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Blake Oliver

Accounting Firms Boost Profits by 10% Without Losing Clients—Here’s How

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Are outdated billing practices holding your accounting firm back? 

While many firms see proposal and payment systems as necessary yet purely administrative, forward-thinking practitioners are discovering their immense potential to reshape client relationships—and boost profitability.

In a recent Earmark Expo webinar, Tom Maxwell of Ignition showed how modern engagement systems do more than simply streamline operations. They fundamentally change how clients perceive and value accounting services. Forward-thinking CPAs are eliminating accounts receivable, implementing annual price increases, and shifting from after-the-fact billing to genuine value-based partnerships.

The results are striking: Firms report implementing 10% annual price increases with no negative impact on client acceptance rates. More importantly, they’re building stronger relationships rooted in transparency, clarity, and mutual respect.

Below, we explore how these systems turn traditional billing bottlenecks into opportunities for transformation.

The Billing Bottleneck: More Than Just a Payment Problem

For many accounting firms, getting paid feels like an administrative hassle. However, according to Tom Maxwell, this challenge runs deeper—right to the heart of client relationships and firm profitability.

After talking to thousands of firms, Tom identified three main reasons clients struggle to see the true value of accounting services:

  1. Mandatory compliance work: Clients often see compliance as a “must-do” rather than a “value-add.”
  2. Expertise gap: Clients rarely grasp the depth of expertise required for high-quality work.
  3. Value disconnect: When billing happens long after services begin, clients lose sight of the direct benefit.

The result is a vicious cycle of payment delays and weaker client relationships. But forward-thinking firms find that modern engagement systems address both the practical and psychological barriers head-on—starting with the first client interaction.

Transforming Client Engagement from Day One

Modern engagement systems reshape the client experience right from the start, setting clear expectations and articulating value. Gone are outdated PDF proposals, manual credit card processing, and clunky engagement letters—all of which can subtly lower the perceived value of your services.

Instead, clients receive a digital, professional proposal that:

  • Clearly lays out services and value
  • Offers up to three package options with different billing frequencies
  • Guarantees payment authorization before work begins

“My favorite feature,” Tom says, “is that clients must enter payment information before accepting the proposal. That ensures you get paid for your services before you even get started.”

This process is also more secure—no more mishandling of credit card details. Once clients accept a proposal, they receive a signed engagement letter, and their payment information is securely stored for future billing. This streamlined approach does more than save time; it also signals professionalism and shifts the conversation from awkward payment requests to demonstrating tangible client value.

From Reactive to Proactive: Managing Dynamic Client Relationships

With a rock-solid foundation in place, modern systems empower firms to become more proactive. They not only enable systematic price increases but also enhance client relationships.

“We found that Ignition customers were increasing prices by about 10% on average in the past year,” Tom explains. “And when we added the feature enabling a standard price increase, there was no change to proposal acceptance rates.” 

These tools also end stressful negotiations around scope creep or service changes. Firms can quickly update both service levels and pricing, and automated billing continues seamlessly. Every adjustment is tracked for full transparency, reducing tensions and letting both parties focus on a healthy working relationship.

Integrated workflows further enhance automation. For instance, if you integrate payroll data, your fees can automatically scale based on fluctuating employee counts—so you’re always fairly compensated as client needs evolve. By treating billing adjustments and scope changes as a routine, expected part of the engagement, firms solidify their value without appearing adversarial or inflexible.

Embracing Modern Engagement Systems: The Path to Business Transformation

This evolution—from billing bottleneck to strategic asset—goes beyond operational efficiency. It marks a foundational shift in how firms approach client relationships.

By tackling the practical and psychological pain points of billing, modern engagement systems let you focus on what truly matters: delivering measurable value. The evidence is clear:

  • Accounts receivable evaporates
  • Annual fee increases of 10% become standard—with minimal client pushback
  • Client relationships strengthen through transparency and respect

Watch the full Earmark Expo to see these tools in action. You’ll see how industry leaders implement automated billing, consistent price updates, and stronger client relationships—freeing them to concentrate on higher-value, growth-oriented services.

The future favors firms that view proposal and payment systems as strategic levers for better, more profitable client relationships. The question isn’t if you should upgrade your engagement systems—it’s how soon you can begin.

