Small Batch System Members’ Only Workshop

Small Batch System Training Session | August 17, 2026 

CPA Deep Dive, Five-Touch Email Campaign Build, and Five-Week Roadmap 
Live Webinar with Vanessa Roberts
(Raw transcription; not proofed for grammar or spelling.)
Click here for Google Doc of the transcript.

[0:06] Hey everybody. Let me know — can you hear me? Can you see me? My internet has been subpar this morning, so I want to make sure audio is good. All right, I see folks coming in. Hi, Chris, Carlin, Frank, Mike, Peter, we got Robert. Let’s see who else is — all okay. Okay, everybody’s popping in now. Hi, hi, hi. It looks like — can you hear and can you see? No one has told me that they can see or hear me. So that makes me nervous. Makes me feel like y’all can’t hear me.

[0:59] Yes. Thank you, Carlin. Hi everyone. Hope you had a great weekend. Fabulous, thank you, Robert. Great, great. Okay, good. But yeah, I was on a Zoom from nine until ten and I heard 37 seconds worth of conversation. So I will have to go back and rewatch that Zoom meeting, but I was the one recording it so I couldn’t reset my Wi-Fi or log out and log back in, turn it off, try to fix it, turn it back on again. So I’m glad you guys can hear me. But if I fall out, if audio drops, please put it in the chat. I’ll be watching to make sure. I don’t wanna be prattling on and folks can’t hear me.

[1:47] Let’s see, I just wanna give everybody a minute to hop in. Yes, because we have — thank you all for being here at 11. We’ve changed our time. For a while there — years, as a matter of fact — we were meeting at noon and we’ve moved it up to 11. So thank you for joining. Yes, I am spending the day — we got some new collection team members in ERTC, the ERTC world. Oh, I think I heard a knock on my door. Could be Brian. Let me go check. Hold on one sec. Okay, Brian was running off into his office. He was just saying hi. Yes, so we’re able to get more folks. We got the word out that we’re at 11. Hey, Dan, thanks for joining.

[2:45] Oh, and thank you for your understanding for not having a call last week. I did spend the week moving my precious baby angel daughter into her dorm. Moved her out of the house and into her dorm at Young Harris College. She’s all set up. It was a big week. My heart — it still hurts a little bit, but she’s doing great. She started her classes this morning, 8 a.m. And immediately texted me after to let me know she had locked herself out of her dorm. So great start, not surprised. They had their little student ID on a lanyard — that’s their dorm key to get into the building and into their actual rooms. Great security, we feel good about it. But she had locked herself out. And then it turns out it all worked out because she had not pulled her door fully closed. She was able to just walk into her dorm and pick up her lanyard. So not really reassuring me that she’s gonna manage college. No, she’ll get there, she’ll get there.

Series Overview — Professional Services Five-Week Roadmap

[3:52] Vanessa: All right, looks like everybody’s jumping in. So last week I did ask you what niches, industries, etc., do you want to focus on next? And the overwhelming response was that we are going to go with professional services. Let me share my screen. Now, professional services — it’s not one thing, right? It’s not just plumbers or just landscape, right? So it’s large enough for everyone to see. And share. I know, because it gets small if I don’t do it this way, right? Brian’s taught me all the tricks. So it’s not just one thing — like, yes, there’s roofers or yes, there’s landscape. Well, professional services — I’ve been doing some research on the top five most primed and ready clients that we can find in the professional services umbrella. So we’ve got the top five, so we’re gonna have a five-week series where we’re gonna deep dive into each of these sub-niches under the umbrella of professional services.

[5:22] Craig is suggesting divorce lawyers. We don’t have any attorneys or lawyers on this list, and I’ll tell you why. Lawyers can be litigious, right? So we don’t usually advise chasing them for clients in a cold email fashion. Not that you can’t do it — you absolutely, absolutely can. But for this series we’re on some other professions that are just real green-light safe zones. Yep.

