Free Templates
WhatsApp Templates for Accounting Firms
Accounting firms that communicate via WhatsApp get documents back 3x faster than those relying on email alone. These templates keep clients on track through tax season and year-round.
15 templates
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Document Request
At start of tax/bookkeeping period
Hi {{1}}, to complete your {{2}} for {{3}}, I need: {{4}}. Please send by {{5}} to avoid any delays. Reply here or upload to: {{6}}
Document Received
After client sends documents
{{1}}, all documents received — thank you! I'll have your {{2}} ready by {{3}}. I'll message you when it's done.
Filing Deadline Reminder
30 days before deadline
{{1}}, reminder: your {{2}} deadline is {{3}}. I still need {{4}} from you. Can you send by {{5}} so I have enough time?
Tax Return Complete
After filing
{{1}}, your {{2}} has been filed! Reference: {{3}}. Summary: tax owed {{4}}, refund expected {{5}}. Full report: {{6}}
Refund Notification
When HMRC/IRS issues refund
{{1}}, your tax refund of {{2}} has been issued by {{3}}. It should reach your account within {{4}} business days.
Payroll Reminder
Before payroll run
{{1}}, payroll for {{2}} is due on {{3}}. Please confirm headcount and any changes (new starters, leavers, salary changes) by {{4}}.
VAT Return Due
Before VAT period ends
{{1}}, your Q{{2}} VAT return is due {{3}}. I need your sales and purchase summaries by {{4}}. Want me to pull these from your accounting software?
Annual Accounts Ready
After annual accounts prepared
{{1}}, your {{2}} annual accounts are ready for review: {{3}}. Key numbers: revenue {{4}}, profit {{5}}, tax {{6}}. Let me know when you're ready to sign off.
Meeting Confirmation
After meeting booked
{{1}}, your meeting with {{2}} is confirmed for {{3}} at {{4}}. We'll cover: {{5}}. Please bring {{6}}.
Invoice Approval Request
When invoice needs sign-off
{{1}}, invoice #{{2}} for {{3}} from {{4}} is awaiting your approval. Amount: {{5}}. Approve here: {{6}}
Cashflow Alert
When cashflow is tight
{{1}}, looking at your accounts — you have {{2}} in outstanding invoices due in the next 14 days and {{3}} in upcoming bills. Want me to run a cash flow projection?
Fee Proposal Sent
After sending engagement letter
{{1}}, I've sent over our engagement letter and fee proposal for {{2}}. Let me know if you have any questions before signing. Happy to jump on a call.
Referral Thank You
When referred client signs
{{1}}, thank you for referring {{2}} — they've come on board! We've added a {{3}} credit to your next invoice.
Software Upgrade Recommendation
When client using outdated tools
{{1}}, I'm recommending we move your bookkeeping to {{2}}. It'll save us both time and give you real-time numbers. Can I set up a 20-minute demo?
Year-End Planning Nudge
October/November
{{1}}, with your year-end on {{2}}, now is the time to review your tax position. A quick planning call can save you {{3}} or more. Available {{4}} or {{5}}?
Frequently asked questions
Is WhatsApp appropriate for sharing financial documents with clients?
WhatsApp is end-to-end encrypted, making it more secure than unencrypted email. Many accountants use it for document exchange. For regulated work in the UK, EU, or US, check your professional body's guidance on digital communication.
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