Success Stories

1. Describe how you and/or the team were managing client documents before you started using MyWhistlebox.

We were using a package called Canopy for our practice management to support our client document storage and workflow needs. Our workflow process is pretty typical for a CPA firm. It involves on-boarding new clients, organizing submitted tax records, preparing draft returns, reviewing returns and enforcing 8879 client authorizations. We needed a simple solution that would help us manage these interactions in a secure manner. Something that is easy for our clients to use and doesn't require a lot of customer service and support calls.

2. What were the challenges or limitations of your previous document-management methods?

Canopy has many features; however, we were paying for the full suite but not using most features. Canopy requires every client to have an account and you’re charged per user account. With hundreds of clients, this can get rather pricey. Furthermore, because every one of our clients has an account, login and passwords were frequently forgotten and our staff had to get involved to assist with simple password recovery tasks. This takes them away from core client responsibilities, creates delays and lowers our efficiency. There is no e-signature feature so we had to also pay for DocuSign to handle the electronic signing of our Federal and State forms.

3. In what ways did MyWhistlebox improve your document-management workflow?

We really liked the simplicity of MyWhistlebox from the first time we saw it. The workflow process was simple and intuitive for both our support staff and clients. The flat rate fee structure was also very cost effective. Our clients really like the service access without having to create an account to submit their documents. When tax season starts, we send out emails to clients so they can prepare their tax documents. We utilize our customized WhistlePages to make this simple and love the fact that the pages can be branded with our firm’s style and colors. In addition, the included e-Signature tool is totally integrated and we think it's simpler than DocuSign.

4. What impact has MyWhistlebox had on the business?

MyWhistleBox has provided us with improved client interaction at a significantly reduced cost. Sometimes simpler is better. We are more productive, able to take on more clients and our clients have been happier with less complaints. Although we haven't ever had any security breaches, the double encryption definitely gives us peace of mind and one less thing to worry about. We also want to compliment the support staff at MyWhistleBox. Like most CPA firms, we are extremely busy during the tax season. When we started with the service, we obviously had a number of questions and were concerned about delays in response times. Their support staff was incredible. They typically would respond within an hour, even on weekends. They even fixed reported product issues within a day where our previous service provider made us wait months for updates.

1. Describe how you and/or the team were managing client documents before you started using MyWhistlebox.

Investment management is one of the most heavily regulated industries, with oversight from the States, and the SEC. As such, there is a significant amount of documentation that must be gathered from the client, and stored for up to seven years. Each of the Custodians that Private Client uses has their own secure systems for communication between the Advisor and the Custodian, but these systems are not optimal for communications between the Advisor and the Client. Prior to MyWhistlebox, Private Client utilized one of the big-name services, which while it got the workflow job done, it was not very Client, or Staff friendly. MyWhistlebox changed all of that for us.

2. What were the challenges or limitations of your previous document-management methods?

Our prior provider offered a lot of features, which were in bundles, but most of which we did not need or use, and had to pay for anyway. The program was also too “clunky” for Clients, who were not familiar with an interface they did not use frequently. Clients were often frustrated by having to learn the program and took up valuable Staff time answering questions, walking them through the process, etc.

3. In what ways did MyWhistlebox improve your document-management workflow?

Whistlebox is elegantly simple, and does not require a lot of computer and program knowledge to use. The WhistlePage feature makes onboarding clients so much easier with less mistakes. Also, the last thing a Client wants to do is set up another account with Username and Password just to interact with us. Clients just want to deliver/receive documents, and have simple electronic signing capability the Custodian can accept. The less fuss the better. MyWhistleBox does all that and it does it well. Lastly, the fee structure made sense for us because we only pay for what we need and use.

4. What impact has MyWhistlebox had on the business?

Clients like the simple approach. The staff likes not having to spend time on tasks outside their responsibilities. I like not having to get involved with the onboarding and servicing process. Our expertise is in research, analysis, and helping our Clients realize their financial goals and objectives. MyWhistlebox allows us to focus on our core competencies, which is good for us and our Clients. Simple and secure works. Simple and secure is good.