[5:47] Okay, so professional service buyers choose trust and expertise. They’re a little more — you know, categorically, stereotypically — polished, buttoned up. Maybe they don’t go so much for the razzle-dazzle, right? Small Batch makes specialization visible to the right prospects before they default to a familiar referral, right? So you’re able to establish credibility without just some snazzy ad running across their screen or in their Facebook Reels, right? Professional services statistically find a new provider through a recommendation — less likely to find a provider through an online search. And only 8% say cost is the factor that tips the final decision. This is great news. They have money to spend and they’re willing to spend it on quality and effectiveness, right? So reputation and demonstrated specialized expertise matter more than your positioning, more than that razzle-dazzle, right?

[7:36] So compliance is an integral part of the marketing system. The best campaigns make the firm more credible while respecting its professional obligations. Honesty and integrity on your part, representing yourself, will show them that you will market for them in the same manner. So you’re establishing your credibility, your reputation, your responsibility from the moment you start marketing to them. So no inflated results, no unsupported proof, no implied guarantees. Preserve the evidence. So you want to treat testimonials, ratings, endorsements, and result claims as reviewable marketing materials. This is the lead step with them, a way to position yourself with them, that you will be building their reputation, leveraging their reputation in their marketing. It’s also something they will respect in your own positioning. Let the firm review. Give the CPA, advisor, or compliance officer the final review of live copy and offers. Always run your content and what you’re going to say about the professional service provider past them so that you’re not speaking for them. That can really cause trouble. So targeted research and clear messaging create attention without relying on hype, right?

[9:11] All right, so our five-week roadmap. So dominating the professional services sector — we’ve got a five-week blueprint. Today we’re going to review the landscape, compliance baseline, and do a CPA deep dive. So our niche that we’re going to work with today are CPAs. Yes. And then the upcoming weeks, next four — we’ve got financial advisors, commercial real estate, architecture and engineering firms, and management consultants. And our goal is to equip you with the exact outreach templates, list building strategies, and fulfillment models for high-ticket professional clients. And as we go through, if you’ve got other additional businesses in the professional services umbrella, absolutely let me know. We don’t have to stop for five weeks. If there’s more industries that you want to deep dive into, absolutely yes, yes, yes — please. Let me know — tickets, Facebook, you can let me know on one of these calls, right?

Week One — CPAs and Tax Professionals: Escaping the Seasonal Tax Trap

[10:16] Vanessa: So week one — CPAs and tax professionals. We’re gonna transition from the seasonal tax prep to year-round advisory services, right? Everybody gets real busy April 15th. If you were with us on the ERTC roller coaster, you know that starting March 1st, we were crazy, crazy, crazy. And that was just for a specific tax credit. In America, April 15th — it’s got to be in the mail, stamped, postmarked. So folks who procrastinate give our CPAs a run for their money, right? So we want to move away from that for CPAs. Like their quality of life in that March to April 15th six-week window is not great.

[11:09] My next-door neighbor — she ran, she was the president of one of the biggest CPA firms, corporate CPA firms in Atlanta. She was a very big deal. And she had two twin little girls and a son, and they did not see her. Like, I would see her driving in, getting home like two o’clock in the morning. I wasn’t up often at two o’clock in the morning, but she was rolling in — her days were long, long, long. So if we can offer tax professionals more consistency — yep, Craig, you’re absolutely right. You’re definitely, definitely right. And we’re going to talk about that. If we can give them some stability so it’s not a mad rush at the beginning of the year and then they have, again, the corporate filings in October — we’re not just improving their revenue, the CPAs, we are literally improving their way of life. If they don’t have to take every last-minute panicked customer in April because that revenue funds them for the rest of the year, if they’re able to balance it out — that is, I mean, you can imagine that in your own life what a boon that is to just have some stability and structure and dependability in your revenue.

[12:31] So the challenge of seasonal demand — revenue spikes during tax season and drops significantly by summer. Commoditization — basic tax preparation is highly competitive and is very price-sensitive. Folks want to pay the least amount of money for the best tax prep that they can get. Which — having gone through an IRS audit, I’m very willing to pay for help. Anybody who’s been in that position becomes less price-sensitive, I imagine. And capacity limits — scaling requires massive volume leading to staff burnout, right? You’ve got a lot of folks that third week of April who are absolutely burnt, burnt, burnt out.