How a Red Chair is Transforming Client Relationships in Accounting

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In the conference room of a CPA firm, there’s a bright red chair—off-limits to employees. It’s reserved for clients, even if they’re not physically present. When the client can’t attend a meeting, the chair stays empty, yet serves as a vivid symbol: imagine the client is here, listening to every word. This approach to client-centric service cuts through the day-to-day grind and reminds everyone on the team that the client’s best interests must guide every decision.

On the Earmark Podcast, I spoke with Kyle Walters—Managing Director of Atlas Wealth Advisors and Partner at CPAs & Advisors—about the power of integrating wealth management with accounting services. Walters explained how his unique perspective as a longtime financial advisor, combined with the expertise of his CPA partners, opened the door to a more cohesive, future-focused experience for clients. 

Why Integrate Wealth Management and Accounting?

Kyle Walters grew up in financial planning. For two decades, he helped families invest, save on taxes, and retire comfortably. But he noticed a common frustration: clients viewed their financial picture as disjointed. Their CPA was crunching past numbers and tax returns, while their financial advisor was projecting out into the future. Neither professional was fully aware of what the other was doing.

By bringing both wealth management and tax under one roof, Walters realized he could deliver a more seamless client experience. Rather than running in circles between two trusted advisors—one in the present and one in the future—the client can enjoy an integrated dialogue. In Kyle’s words: “If you can get your CPA, your financial advisor, and your client on the same call, you solve problems in five minutes that otherwise would drag on for weeks.”

Two Ongoing Relationships: CPA + Financial Advisor

When it comes to finances, most families or business owners consistently rely on two professionals:

  1. A CPA or Tax Specialist – Focused on bookkeeping, tax returns, and making sure numbers are correct and on time.
  2. A Financial Planner or Wealth Manager – Oriented toward helping people invest smarter, plan for retirement, and meet long-term goals.

Because these two experts often operate independently, the client must shuffle data and questions back and forth. Even little miscommunications can create confusion, missed deadlines, or unnecessary stress. The integrated model aims to remove the client from this “middleman” role. Whether it’s about a new business launch, a company sale, or an unexpected life event, a single cohesive team can handle both tax and wealth implications together.

A Fresh Perspective in the CPA Firm

Part of what makes Walters’s model so successful is that he’s not a CPA. Instead, he brings a financial advisor’s perspective to firm operations. CPAs traditionally focus on deadlines, precise data, and compliance. Financial advisors naturally explore client goals, family needs, and big-picture strategies. Together, these mindsets create a more robust decision-making process.

His journey to integrate services involved finding two CPA firm owners who shared his vision. They pooled resources, formed an entirely new firm, and established a culture where neither side worked in isolation. Now, the CPAs ensure the numbers are accurate and deadlines met, while Walters and his advisory team look forward—helping clients see how today’s financial decisions ripple into tomorrow.

The Power of the Red Chair

Early on, Walters noticed language in internal meetings that sometimes cast the client as an “obstacle”: “The client isn’t getting us their documents fast enough” or “The client doesn’t understand what we need.” To change the tone, he placed a bright red chair at the table, designated it for the client, and instructed the team to speak as if the client were right there—listening, seeing how they’re spoken about.

This seemingly small gesture fosters empathy. Team members are reminded clients don’t speak accounting jargon all day—if they knew how to gather every document perfectly, they wouldn’t need a CPA. They’re juggling businesses, families, and complexities. By imagining them in the red chair, the firm reframed their role from “client is a problem” to “client needs our help.”

Overcoming the Usual Pain Points

Walters regularly hears client feedback from both sides—the CPA perspective and the wealth management perspective. Three major pain points come up time and again:

  1. Slow or Nonexistent Communication
    Clients want speedy responses, or at least acknowledgment that their questions matter. Even a brief courtesy check-in can help them feel valued.
  1. Inflexible Processes & Crunch Deadlines
    Traditional accounting often revolves around one or two deadlines. Firms endure a stressful “rush to the finish,” leaving little bandwidth for deeper client conversations. Scheduling tax return preparation into monthly or quarterly cohorts can solve this. When clients understand that being “extended” won’t lead to penalties—and that it can mean better guidance throughout the year—most are happy to follow a more strategic timetable.
  1. Disjointed Advice
    A business owner selling their company doesn’t just need a properly filed return—they need a plan to handle the influx of cash, tax implications, and possibly a shift in personal goals. When multiple advisors operate in silos, misalignment and confusion can cost a client time and money.

