Remember when you used to actually look forward to client meetings?
Before they became 10-minute data entry sessions disguised as professional consultations?
Here’s what happened to Sarah last Tuesday. New client, tax return appointment, premium hourly rate. First ten minutes:
“So, what’s your current phone number?” “Has your address changed?” “Can you spell your email? The Gmail one or the work one?” “Did you bring your driver’s licence?” “Actually, can you just fill out this form while I grab us some water…”
Sound familiar? Sarah just burned $50 of billable time asking questions that should’ve been answered before the client walked through the door.
The Meeting Time Thief Nobody Talks About
Every accounting firm has this thief. It steals 10-15 minutes from every client meeting, disguised as “getting organised” or “just confirming a few details.”
But here’s the thing – your clients aren’t paying premium rates to watch you type their phone number into Xero Practice Manager.
They’re paying for your expertise.
The data entry stuff? That’s what happens before they meet you.
What Actually Happened to One Firm Owner
“Onboarding new clients was a major pain point for my business. There wasn’t anything on the market that could help and most online form apps just weren’t secure enough for my liking. My admin now sets up all my new clients prior to their appointment so I am ready to go once they arrive. It has reduced my stress levels for the new client appointments.”
That’s from a real Seamlss user. Notice what changed? The admin team now owns client preparation. The accountant shows up to meetings with verified clients who are ready for strategic discussion.
The 25-Minute Meeting Revolution
Donna McGeorge’s research shows the sweet spot for focused meetings is 25 minutes, (Donna McGeorge, author of The 25 minute meeting). But here’s the catch – that only works when preparation happens first.
Think about it like a doctor’s appointment:
- You fill out forms before you see the doctor
- The nurse takes your vitals and medical history
- The doctor walks in ready to solve your problem
Now think about your client meetings:
- Client shows up unprepared
- You spend time collecting basic information
- Discussion starts when half the meeting is already gone
See the problem?
Three Meeting Models: Which One Is Yours?
Model 1: The Data Collection Meeting (Most Firms)
Client books appointment → Shows up cold → You play 20 questions → Maybe get to actual advice
Cost: $50+ per meeting on administrative tasks Client experience: “Why am I paying premium rates for this?”
Model 2: The 25-Minute Strategic Meeting (Smart Firms)
Client completes pre-work → Admin verifies completion → Meeting starts with strategic discussion
Benefit: Every minute focused on high-value advice Client experience: “These meetings are so much more useful now”
Model 3: The No-Meeting Transaction (For Transactional Work)
Client submits information digitally → You process without meeting → Follow up only if needed
Benefit: 25 minutes of billable time becomes 5 minutes of processing Client experience: Fast, efficient service delivery
How One Firm Eliminated Meeting Waste
Let’s talk about what this looks like in practice. Take tax return meetings:
Before (The Old Way):
- The client books an appointment
- Shows up with a shoebox of receipts
- You spend meeting time sorting through documents
- Try to complete the return while the client waits
- Inevitably missing information
- Schedule a follow-up meeting
After (The Smart Way):
- Client books an appointment through the online system
- Automated email sends pre-work requirements
- Admin verifies all documents received and organised
- Meeting agenda: tax strategies, deductions review, next year planning
- Return completed efficiently after the meeting
- Client leaves with a clear action plan
The difference? Meeting time became advisory time.
The Pre-Work Revolution: What Actually Works
Here’s where most firms get it wrong. They think pre-work means sending a generic email saying “bring your documents.”
That’s not pre-work. That’s wishful thinking.
Real pre-work is systematic:
For Tax Returns:
- Identity verification completed using DVS integration
- Previous year comparison reviewed
- Basic income/deduction information collected via smart forms
- Engagement letter signed digitally
- All documents uploaded to the secure portal
For Business Advisory:
- Current financials reviewed and uploaded
- Specific challenges/questions submitted in advance
- KPIs updated and accessible
- Relevant documents categorised and ready
For Compliance Work:
- Compliance checklist completed
- All required documentation submitted
- Previous recommendations reviewed
- Outstanding issues identified
The Client Training Effect (This Actually Happens)
Initially, some clients push back. “This is too much work!” or “Can’t we just do this in the meeting?”