[13:29] So our growth strategy — advisory expansion. We’re gonna shift focus to high-margin fractional CFO and tax planning services, right? Not just income taxes on the 15th. We’re going to help them get new business in other parts of what they’re already capable of doing. CPAs absolutely can perform these services, but maybe they just don’t know how to get the customers who need these services, or haven’t introduced these services to customers they’ve already had because they’re putting out all of those little urgent fires. So credibility-led outreach — targeting businesses doing $1 million to $5 million per year that have outgrown their bookkeeper, right? So establishing a good reputation, an awareness of a professional CPA firm, building the confidence and the brand. We can get these high-net-worth businesses who are willing to pay for the high-margin, high-ticket services the CPAs can provide. Does it make sense?

[14:33] And year-round retainers — building a pipeline of high-value recurring B2B clients, right? Just like a lawyer, CPAs can take installments, retainers, etc., and be their on-call advisor. Because I learned this the hard way — folks learn this the hard way usually. The best way to save on your taxes is to prepare. You cannot really effectively save on your taxes retroactively. You get to your tax year and you’re like “oh well, I need to pay less in taxes. I need some tax shelters, I need some tax breaks, I need some credits, some incentives.” If you hadn’t proactively structured your revenue to buy the things that are deductions, to spend money, or to save money, or to allot money into these categories that are giving you credits, then there’s nothing really you can do retroactively. So having a tax advisor help you initially at the start tell you “okay, I looked at your books and we can put $20,000 a month in XYZ, and this is going to give you one, two, three credits and you’re going to spend net one million dollars less in taxes” — yes. Oh my gosh, yes. Please help me do that. That’s a service that we can offer that is not “oh yeah, we’ll just file your taxes for you.”

Quick Preview — Weeks Two Through Five

[16:02] Vanessa: So real quick, we’re going to go over the next four weeks. We’re going to talk about financial advisors. They have strict compliance — the SEC and FINRA regulations severely restrict marketing claims and testimonials. So working with financial advisors means adherence to those mandates is imperative. So front-loading your marketing to them with the awareness that you must be compliant is going to position you well. They have a high trust barrier, right? Managing wealth requires trust. You don’t just give your money to anybody. It’s a very crowded market — standing out among thousands of advisors offering similar services. How are we going to help them stand out? We’ll talk about it. So our growth strategy is hyper-targeting — building lists around specific life events: sale of business, retirement, inheritance. Like those are the folks that we’re going to help our financial advisors reach out to. Compliance-aware outreach — we’re going to make sure that we have value-driven messaging that builds authority around the compliance and trust signals. Leveraging SEO, clean citations, establish undeniable credibility, right?

[17:08] Commercial real estate — they have long sales cycles. Deals take months or even years to close, requiring sustained relationship building. Gatekeepers — extremely difficult reaching the actual decision makers for large commercial properties, so we can help them with that. And market fluctuations — highly sensitive to interest rates and local economic shifts. Our growth strategy — deal-specific relevance, using business-to-business data to identify property owners and expanding businesses, right? We can get to the folks that we need to get to to get the messages seen. Geographic targeting — hyper-local outreach focused on specific commercial corridors and asset classes, right? And proactive engagement — initiating conversations before prospects actively look to buy or lease. So you can help your commercial real estate agencies stay front of mind when folks start looking to move.

[18:03] Okay, architectural and engineering firms — again, very high-ticket, business-to-business professional services. So our challenges are inconsistent pipelines. Everything they do is project-based, revenue creates a feast-or-famine cycle. Architecture is a lot like builders — when you get business, it’s great, but you’re always looking for what’s the next project we can work on. It does very much highly rely on relationships. So helping build those relationships with their clients and getting referrals, etc., and developing relationships with the developer, the contracting networks, etc. And it’s a very long sales cycle. The complex decision-making process involves multiple stakeholders. And our growth strategy is proactive outreach — we’re going to target commercial developers, municipalities, and growing corporate footprints. Expertise proof — demonstrating past project success and specialized capabilities. So sharing what the architectural and engineering firms have already succeeded at, who they have already worked with, and decision maker targeting — reaching the right stakeholders when the capital is being allocated, so reaching the right people with the right messaging at the right time to get your marketing on the right desk.