Interestingly, small tax mistakes rarely drive clients away. They understand honest errors can be corrected. What they won’t tolerate is feeling unappreciated, being ignored, or left in the dark.

Delivering True Integration

Under an integrated model, advisory conversations flow naturally. For example, a client might hop on a Zoom call with their CPA and financial advisor at the same time to discuss mid-year tax estimates, projected income, and potential investment shifts. Instead of playing telephone, the client watches their two experts coordinate in real-time.

Year-round scheduling also adds a proactive structure:

  • Early in the year – Identify high-complexity clients or those who prefer timely filing, and complete the first batch of returns. Extend any clients not filed by April 15.
  • Middle of the year – Perform “pulse checks” on tax projections and investment performance. Complete the second batch of returns.
  • Later in the year – Finish up any open client returns.
  • End of the year – Engage in tax planning and forward-looking financial decisions. This is prime time for capturing deductions or shifting money before year-end.

By spreading out the busy season, both CPAs and advisors can provide the attention that clients crave.

Looking Ahead: AI and the Evolving Role of the Advisor

As technology advances—particularly artificial intelligence—routine accounting tasks like sorting transactions or populating tax forms will become more automated. Rather than viewing this as competition, forward-thinking professionals see AI as a powerful ally: It handles rote tasks so humans can focus on relationships, nuanced conversations, and strategic planning. The CPA or financial advisor of the future will be less about data entry and more about empathetic counsel.

Walters believes clients ultimately pay for clarity, confidence, and guidance. In this new landscape, the “trusted advisor” is the one who integrates all the moving parts of someone’s finances and helps them make better decisions. AI can help gather data, but the human element—like making someone feel heard or reflecting on their family goals—still belongs to the professionals.

A Single Seat for Service

Across the table sits that red chair—occupied or not—representing the heartbeat of a firm that puts the client first. By merging wealth management and tax expertise, firms create a single seat where every financial question can land. The result? Less confusion, fewer missed opportunities, and a client who genuinely feels they have a team working together for their benefit.

Want to hear more? Listen to the full discussion on the Earmark Podcast, where Kyle Walters delves deeper into his integrated approach, shares the motivation behind the red chair, and explains how proactive scheduling can transform the busy season from a burden to a strategic advantage.

Building a Successful International Tax Practice: Lessons from Japan

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Nearing his 30th birthday, California CPA and former English teacher Eric Azevedo found himself at a career crossroads. Having spent years in rural Japan teaching English, he longed for a profession with greater stability and higher earning potential. Rather than pursuing law school as he once planned—or even a career in software—Eric ultimately chose accounting. Little did he know that studying at California community colleges for the CPA Exam would pave the way for a thriving international tax practice serving American expatriates across Japan.

In a recent interview on the Earmark Podcast, Eric opened up about his unique journey from philosophy major to accounting professional, revealing the practical realities of working in a different culture and navigating complex dual-tax systems.

From Santa Monica College to Tokyo: A Career-Changer’s Leap

Eric’s decision to become a CPA began when he returned to California after several years in Japan. Enrolling at Santa Monica College and Irvine Valley College, he completed the accounting courses required to sit for the CPA Exam—often taking advantage of online classes to balance work and study. Within about four years of taking his very first accounting class, Eric earned his license.

Opportunity knocked almost immediately: a single Skype interview led to a job offer at a Tokyo-based firm. Eric moved back to Japan on short notice, eager to gain experience in both U.S. and Japanese tax systems.

Bridging Two Tax Systems—And Two Cultures

Once in Tokyo, Eric encountered very different tax structures. 

The United States is one of only two countries in the world—alongside Eritrea—with a citizenship-based tax system. Americans living in Japan must still file U.S. tax returns, including complex forms like 5471 (for owners of foreign companies) and FBAR (for foreign bank accounts over $10,000). Meanwhile, most Japanese rarely file returns at all—employers handle year-end payroll adjustments. 