But here’s what happens after they experience the new way:
From a real client email: “I love that we get straight to the important stuff now. These meetings are so much more valuable than just filling out forms together.”
Clients train themselves to come prepared because they see the benefit. Better meetings. Strategic discussions. Actually useful advice.
Technology That Makes This Possible
The right tools make pre-work seamless instead of painful:
Client Portals for secure document submission – like Seamlss’s FYI integration that automatically syncs client documents
Smart Forms that adapt to client situations, rather than one-size-fits-all paperwork
Digital Verification for identity checks – using DVS through Stripe means no more photocopying licences
Integration Systems that flow data directly into XPM, FYI, or wherever you work
The Real-World Implementation
Let me tell you about a 5-person firm that made this switch.
Before: Partners spending 40% of client meeting time on admin tasks. After: 90% of meeting time focused on advisory work
How they did it:
- Admin became gatekeepers – no meeting happens without completed pre-work
- Clear escalation criteria – what constitutes “ready for partner”
- Technology investment – Client Smart Links for systematic collection
- Staff training – admin team learned to own the entire preparation process
Results:
- 50% more clients served with same staff
- Higher client satisfaction scores
- Reduced partner stress during busy season
- 30% increase in advisory revenue
When Things Go Wrong (And How to Fix Them)
Problem: “Client didn’t complete the pre-work” Solution: Don’t have the meeting. Reschedule when they’re ready.
Problem: “This is too rigid for our culture” Solution: Start with new clients only. Prove the concept before changing existing relationships.
Problem: “Admin team doesn’t understand what accountants need” Solution: Create detailed checklists. Admin doesn’t need to understand why, just what to collect.
Problem: “Clients are pushing back” Solution: Lead with benefits. “This ensures our meeting time focuses on your strategic needs.”
Quick Start: Your First Systematic Meeting Prep
Don’t try to fix everything at once. Pick one meeting type and perfect it:
Week 1: Choose your highest-volume meeting type (probably tax returns)
Week 2: Document exactly what information you need before meetings
Week 3: Create the collection system (forms, portals, verification)
Week 4: Test with 5 clients and refine the process
Week 5: Train your admin team to own the preparation
Week 6: Expand to more clients
The Uncomfortable Truth
Your clients are already doing this somewhere else.
Their doctor’s office makes them fill out forms first. Their lawyer collects documents before consultations. Their financial planner reviews statements before meetings.
You’re the only professional service they deal with that wings it.
And they notice.
The choice isn’t whether to implement meeting preparation systems. The choice is whether you want to keep justifying why your meetings feel less professional than everyone else’s.
What Changes When You Get This Right
For your team:
- Admin staff feel empowered and useful
- Partners focus on work they actually trained for
- Less stress during busy periods
- Clear processes that work without micromanagement
For your clients:
- Meetings feel strategic, not administrative
- Faster service delivery
- More valuable advice per dollar spent
- Professional experience that builds confidence
For your business:
- Higher hourly efficiency
- Capacity to serve more clients
- Premium pricing justified by premium experience
- Scalable systems that work as you grow
The Bottom Line
Every minute you spend asking “What’s your ABN?” is a minute you’re not spending on tax planning, business strategy, or relationship building.
The firms winning in 2025 aren’t working harder in meetings. They’re working smarter before meetings.
Your admin team already knows how to collect information. Your technology already exists to automate workflows. Your clients already expect professional preparation.
The only question is: Are you ready to stop winging it?
Want to see how this works in practice?
Check out our Client Smart Links guide to see exactly how firms are implementing systematic meeting preparation. Or try our interactive demo to experience the client side of professional onboarding.