[19:40] And let’s see — in our fifth week, we’re gonna talk about management consultants. Again, business to business. It is retainer-based and requires a really strong authority because management consultants are consulting a lot like you. So you have to be an expert in the field and then convey that they are experts in their own fields. So they know what they’re looking for, right? There’s an intangible value — it’s difficult to prove return on investment before engagement actually begins. Management consultants have to prove it to their customers, right? They can’t just walk in and be like “okay, we’re gonna charge you $10,000 a month.” They have to establish that they have a value and their deliverability. So helping them deliver that to potential customers is how you’re going to grab the edge. They do have long sales cycles — enterprise and mid-market consulting deals take months to close. And it’s heavy competition — they’re competing against established or legacy firms and specialized boutique agencies. There’s not just general business experts, right? They have to be specialized, and you have to get the messaging out of that specialization into the right audience. So the growth strategy here is problem-led positioning — focusing on specific operational pain points. The management consultant can focus on the supply chain or HR turnover. How can the management consultant solve this industry-specific problem, right? So we can help communicate that solution to that specific problem. Authority content — we’re gonna use case studies and thought leadership to build trust early in the cycle. And account-based outreach — highly targeted campaigns aimed at specific decision makers in mid-market companies.

[21:46] So that is our plan for professional services for this week and the next four weeks. I am very open to additional businesses. That’s what we’re doing in the future, but this week we are working on the CPAs, right?

CPA Buyer Psychology and Outreach Strategy

[22:14] Vanessa: CPA buyer psychology. So circling back — escaping the seasonal tax trap. CPAs are desperate to transition from commoditized tax prep to high-margin advisory. I have my own personal CPA. I’ve worked with tons of CPAs with the ERTC Express, ERTC.com company. The one thing they all have in common is wanting, needing, trying to get away from the job of just filing tax returns.

[22:55] Danny, who was our first in-house CPA at ERTC Express — he did pass away a couple of years back — but his transitioning from being a personal CPA for people and businesses into working for ERTC was a culmination of his career. He was very pleased. He did pass unexpectedly, but he was very glad that he was able to spend his pre-retirement time not scrambling every April 15th. Yet we did get busier before April 15th, before the filings, but his ability to have consistent steady income by producing the ERTC files was a real blessing to him and his family. So every CPA I’ve ever talked to — this is if you can provide the solution to them, they’re really, really going to value you.

[23:57] So revenue spikes massively in April and places by July, creating cashflow anxiety. And not just cashflow anxiety — the demand of not letting these people down, getting people’s returns in and mailed, stamped by midnight on the 15th, and then the crash after that when there is no money coming in. So it is two prongs. The capacity limits — basic tax prep is highly commoditized and requires massive, exhausting volume to scale. If you’re charging $250 for a simple tax return for an individual, how many $250 tax returns do you have to do to have a successful, profitable business, right? It’s hard to scale that if all of your customers are just — you know, W-2 employees looking for a quick — yeah, Craig says “a million.” You need a million. Yes, exactly right. And staffing burnout — retaining talented accountants is difficult when the workload is crazy like that, right?

[24:56] So their desired future is year-round revenue — transitioning to predictable monthly advisory retainers that stabilize cash flow. Helping high-net-worth individuals save on taxes can be a very profitable — and not just individuals, businesses too — a very profitable, sustainable, less panic-driven methodology for running a business, right? High-margin services — selling the CFO work, proactive tax planning, and business structuring. High value, high return for the customer. The customer benefits way more than what they’re paying for the service. That’s when sales are easy, right? So fewer better clients — replacing 100 low-value $500 tax clients with 10 high-value $5,000 advisory clients. The math makes the money the same, but I would much rather have $50,000 with 10 clients than $50,000 with 100 clients. That’s just a lot of people and personalities and work to do and folks to not let down.