Understanding these differences—and guiding clients through them—is now Eric’s specialty.

Cultivating Cultural Fluency

Eric says that in Japan, communication styles tend to be less direct. Understanding when and how to speak up can determine whether a meeting proceeds smoothly or grinds to a halt.

Audits tend to be less adversarial. Eric says, “If you push too hard, you risk prolonging the process. It’s about staying polite and finding a solution.” This contrasts with the more confrontational style some CPAs experience in U.S. audits.

“I’m basically the only American in the office,” Eric says. “We have staff from Korea, China, the Philippines—all with a focus on serving foreign residents. It’s important to adapt culturally to make clients comfortable.” (Since our interview, Eric’s firm has added another US accountant to the team.)

Regarding the work culture, Eric’s firm’s founder intentionally avoided “salaryman” traditions of endless overtime and obligatory after-work gatherings, making the environment more appealing to foreign hires. 

Life in Rural Japan: Remote Work, Bullet Trains, and Big Windows

After eight years in Tokyo, Eric relocated to the countryside. He now works as a contract employee for his old firm while also handling his own U.S. tax clients. Living among forests and mountains, he’s built a home office full of natural light—complete with high-speed internet that makes remote work seamless.

  • Commute: Eric travels to Tokyo twice a month, taking a 70-minute ride on the bullet train.
  • Daily Routine: A self-described “not super early riser,” Eric starts his workday around 9 or 10 a.m., relying on video calls and remote access to firm software.
  • Nature & Wildlife: Bears and wild boars roam nearby—quite a change from Eric’s Tokyo apartment.
  • Cultural Hobbies: Weekends are reserved for hobbies and relaxation; onsens (hot springs) are among Eric’s favorite escapes.

Fees, Growth, and Training the Next Generation

Eric’s firm charges fixed fees aligned with client revenue, reflecting typical local practice. For his U.S. expat services, he charges per form but keeps fees moderate—aware that many expats must file only because of America’s unique rules.

Word of mouth has fueled steady growth. He’s now training a colleague—a Chinese national finishing her U.S. CPA credentials—to handle returns for more straightforward clients. This arrangement frees Eric for higher-complexity cases while positioning the practice for further expansion.

“I don’t advertise,” Eric explains. “Clients tend to find me through referrals. My challenge is managing time and figuring out how to scale.”

Advice for Prospective Expat CPAs

For aspiring accountants who are interested in working abroad, Eric’s journey serves as a valuable guide:

  1. Focus on Fundamentals First: Attaining a U.S. CPA license can be done flexibly through community college coursework and exam prep—even if you’re overseas.
  2. Leverage Your Language Skills: Fluency in the local language is invaluable. Eric’s Japanese helped him land work in Tokyo more easily.
  3. Adapt to Local Norms: Understand that professional etiquette, social expectations, and communication styles vary greatly. Listen first, then speak.
  4. Stay Open to Opportunity: Eric’s entire career launched from one Skype call and a willingness to move back to Japan on short notice.

Making the Most of Japan: Travel Tips

Whether you plan to work in Japan or just visit, Eric recommends:

  • Tokyo: An endless array of districts, restaurants, and cultural sites.
  • Historic Towns: Kurashiki in Okayama Prefecture offers a glimpse into samurai-era architecture.
  • Onsen Retreats: For a restorative experience, explore hot spring destinations off the beaten path.
  • Autumn Visits: Fall foliage in rural Japan rivals any scenic backdrop, and cooler weather makes the onsen even more inviting.

Conclusion: Merging Cultures, Mastering Tax

Eric Azevedo’s journey proves that building a successful international tax practice requires more than technical knowledge. Cultural competence, flexible communication, and a willingness to adapt to new ways of doing business are critical. In navigating both U.S. expat tax complexities and Japan’s distinct work culture, Eric shows how melding two worlds can create a uniquely rewarding career path.

To hear Eric’s full story listen to his interview on the Earmark Podcast.

Automation in Payment Management: A Game Changer for Accountants

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For decades, accountants have had to schedule payments days in advance, juggle multiple bank logins, and painstakingly track every invoice and bill to ensure vendors get paid on time. That outdated process is rapidly changing, thanks to new platforms that leverage real-time payment rails like FedNow and RTP (Real-Time Payments). These innovations promise to streamline payments, reduce risk, and free accounting professionals to focus on strategic advisory services.

