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CPA and accounting firms · Follow up systems

Follow up on every proposal and referral so a quiet prospect is not a lost one.

A follow-up system for a CPA firm is the set of agreed next steps after an enquiry, a discovery call, a proposal or an introduction. GullySales writes the steps, the wording and the reminders, so the follow-up happens even when the team is deep in returns.

Tell us what you needor call +91 80958 58589

Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of cpa and accounting firms at work in the United States

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for CPA and accounting firms

Sales and marketing for CPA and accounting firms, the overview.

Last updated 5 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For CPA and accounting firms

Where it usually goes wrong, and what we would do.

  • “A proposal that goes quiet points to a busy owner”

    An owner comparing two firms is also running a business. Silence after a fixed-fee proposal is not a refusal. The firm that sends a short, useful note a few days later is the one the owner replies to, while the others wait for a decision that never comes.

  • “Extension season produces the best late enquiries”

    Owners whose preparer has missed a deadline start looking in the weeks around the extended filing dates. If their message sits unanswered for those weeks, they sign with whoever replied first.

  • “Referrers need a loop closed”

    When an attorney introduces a client, they expect to hear that the call happened. A firm that never reports back teaches the attorney to send the next introduction elsewhere. A two-line thank-you and a status note keep the source alive.

  • “Existing clients are prospects for advisory work”

    A business client who files every year has not been offered monthly accounting or a CFO engagement unless someone asked. A trigger-based reminder, such as a new loan or a second location on the return, tells the partner when to raise it.

What we do

What we deliver for CPA and accounting firms.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A follow-up map from enquiry to signed letter

    A written sequence for each stage: who replies, what they say, when the next prompt falls due and when a prospect is marked closed.

    Result: No prospect sits unreplied because nobody knew it was theirs.

  2. Proposal follow-up wording

    Short notes for the quiet proposal, written in a partner's voice and each offering something useful, such as a question answered or a deadline explained.

    Result: Follow-up reads like help and not like pressure.

  3. A referrer thank-you and status routine

    A standard note to send an attorney, banker or adviser after each introduction, and a reminder to report what happened.

    Result: Every introducer hears back.

  4. Advisory trigger list

    A list of events on a client's file that suggest advisory work, with a prompt for the partner to raise it at the next meeting.

    Result: Upsell conversations start from something on the client's own return.

  5. Reminder set-up in your own tools

    Tasks and reminders configured in the CRM or calendar your team already uses.

    Result: Follow-up lives in a tool, not in a partner's memory.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Who it is for

This is written for these CPA and accounting firms.

  • Sole practitioners and two-partner firms
  • Multi-partner regional firms
  • Tax-only practices
  • Client accounting and advisory service teams
  • Audit and assurance practices doing non-profit and benefit plan work
  • Niche firms serving a single industry
  • Bookkeeping firms adding tax work
  • Firms preparing for succession or a sale
  • New firms in their first two years

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the follow up systems work runs

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • Hours that fit your day, agreed up front

    Which hours we overlap with yours is settled before any work starts, so you know when a reply is coming and when it is not.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
How many times should we follow up on a proposal?
Enough that the prospect knows you are interested and not so many that it turns into a chase. We set a short sequence for each type of engagement and a clear point at which the proposal is closed, which you can change.
Does follow-up break any advertising rule?
Contacting a person who asked for a proposal is ordinary business. Rules on solicitation and on email consent differ by state and by channel, so check your board and your own counsel before writing to people who have not asked to hear from you.
What if the partner forgets anyway?
That is why the reminder lives in a tool, with a named owner for each step. When a partner is away, the reminder goes to a manager. The system is built so a missed step shows up on a list.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for CPA and accounting firms

Everything else we would do for you.

Closest to this: leads and follow-up

Also for CPA and accounting firms

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Your next practical step

Tell us what you are trying to grow, and we will read it before we call.

Eight short steps, mostly taps. Skip anything you would rather answer on the call.

Tell us what you need