[26:25] So our outreach strategy. So the messaging shift. So for this, we’re not gonna sell leads. CPAs are highly skeptical of generic lead generation. They don’t want more than 1040 tax prep clients — those are just W-2 folks who just have a $200, $250 simple return. They don’t want more of that. They want advisory appointments, right? So we’re gonna frame our offer around high-margin, year-round advisory services like the fractional CFO work and proactive tax planning. Now with that comes the ability to file corporate returns and maybe you get recommended to their staff or individual returns — like it can trickle down to other services. But what we’re going to go for is the big fish.

[27:14] So messaging would be something like “we help you connect with local businesses doing $1 to $5 million in revenue who have outgrown their current bookkeeper,” right? Because that is a very reasonable claim that we absolutely can do, right? So targeting and compliance. We’re going to focus on the avatar — the specific business type, be it manufacturing, real estate, medical practices, etc. — that requires complex tax structuring. So we’re going to identify who we’re going to focus on, identify where the CPA specializes. This isn’t general. This is a conversation with the CPA — “who do you want us to target? Manufacturing, or do you work best with real estate taxes or medical practices?” right? And we’re going to acknowledge compliance. So we’re going to lead with, explicitly state that all campaigns are built to align with AICPA standards for professionalism and integrity. And we have to make sure that that’s true, but also by front-loading our messaging with our focus on compliance, it builds your credibility, right? And credibility-led approach — use educational content and case studies in your outreach to build trust before asking for a meeting. It’s just framing yourself in the best position of authority.

Four Revenue Generators for Servicing CPAs

[28:38] Vanessa: So targeted lead gen. While we’re not calling them leads, we’re calling them appointments, right? Here’s how we can do it. Craig said “Jeff’s system will work really well with this group.” You’re absolutely right. My first recommendation is Leadsly. So we’re going to list builds. We’re going to extract targeted lists of local businesses in the category that the CPA has identified they wanna work with — after your initial review with them, manufacturing, real estate, etc. — that fit the CPA’s ideal client profile. And we’re not gonna tell them what that ideal client profile is, but we will make the recommendation that “one to $5 million per year, new growth business,” right? And we’re gonna target the decision makers — we don’t want the gatekeepers, we wanna reach the CEOs, the CFOs, the founders. We’re gonna reach them directly, right?

[29:22] So our Small Batch leads — our outreach automation. So once we’ve got our list, we’re going to execute the five-touch call-to-action reply sequence to generate interest in tax planning audits, and that’s going to be our focus — offering the tax planning audit, right? Not just leads, we’re going to have specific appointments that we’re trying to set, right? And inbox management — we’re going to route warm replies directly to the CPA’s calendar. So the service you would be offering the CPA is to not only do the outreach, but then manage the replies, driving them to a calendar. You can offer a calendar service through your Small Batch CRM if they don’t already have one. You can offer to manage an existing calendar for them. But what we like to do is either send a link to have the lead set up their own appointment, but even more effective is for you to take that call, take that email, and walk them through choosing a time, and you make sure that that appointment is set up and you set up a reminder sequence — be that a trigger to send a reminder the day before and an hour before the meeting, right? If you’ve got SMS set up in your Small Batch CRM, you can text, you can email, you can put it on their Google calendar, etc. But supporting the show-up factor has a big impact on your deliverability, your delivery to the CPA.

[30:53] All right, local authority and visibility — capturing high-intent search traffic for wealth and tax services, right? SERP Sling, right? That’s in your revenue generators. So you want AI search readiness — ensure that the firm appears when a high-net-worth individual searches for “best tax strategist near me.” When these firms are turning to Manus or Claude or ChatGPT or Gemini and they’re asking these tax strategy questions or “who is the best near me,” we want our clients to be front and center, right? So SERP Sling is going to get us AI search-ready and help with the citation cleanup. This is going to fix the inconsistent data that harms local trust signals and search rankings, right? So that backend, behind-the-scenes stuff that makes a business not be the first unpaid response — we’re gonna fix all that.