During a recent Earmark Expo, Forwardly CEO Nick Chandi joined hosts Blake Oliver and David Leary to showcase how accountants can tap into these instant payment rails. Below are the highlights from the conversation, illustrating how a platform like Forwardly can upgrade your payment processes—without requiring a drastic overhaul of your accounting systems.

FedNow and RTP: The Dawn of Real-Time Payments

The U.S. payment infrastructure is evolving. FedNow is the Federal Reserve’s new service enabling near-instant settlement—often in under a minute—while RTP (offered by The Clearing House) also provides real-time capabilities. According to Nick, about 77% of bank accounts are already covered by one or both of these rails, making real-time payments more accessible than ever.

But what if a payer’s bank doesn’t support instant payments yet? Forwardly’s fallback is same-day ACH—at no charge—ensuring no disruption in payment flows. This approach guarantees the fastest possible route for every transaction without complexity on the user’s end.

A Single Dashboard for All Clients

One of the biggest challenges for accountants is managing payments across multiple clients, each with their own bank accounts and approval chains. Forwardly consolidates all this data into a single dashboard, showing:

  • Real-Time Bank Balances: Aggregated balances across each client’s accounts, updated continuously (via Plaid, when available).
  • Outstanding Bills and Invoices: Pulled from integrated accounting systems such as QuickBooks Online, Xero, FreshBooks, and Zoho.
  • Approvals at a Glance: Quickly see which bills need sign-off and where each payment stands in the workflow.

No more guessing whether there’s enough cash on hand—Forwardly’s system checks and balances before processing bills. The platform sends a warning if a payment is scheduled but funds are insufficient. For accountants, this level of visibility is a huge step toward proactive cash flow management and strategic advisory.

Four-Way Sync and Flexible Integrations

For those who already maintain invoices and bills in QuickBooks Online or Xero, Forwardly automatically pulls those records into its dashboard. Conversely, if you create an invoice directly in Forwardly, it syncs to your ledger. Nick described a “four-way sync” feature that can even pass invoices from a QuickBooks user to a Xero user, bridging two different accounting systems.

What about clients on QuickBooks Desktop or those without a formal accounting system? Forwardly allows you to accept or send payments by connecting directly to a bank account. This flexibility means you can standardize real-time payment processes for all your clients, regardless of their tech stack.

Auto-Payments and Approvals

Recurring invoices can be an accountant’s headache—especially if payment amounts vary. Forwardly addresses this with “auto-payments.” After requesting client authorization via a white-labeled form, the platform automatically collects any invoice that appears. You can also schedule future payments or pay right at the due date, minimizing the float time and optimizing cash flow.

The system enforces proper controls via robust approvals. You can set multi-step thresholds (e.g., payments over $5,000 require two sign-offs). Only when the last designated approver clicks “okay” does the money move. In a nonprofit or multi-partner environment, this ensures checks and balances without bogging you down in manual processes.

Simple, Transparent Pricing

Forwardly’s pricing reflects its focus on instant payments:

  • Instant Payments (FedNow or RTP): 1% of the transaction, capped at $10 per payment.
  • Fallback Same-Day ACH: Free when instant rails are not available.
  • Credit Cards: 2.99% + $0.25 per transaction to get paid on invoices. You can choose to pass through the credit card fee to your customer.

Because same-day ACH is free, you only pay a fee when an instant transaction goes through. This keeps costs low while delivering the speed your clients want—no monthly fees or subscription costs are required. Also, another added benefit is that paying bills with Forwardly is free and it takes only 60 seconds. 

Enhanced Role Permissions for Accounting Firms

Firms often need to assign different levels of responsibility to staff. In Forwardly, an Admin or Advisor role carries “superpowers,” meaning they can bypass approval workflows if necessary. A Payment Manager can schedule or initiate payments but cannot override set thresholds. A Reviewer can view details without being able to approve or send money. Each user can be assigned different permissions for different client files, making it easy to stay compliant and maintain sound internal controls. You also get an unlimited number of users at no additional cost.

