YetiBooks is a full-service accounting firm built to help business owners who rarely sit behind a desk. It was founded by home service professionals, for home service professionals, providing bookkeeping, tax, and fractional CFO services to HVAC technicians, plumbers, electricians, painters, roofers, cleaners, and everyone in between.
“A lot of our clients basically work from their trucks,” says Mike Ventrella, CEO of YetiBooks. “We saw the need for an accounting firm that really understood that, and understood the needs of home service business owners specifically.”
To meet those needs, the YetiBooks team had assembled a patchwork of tools: ClickUp for task tracking, Dext for receipts, spreadsheets for reporting, and a handful of CRM solutions that met the needs of different clients. But as the firm grew, that spread-out approach became increasingly unsustainable.
They knew they needed a better system—one that united all of their client tasks and workflows. They would soon find out that not only was Keeper the purpose-built tool they were looking for; it was also uniquely complimentary to the way their hands-on home services clients preferred to communicate.
After getting started with Keeper, YetiBooks was able to consolidate multiple platforms into a single source of truth, immediately eliminating two tools and a Google Sheet—and reclaiming serious time in the process. Mike estimates that his team saves at least 10 to 12 hours a week as a result of this consolidation alone.
“ClickUp is a very powerful tool. There's a lot you can do with it, and you can really customize it to meet your specific needs,” said Mike. “But it was a fair amount of work to maintain it and make sure that the automations were working. Keeper allowed us to take all of that work off of our plates, and have some common processes built into the environment. At this point, we pretty much use it for everything we do; from onboarding, to bookkeeping day-to-day, to tax-related communication as well.”
The operational clarity also allowed YetiBooks to manage several employees and further scale the firm without adding unnecessary headcount. With a global team, it was important to foster an environment for successful remote work, spanning across timezones. Also crucial was to create those standardized processes and task templates in order to give the team everything they need to succeed.
“We can certainly do more with less. I actually believe we could add quite a few more clients without having to add to the team, mostly because we have a tool like Keeper at our disposal.”
But one of the firm’s biggest wins, by far, was replacing Dext with Keeper Receipts.
Before Keeper Receipts launched, YetiBooks was utilizing several Keeper features, but still found the receipt and document management process to be siloed. There would be a task in Keeper that read “Review Dext,” which prompted the teammate to leave Keeper, context switch into a new platform, and return back to Keeper with any additional questions about the transaction. These extra clicks added up across a large book of clients, spending valuable time.
The YetiBooks team reported saving at least 20-30 minutes per client per week. Spread out across the most of the firm’s client base, that translates to roughly 50 hours of saved time each week.
Beyond the time savings on the firm side, with Keeper Receipts, YetiBooks’ clients no longer need to jump onto their computers or remember another set of login credentials. Instead, when these home services pros are out in the field, they can just text in a photo of their receipts. Keeper automatically categorizes, stores, and publishes receipts for review, making it easier for both Mike’s team and the client.
“There are a lot more clients than I expected that are just texting them in—and doing it right from the truck.”
On that note: clients in the trades aren’t checking email 10 times a day. More than just receipt management, YetiBooks needed a reliable, user-friendly way to request documents and get general bookkeeping answers without clogging inboxes or chasing people down.
Keeper’s Client Portal delivered.
“I would estimate that the consolidation of communication, the automated follow-ups, and the trackability/centralization of data alone saves us 10-12 hours per month,” says Mike.
That visibility also helps the team spot red flags early. “If they're not comfortable with that type of environment, then they're probably not going to be a good fit for us. We really harp on all the communication coming through the Client Portal.”
For YetiBooks, Keeper’s biggest differentiator is simple: it’s built for accountants.
In addition to the workflow improvements, the team at YetiBooks appreciates Keeper’s helpful ecosystem. Though there were some hiccups early on, Keeper’s strong customer support ensured that the team had everything they needed to succeed on the app. Mike mentioned that Lauren (Keeper’s Implementation Team Manager) has been phenomenal, and that the weekly product updates plus the Facebook community have helped his team to stay connected to the industry and the product.
Curious to see what Keeper can do for your practice? Book a personalized demo today.