[31:58] And GBP Lee — Google Business Profile. We’re gonna fix the map pack for dominance, so we’re gonna optimize the Google Business Profile for high-margin keywords, not just “tax prep,” right? And GBP Lee will help you do that. And review generation — automated review requests from satisfied advisory clients to build undeniable social proof. So what we’re gonna do is work with the CPA firm to get a list of folks they’ve already worked with before, and we’re gonna do a reputation and review campaign to build up the authority of the CPA for the terms and the services that they want to offer.

Pricing Strategy for CPA Clients

[32:43] Vanessa: And so for pricing — what are we going to charge CPAs for all of these services? So a single fractional CFO or comprehensive tax planning client can be worth $10,000 to $25,000 annually to a CPA firm. That is a high-ticket client. If they’re on a retainer of $1,000 a month for your services, that’s the low end of the service. The positioning is — you’re not selling marketing services. You are building a pipeline of appointments — $10,000 plus advisory clients. Does it make sense? If you get them one client that pays them $10,000, one client per month — you charge them $1,000 per month is one-tenth of one customer. Very, very high ROI for you and for the CPA. So this positions both of you for strong residual incomes. And it positions you as not being so expensive that when a CPA goes to look to cut their costs, they see you as a liability — they see you as a priceless asset, right?

[34:07] So the structure is — charge upfront for strategy and setup, then transition to a monthly retainer for ongoing management and list building, okay? So here are some examples. A targeted outreach, a full-service outreach. So everything we just talked about — Leadsly for targeting while people are searching the keyword and grabbing them in real time, SERP Sling for fixing the AI search, and GBP Lee for the Google Business Profile. So you’re gonna build a custom list. You’re gonna have the cold email sequence creation and sending, and inbox management and appointment setting. So just getting a list and emailing out with Small Batch and managing their inbox, getting those appointments set — easily a $1,500 to $3,500 retainer, right?

[35:01] If you did list building only and you didn’t manage the outreach and the marketing and the messaging, you just provided the data — which is just a verified prospect list and then the CPA handles their own outreach — it’s an excellent entry-level offer or a counter when you’re pitching, right? So for $1,500 I can get you a list every month. I can get you a one-time list, right? $1,500 for a one-time list, $750 a month for a recurring list. I can every day send you the people who have searched for the keywords that we’ve established that indicate tax advisory. Or for a little bit more, I will handle all of the replies and I will convert them into appointments for you. You’ve got a down-sell and an upsell, and that’s just using list generation at this point.

[35:57] All right, so a database reactivation service. This is where we talked about taking their existing clients and pulling them back in. Maybe they performed a tax return preparation for them two years ago but they didn’t come back last year. We can reach out to them again and we can offer new services. Campaign setup can be $1,000 to $2,500, and then follow up with a monthly maintenance retainer of $500 or $1,000. I would base this on the size of their list, the expectations, and how much is involved. Are you going to write a newsletter for them? Are you going to try to upsell them? Are you going to be trying to get referrals and reviews and recommendations, etc.? But that is a low point-of-entry service with a monthly retainer as well.

[36:56] And pricing for local authority — so correcting and building that AI answer engine and the Google Business Profile. So a weekly Google Business Profile update and keyword optimization, authority citation building with SERP Sling, and automated review generation with Google Business Profile. Monthly retainer — you can come in just the first month $1,500, recurring $750. Or you could do review generation only, where you just set up automated email review requests to their database. The CPA’s team inputs customer data. It’s an excellent foot-in-the-door offer. If you see that they just don’t have a lot of reviews, this is a very low ticket — “oh, you know, I can just get you started, let me show you what I can do with your list.” The CPA’s team gives you the customer data and you just work to get them reviews. That is usually a low-barrier entry to proving your value and your efficacy, your ability to get results.

[38:04] So all of these pieces put together, you can find the package or the price point that works for the client, and you can use it as a menu, building up the perfect package for what they need. Generally recommended to check out their reviews before you reach out to them. Search them in the various AI platforms, right? Google them and see what their current rankings are, etc., so that you know what is going to bring the most value when you’re putting together the pitch. And then you bundle the services you think will be the most effective at the price when you piece it all together. Remember, you don’t want to be so expensive that you become a liability, right? But if you can get one client per month, then you’ve paid for yourself.

