• Are your clients getting the right message when they reach out during the holidays?
  • Is your technology helping you deliver peace of mind or creating stress during your busiest season?
  • Have you updated your systems and communications to reflect your actual availability?

 

A Real-World Holiday Story

Last upcoming Holiday season, an Accounting firm learned a painful lesson about “holiday tech etiquette.” They forgot to update their Google Business Profile before closing early for Christmas Eve. One long-term client arrived with tax documents in hand, only to find locked doors and an outdated voicemail promising “normal business hours.” The client’s trust took a hit, and so did the firm’s reputation.

In finance and accounting, trust is everything. The good news? Small communication tweaks and tech updates can prevent big client frustrations.

 

1. Update Your Online Hours Everywhere

Before your first confused voicemail arrives, make sure your hours are correct across every platform.

Start with:

    • Google Business Profile (most important)
    • LinkedIn, Facebook, and Yelp
    • Your website banner or footer notice
    • Apple Maps and any industry directories

 

Pro Tip: Add a friendly, professional message such as:
“Happy Holidays! Our office will be closed from Dec. 24–26. We’ll reopen Monday morning, ready to support your year-end accounting and tax needs.”

Why it matters: Clear communication shows professionalism and reliability qualities clients expect from financial experts.

 

2. Set a Human, Not Robotic, Out-of-Office Reply

Your clients depend on prompt responses. If you’re stepping away, set expectations kindly and clearly.

Sample Message:
“Thank you for reaching out. Our office is closed for the holidays from Dec. 24–26. We’ll reply promptly once we’re back in the office. For urgent matters, call our support line at (XXX) XXX-XXXX.”

Why it matters: A warm, professional tone reminds clients they’re in capable hands, even during time off.

 

3. Keep Your Auto-Replies Secure and Simple

Avoid sharing travel details or specific staff absences in your automatic responses. For example, don’t say:
“Sarah is visiting family in Denver and will be offline until Jan. 2.”

That may seem harmless, but it can also tip off bad actors to staff schedules and create unnecessary security risks.

Best Practice: Keep it short, list dates, return times, and alternate contacts only.

Why it matters: Protects your firm’s data and client confidentiality, a cornerstone of Managed Cybersecurity for finance firms.

 

4. Test Your Phone and Voicemail Systems

Financial clients often call under stress, especially during tax season or year-end reporting. Don’t let an outdated voicemail greeting cause confusion.

Checklist:

  • Call your office number and listen to the greeting.
  • Confirm it matches your current hours.
  • Ensure “urgent support” options or call forwarding work correctly.

Why it matters: Consistent, accurate communication reinforces your credibility and reliability traits that every accounting firm values. TruAdvantage’s Managed IT Services can help keep your phone systems running seamlessly year-round.

 

5. Communicate Deadlines Clearly and Early

If your firm handles payroll, tax submissions, or financial reporting, communicate cutoffs in advance. Add reminders in email newsletters, client portals, and your website.

Why it matters: Missed deadlines cause stress, but missed expectations damage trust. Clear, early updates keep operations smooth and clients confident.

 

Takeaway: Courtesy + Clarity = Client Confidence

For finance and accounting firms, good tech etiquette isn’t just polite, it’s smart business. A few thoughtful updates prevent miscommunication, maintain client confidence, and keep your systems secure during the busiest time of year.

Need Managed IT Services?

We are an Award-winning IT Provider and Comprehensive IT Solutions in San Francisco, San Jose, and throughout the Bay Area.

Schedule A Free Consultation

At TruAdvantage, we help finance teams stay secure, compliant, and connected through Managed IT, Cloud Solutions, and Managed Compliance.

We offer an IT and Security Health Check. 

Keep your technology and your reputation polished and professional this holiday season.

 

Book Your Free Consultation Now

 
 

Categories: Blog