multiple clients at once? Email templates allow you to scale communications while keeping the message consistent, which is ideal for firm-wide announcements or policy updates.

Ideal Scenarios:

• Sending out meeting invites or reminders.
• Sharing periodic updates that don’t require further follow-up.
• Routine document requests that don’t need to be tied to specific tasks.

How to Create:

• Canopy has a step-by-step guide to creating client email templates—click here to learn more.

Key Differences to Remember

1. Task Integration vs. Standard Communication: Client Doc Requests are deeply integrated into Canopy’s workflow, making them perfect for task-based requests that need to be monitored and tracked. Email Templates, on the other hand, are best for general communications that don’t need this level of management.
2. Automation and Tracking: Client Doc Requests excel in automating task creation and tracking every step until completion, ensuring nothing slips through the cracks. Email Templates provide consistent messaging but don’t offer automatic progress tracking or task updates.
3. Customization and Flexibility: While both features allow for customization, Email Templates give you more freedom in routine communication. They enable bulk actions and personalized touches without the added structure of task management.

Making the Right Choice for Your Workflow

Understanding when to leverage Client Doc Requests versus Client Email Templates can significantly enhance your practice’s efficiency. Client Doc Requests are your best bet if you’re working on a project that needs detailed tracking and clear accountability. For general, repeatable communications, Email Templates keep things simple and consistent.

By mastering the use of these tools, you’ll save time, optimize your client management process, and deliver a seamless experience for both your team and your clients. Happy streamlining!