Transforming Accountants into Payment Strategists

In the demo, Blake and David underscored how real-time payments free accountants to offer more proactive advice to clients. Instead of guessing when to cut checks or dealing with delayed receipts, you can precisely time cash outflows and inflows. You’ll know within seconds whether a transaction succeeded, and you can immediately confirm the date and time in the ledger.

With manual drudgery reduced, accountants can shift their focus to cash flow forecasting, budgeting, and even advisory on optimal payment timing—turning what used to be a cost center into a high-value service offering. By adopting real-time payments, you enable your clients to pay (and get paid) at the speed of modern business.

Looking Ahead

Currently, Forwardly caters exclusively to B2B transactions. Nick explained that personal (consumer) payments are not yet part of the platform. However, expansions to other ERP systems like NetSuite and Sage Intacct and potential consumer capabilities are on the roadmap.

Ready to Upgrade Your Payment Process?

Payment automation isn’t just about moving money faster; it’s about transforming how accountants serve their clients. From centralized dashboards to auto-payments and real-time visibility, modern tools like Forwardly make handling everything from daily bills to large, time-sensitive transactions easier.

To learn more and earn Continuing Professional Education (CPE) credit, watch the full Earmark Expo session. Once you see how effortless real-time payment management can be, you’ll never go back to five-day lead times and manual checks.

The Bitcoin Debate: CPA Skeptic vs. CPA Believer

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When Bitcoin hit $100,000 in December, I knew it was time to explore this controversial asset further. So, I invited Noah Buxton, co-founder and CEO of The Network Firm LLP, onto the Earmark Podcast for a fascinating discussion about Bitcoin’s true value.

As a CPA who first learned about Bitcoin when it was worth just $1, I’ve always approached it with healthy skepticism. Call it a professional habit—we accountants are trained to question everything.

Why Should Bitcoin Be Worth Anything? 

Here’s what keeps nagging: Bitcoin produces no earnings, pays no dividends, and seems mainly useful for speculation (and sometimes less-than-legal activities). So why should it be worth $100,000, or $1,000, or even $1?

Noah acknowledged my concerns about speculation driving prices. But he made an interesting case for Bitcoin as “digital gold,” arguing that its fixed supply and independence from central control make it appealing in our inflation-prone world.

The Network Effect Is Real

One question I often hear is: “Why Bitcoin? Can’t anyone create a cryptocurrency?”

Noah pointed out something I hadn’t fully appreciated – the massive infrastructure built around Bitcoin. We’re talking thousands of businesses facilitating payments and billions invested in mining equipment. That’s not easily replicated.

But here’s the thing: being first doesn’t guarantee staying first. (Remember Myspace?) While Bitcoin has a strong lead, its dominance isn’t guaranteed forever.

The Government Bitcoin Play

Here’s where things get interesting. Crypto lobbyists are pushing for the U.S. government to start buying Bitcoin as a national reserve—billions of dollars worth annually.

As a skeptical CPA, this makes me nervous. It’s like early Bitcoin hold are pushing for taxpayers to become their exit liquidity. When you consider that roughly 10,000 wallets control a huge portion of Bitcoin, this starts looking like a massive wealth transfer waiting to happen.

The Real Promise: Blockchain

Despite my Bitcoin skepticism, I’m bullish on blockchain technology. Noah called it “the biggest accounting innovation since double-entry bookkeeping,” and I think he’s onto something there.

His firm, The Network Firm LLP, is doing fascinating work in digital asset auditing. They’ve even built their own software called Ledger Lens to tackle the unique challenges of verifying blockchain transactions.

What This Means for Accountants

As CPAs, we’re in an interesting position. While we need to maintain our professional skepticism about Bitcoin’s value proposition, we can’t ignore the growing importance of blockchain technology in our field.

The skills needed to audit and verify blockchain transactions will only become more valuable. Whether Bitcoin remains the dominant digital asset or not, the underlying technology is here to stay.

My Take

After my conversation with Noah, I’m still skeptical about Bitcoin’s current valuation. But I’m also more appreciative of the complexity of the debate.

As accounting professionals, we need to tread a careful line: maintaining healthy skepticism while remaining open to genuine innovation. The future of our profession might depend on achieving this balance.

Want to hear my complete discussion with Noah? Check out Episode 83 of the Earmark Podcast.