[39:18] So right here — a single tax planning client can be worth $10,000 to $25,000 annually, right? So $10,000 a month if they’re billing monthly would be about $1,000 from the customer to the client. Yes, that is correct. So one client would pay for your monthly fee, about, depending on what package you put together for them.

[39:56] And yeah, so these pieces are — so a full-service outreach. If you took just the low end of everything — so $1,500 where you’re generating the Leadsly list with the folks who are looking for tax help right this moment, and you have an email campaign that you’ve built and approved with the CPA themselves, and you are managing the outreach and the replies to convert them into appointments, right? So every single day, you would be getting the leads in real time. But you’ve got it set up inside Leadsly — an automated trigger system. So when the lead comes in, it triggers the workflow, they automatically get emailed out. You can add in phone call service, text service, etc. So let’s just call that $1,500.

[41:01] Then a database reactivation. So you could price that at $1,000 to $2,500 if you’re bundling that. I would say add it to a setup with a retainer. So you could do a $1,000 setup with a $500 retainer, because you’re not going to have new people added to the list right — because you’re reactivating a semi-cold database. So you could do $500 to $1,000 the first time when you’re adding that as an additional service, and then have a campaign that just runs automatically — two emails a week for six or eight weeks. And when the reactivation occurs, you take them out of the campaign, etc. So it’s a very low effort on your part after the first campaign is written. And what is the goal? To get reviews, to get recommendations, and to reactivate a client to come back and have different tax services — either just another 1040 filing or hopefully the bigger ticket, right, the advisory stuff.

[42:11] And then the SEO and Google Business Profile. So we’re talking about the AI answer engines — Claude, Manus, ChatGPT, Gemini, etc. — check in weekly, make the optimizations, build the citations. And with GBP Lee, you get automated review generation, which is great. Take it at a $750 initial setup, add it to the retainer. So you’re looking at maybe $2,500 setup for the first month and then $1,000 a month retainer for all of the services. That’s a good full picture, full coverage, and not asking too much where you’re pricing yourself out of the market. Does it make sense?

Live Gemini Workshop — Building the CPA Five-Touch Email Campaign

[43:11] Vanessa: All right. Any questions? Well, I think with these deep dives, the next step would be building email campaigns, right? But we are running out of time today. If we got started on that, it usually takes us 30 or 40 minutes to run through the email campaigns. How about we make a prompt today, and then on our next call we’ll work through building out the entire campaign. But this way, I can get you started, and we can come back next week and talk about different approaches with the emails. Right, so let me jump over to Gemini.

[44:28] All right, everybody with me on Gemini? Okay, everybody sees my Gemini screen? Okay, I’ll say — “I need a five email campaign to local CPA firms with the call to action being a reply to me. Keep the tone friendly yet professional. Review this PowerPoint to learn what I” — all right, let me just — and I’m gonna share the slide deck with you so you can do the same thing as me. So let me — I’m just gonna click “upload files.” I’ve got it paused and okay, so I just uploaded the PowerPoint as it is. I’m gonna say “ignore info for industries that are not CPA firms.” Let’s see what it comes up with.

[46:21] Hi, Majid. Majid’s saying hi. He’s from the UK. The time is 4:45 p.m. Is it 11:35 in the USA? Yes, well, it was a few minutes ago. Right now it’s 11:47 a.m. Eastern in America. All right. So let’s see how these emails turned out. Just — and we can get deeper into it if we need to next week. But right off the cuff, you saw what I said. I need five email campaigns, keep the tone friendly yet professional, and review this PowerPoint and ignore other industries. Pretty simple, right?

