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Outsourced accounting and bookkeeping firms · CRM

Write down every enquiry and every client's contacts so a resignation does not take them away.

A customer relationship management (CRM) system for an outsourced accounting firm is the record of every enquiry, scope sent and client contact, kept apart from the client's books. Most firms have a job tracker for filings and nothing for prospects. GullySales sets up the fields, the follow-up reminders and the rule that financial data never goes into it.

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.

Editorial illustration for CRM implementation and customisation

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for outsourced accounting and bookkeeping firms

Sales and marketing for outsourced accounting and bookkeeping firms, the overview.

Last updated 6 Oct 2026.

For outsourced accounting and bookkeeping firms

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

  • “The job tracker knows filings, not prospects”

    A practice tool lists every return due, but the enquiry that came last Tuesday lives in the partner's phone.

  • “Quotes go out and nobody asks again”

    A scope sent to a founder gets no reply. Without a reminder, the follow-up depends on who remembers, and the founder signs with the firm that rang.

  • “The client's real contact has changed”

    The old finance manager who sent the papers has left. The firm still writes to him, and the owner learns of it when a return is late.

What we do

What we deliver for outsourced accounting and bookkeeping firms.

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

  1. Fields for an accounting firm's enquiry

    Source, business type, software, bank accounts, volume of bills, backlog yes or no, scope asked, decision-maker and the date the books are needed by.

    Result: Every enquiry is scored the same way.

  2. Stages from first call to signed scope

    Enquiry, first call, scope sent, follow-up, signed and declined, each with a reason recorded for the last.

    Result: You see where enquiries stop.

  3. A client contact record

    The person who sends papers, the person who approves, the phone and WhatsApp for each, and the date it was last confirmed.

    Result: A change of contact at the client does not surprise you.

  4. Reminders for follow-up and renewal

    A prompt for each scope sent without an answer and for each engagement due for review, assigned to a named person.

    Result: Nothing depends on someone's memory.

  5. A boundary between CRM and books

    A written rule that the CRM holds contacts, scope and stage, and that balances, bank details and returns stay in the accounting software.

    Result: The sales record never becomes a second place client data leaks from.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

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

Read the full CRM implementation and customisation page

What to record, and when

What an accounting firm should write down about each enquiry and client, and the moment to write it.

Source and the name of the person
At the first call. Write how the owner found you and, for a referral, who sent them. Without it you cannot tell which relationship or page brought the client.
Software and volume
At the first call. Tally Prime, Zoho Books, QuickBooks or a spreadsheet, the number of bank accounts and a rough sense of bills. This decides the scope and who on your team takes it.
Backlog and the date it is needed by
At the first call. Note since when the books are behind and whether a lender, auditor or notice sets a deadline. A deadline changes both the scope and the fee.
Scope sent and who approves
The day the scope goes out. Record the version, the person who will decide and the date you will ring. A scope with no follow-up date is a scope that is lost.
Reason for a decline or a loss
When the answer comes. Write price, another firm, handled in-house or no reply, in the owner's words. Patterns here tell you what to change in the scope.
Do you need software yet?
Not if one person handles the enquiries. A shared sheet with these columns and a reminder works. Move to software when two people take calls and a follow-up has slipped.

Who it is for

This is written for these outsourced accounting and bookkeeping firms.

  • Bookkeeping firms for small traders and shops
  • Accounting firms for startups and funded companies
  • Firms serving ecommerce and D2C sellers
  • Virtual CFO and management reporting practices
  • Payroll and statutory compliance bundle firms
  • Firms serving doctors, clinics and independent professionals
  • Offshore bookkeeping teams serving US, UK and Australian clients
  • Outsourcing arms of chartered accountant practices

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

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

    Enquiries by source, reply time, conversion and cost per order, 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 reply time, a follow-up sequence, the page buyers land on 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 crm work runs

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

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.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#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
Is a spreadsheet enough, or do we need a CRM?
A spreadsheet is enough while one person handles enquiries and every row gets a follow-up date. Move to a CRM when two people take calls or you cannot say which enquiries are waiting. The habit of writing things down matters more than the tool.
Our staff will not update it. What do we do?
Make it the only place a follow-up lives. If the partner asks about a prospect and the answer is in the CRM, people use it. Keep the fields few, and ask for them at the moment of the call, not at the end of the week.
Can we keep WhatsApp chats as the record?
A chat is a poor record, because it sits on one phone and leaves when the person does. Copy the key facts into the CRM: the need, the scope sent and the next date. Use a shared WhatsApp number so the thread stays with the firm.
Who owns the data in the CRM if a staff member leaves?
The firm owns it. Put contacts in a system the firm controls, not a personal phone or a private sheet, and remove access on the last day. Check what your data protection obligations are, since contacts are personal data.
We are run by chartered accountants. Can we advertise?
Only within what your professional body allows, and those rules differ by body and change, so check with your own council or adviser before anything is published. A plain website, correct directory details and articles that share knowledge are the usual starting points. Firms run by non-members of the profession should still ask what applies to their CA partners.
Should we put our fees on the website?
Do not publish a rate. Publish what moves it: the number of bank accounts, the volume of bills, the software, any backlog and whether payroll is included. An owner who sees the drivers understands why a quote differs and rings you to get one.
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.

From the blog

Further reading for outsourced accounting and bookkeeping firms.

All articles

More for outsourced accounting and bookkeeping firms

Everything else we would do for you.

Closest to this: leads and follow-up

Also for outsourced accounting and bookkeeping firms

Or start from the overview: sales and marketing for outsourced accounting and bookkeeping firms.

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.

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