Step 1: Add New Contact in HubSpot
- Go to "Contacts" in HubSpot.
- Click "Create New Contact".
- Enter client details: Name, Email, Company, Phone, etc.
- Click "Create" to save the contact.
Step 2: Set as Marketing Contact
- Select the newly created contact.
- Click "More" in the top-right menu.
- Choose "Set as marketing contact".
- Confirm the change to enable marketing emails and tracking.
Step 3: Create New Company in HubSpot
- Go to the "Companies" section and Click "Create New Company".
- Enter the company details such as Name, Phone, Allocation, and other relevant information.
- Click "Create" to save the company.
Note: Always choose the correct Allocation when entering company details.
Step 4: Add Contact to Company
- Open the company record in HubSpot.
- Search for the client you want to add to the company.
- Add the contact to the company.
Step 5: Enable Bookkeeping in Company Record
- On the right-hand side of the Ella Company info, find the Bookkeeping section.
- Select Yes to enable bookkeeping.
- This will automatically send the Welcome bookkeeping email to the client.
Example of email: Welcome Template
Sub: Welcome! Bookkeeping Setup & Required Documents
Hi [Client Name],
Welcome, and thank you for choosing Ella Business Center for your bookkeeping needs. We’re excited to partner with you and support your business with accurate, timely, and organized financial records. Our mission is to simplify your financial management, giving you peace of mind and the freedom to focus on growing your business.
To begin preparing your corporation’s bookkeeping, please provide us with the following:
- All business bank statements and any utilized payment services (including checking, savings, credit cards, lines of credit, Zelle, Venmo, PayPal, Square, or any other platforms that may apply), from the date of incorporation to the most recent available statement.
For greater efficiency in preparing your books, we recommend providing online access to the above-listed institutions and platforms. Many banks and services offer secure accountant access, which allows us to retrieve the necessary data without disrupting your workflow.
[HERE WILL BE LATER A LINK THAT NEED TO BE CREATE = “Article Bookkeeping “How to get access to bank account to Ella Business Center Bookkeepers”]*
*(We’ve attached step-by-step instructions for granting accountant access with commonly used banks and services. If you have any questions or need help during this process, please don’t hesitate to reach out—we’re always here to assist you.)
If you need more information please visit our knowledge base or call to our office.
https://43840219.hs-sites.com/services#bookkeeping
Looking forward to hear from you.
Step 6: Add Bookkeeper Name
- On the left-hand side, in the main Bookkeeping section, enter the bookkeeper’s name.
- This will automatically send a email to the client including the bookkeeper’s name and contact information.
Example of Email: Bookkeeper Name
Meet Your Bookkeeper – Contact Details Inside
We’re pleased to introduce your dedicated bookkeeper, who will be your primary point of contact for all bookkeeping-related matters.
👤 Your Assigned Bookkeeper:
Name: [Bookkeeper's Full Name]
Email: [Bookkeeper's Email Address]
Phone: [Bookkeeper's Phone Number]
Availability: Monday–Friday, 9 AM – 5 PM
[Bookkeeper's First Name] will be responsible for maintaining your financial records, ensuring your books are accurate and up to date, and answering any questions you may have along the way. You’re welcome to reach out to them directly via email or phone for anything related to your bookkeeping.
As a reminder, we generally require statements for any new business checking, savings, line of credit, or credit card accounts. This typically excludes store cards (e.g., Home Depot, Lowe’s), as we assume these are used for business material purchases unless otherwise specified by you.
If at any time you need additional assistance or support, you can also reach us at bookkeeping@ellaholding.com and 718 386 4222.
If you have any questions or need assistance with submitting documents or accessing your accounts, please don’t hesitate to contact us. We’re here to help and look forward to working with you!
Tools We Use
Tool 1: Access the Knowledge Base- Clients can use our Knowledge Base to find helpful articles like “What Is Bookkeeping?” and (Add Secound Article and change second pic) get answers to common questions about our services and processes. This is a useful resource to share when clients need quick information.
🌐 Also available on our website under the Knowledge Base in the 'Services' section
🔗 Direct Link: https://43840219.hs-sites.com/services#bookkeeping
Tool 2: File Drop via Website
- Clients can securely send multiple or large files using the File Drop tool on our website.
- Direct them to submit files here: https://ellabc.com/file-drop/
- This tool is ideal when there are too many files or the files are too large to send by email.
Tool 3: Customer Portal Login
- Step 1: Clients log in through the Customer Portal on our website to access services, track their file uploads, and manage submissions.
- New users create an account or sign in for the first time through the portal. They may need to verify their email or set up a secure password before accessing services.
- Once logged in, users can view the status of their submitted files, ongoing work, and ticket activity directly from their dashboard in the Customer Portal.
Step 4: Messaging with your Bookkeeping
- Clients can communicate directly with their assigned bookkeeper or Ella BC team member through the Customer Portal.
- By writing messages inside the portal, clients stay connected with our staff — ensuring smooth, organized, and timely collaboration on their case.