[47:01] “Most local CPA firms face the same feast-or-famine cycle. An overwhelming spring followed by a mid-year revenue drop.” True. “We help local accounting firms transition from low-margin seasonal 1040 tax prep to predictable high-margin year-round retainers. Instead of chasing volume, our system connects you directly with local B2B companies, $1 to $5 million in revenue, in need of fractional CFO services and proactive tax planning. Are you looking to add high-value advisory retainers to your firm this quarter? Reply yes and I’ll send over a brief overview.” Okay. This feels like every marketing email out there, right? So this sounds very common, like every marketing email I’ve ever seen. Make this more personal and friendly like I’m talking to a new contact at a bar, right?

[48:40] It does give us a comfortable vibe when we ask for that. All right. Looks like we’ve gotten more friendly. “Honest question — do you ever look at April and think there has to be an easier way to run a firm than pulling 80-hour weeks for three months only to watch revenue flatten by July?” Nice. “Most CPAs I talk with love the actual accounting work but are exhausted by the endless 1040 seasonal grind. We’ve been helping local firms swap low-margin tax prep for predictable $10,000 to $25,000 annual advisory retainers, mostly by positioning them for fractional CFO and proactive tax planning work. Are you pretty set with your client workload right now, or are you open to adding a few high-value B2B retainers this year? Drop me a quick reply and let me know where your head is at.” All right, this is much better. I don’t like open-ended questions — I prefer to assume they will want to talk to me. Take an authoritative approach by offering times to meet, not simply asking if they are interested. Any other advice, prompts we should try?

[50:29] “Honest question — do you ever look at April? I’d love to map out what this transition looks like for your firm. Yes. Are you free?” Nope. Specifically, I don’t like that. Again, I do not like asking if they are available like this sentence does.

[51:25] Now I usually also like to tell it to use bullet points and don’t use a wall of text. What do you guys think about that? Should we tell it to give us, to make it more visually interesting? “Let’s map out what this transition looks like for you.” “I have Thursday at 2 and Friday at 10 open to go over this with you — what works best?” I do like “let’s map this out.” So I’m going to take — right, anybody want to see any other changes? I am going to save this entire chat with all the prompts and everything for today’s replay. And the replay, yes, yes, will be available inside your members area by the end of the day, usually. All right — no, I want to keep — I really like “let’s map” — I like this line — don’t lose this. All right. So I think this is a start. Let me know what y’all think.

[53:32] I’m gonna wrap it up and see — I think the last thing — “oh yeah, and the last for the last email, use the pivot of if I don’t have the right person, please direct me to who I shall speak with. Don’t use the threat of not being in touch any further. Leave it open.” All right, so we’ll see if we need to refine this any further, but I wanted to give you something to start with. If you are looking to work with CPAs, this should get you started. So it runs through their existing client database on the second email. Here we talk about Google searches. So it’s running through all the different services that you are able to offer.

[55:08] Thanks, Craig. Now, I know we weren’t able to spend as much time getting down to the nitty-gritty with the emails as we usually do, but I wanted to give you something that you could work with, and we just took a lot of time today. So I’m going to get this published for you in the members area. We’re going to have the whole thread of building these emails so that you can copy.

Wrap-Up and Welcome to New Member Majid

[55:33] Vanessa: Oh, hey, Majid says this is his first Small Batch System webinar training. Excellent. Welcome. “How best do I start? You’re in affiliate marketing.” Hey Majid, my best advice for you is to — when you log in to smallbatchsystem.com, we’ve got the quick start guide. Go through those steps and you will be up and running quick as a wink. Absolutely. If you have any technical questions along the way, please reach out to getsupport.biz so that we can help you get started. Everything we do is basically a Done For You service. So the training really is teaching you how to use the Done For You tools rather than doing it all yourself, although you absolutely can do it all yourself if you prefer. And what our calls on Mondays usually focus on is how to best use those Done For You tools to help you get new clients and service those clients. So yeah, you’re in the absolute right place.

[56:28] All right, everybody. Thank you so much. I hope you have a fantastic week. I hope we got it off to a great start. We’re gonna get this replay for you. I’ll see you in the Facebook group. Just chat with me up there. And I’m at the support desk if you have any questions. Thank you all so, so, so much. We’ll talk soon. Bye-bye.