Timworks vs. WhatsApp: live chat and accounting 101
We bet that if there is one app that you use EVERY DAY, it is WhatsApp. While WhatsApp is one of our personal favourites, how does it compare to Timworks? And is it really serving your needs and the ones of your client? Should you use WhatsApp in your accounting firm?
Whatsapp vs Timworks - What are they?
You’ve got it, your friends have got it. We all know the green chat bubble. That is unless you live under a rock. Whatsapp is an internationally available US-based instant messaging platform. Whatsapp users primarily use the app for personal communication through the app on mobile devices but there is also a desktop version. In 2014, Whatsapp was acquired by Facebook (now Meta Platforms) so, as of today, WhatsApp operates as a Meta Platforms subsidiary.
Timworks is a UK-based messaging app built specifically for accountancy firms and their clients. While the chat function is similar to WhatsApp in some ways, the functionality serves the specific needs of accountants handling multiple clients and sensitive financial information and unlocking the firepower of integrations.
Whatsapp vs Timworks - How do the features stack up?
Live chat
When it comes to solving queries, faster really is usually better. Clients are real people who have full inboxes, digital devices pinging constantly and schedules that are too full. So, it’s about cutting through the clutter to get their attention just enough to get the job done. The ability to get a client at the end of a live chat for a few minutes can save days of waiting time or back and forth on email. This is why so many accountants have resorted to using WhatsApp.
Just like WhatsaApp, Timworks also offers accountants the ability to chat live with their clients, reducing the need to chase unanswered emails.
Desktop and App Versions
While everyone you meet has WhatsApp on their phones, it is a smaller percentage of people that have the desktop version installed on their computers…. And it’s usually the cheeky office worker using it during the workday! Also, both versions have nearly similar features.
While Timworks also has a desktop version and app, the desktop version is the hero because accountants drive the bus. The Timworks desktop version allows accountants to set up clients, manage permissions, organise conversations and use integrations to push data to and from other software like Xero, Dext/ReceiptBank or Hubdoc. On the other hand, the sleek Timworks app allows clients to perform only the most important tasks such as replying to messages and sending documents.
Organisation
Anyone who has been using WhatsApp for long enough knows that chats can quickly number in the hundreds and there is limited ability to organise them.
The organisation features that Timworks offer is one of the places where it truly shines. Conversations can be organised within client accounts around topics such as “VAT returns”, “Bookeeping”, or “Payroll”, and only relevant participants are invited to each conversation. This prevents bottlenecks because all relevant decision makers will be in on the conversation. It also helps keeping everyone sanity and receiving hundreds of unncessary notifications.
Document Upload and Pinning
Within both WhatsaApp and Timworks, documents can be uploaded. Everything from JPG, PNG, GIF, DOC and PDFs are supported. However it is only Timworks which offers a full document preview.
Plus, how often do you find yourself scrolling through a chat on Whatsapp looking for the same thing over and over again? With Timworks, the “pin” feature allows a conversation participant to attach a document to the top of a chat feed so that it can be continuously and easily referenced by everyone.
Integrations
WhatsApp was built for the population at large so it doesn’t integrate with any of the tech tools you love.
So, when we say that Timworks was “built for accountants” we really mean it. That is why it integrates with your tech stack. Timworks integrates with Xero to allow you to pull bills into conversations for quick and easy discussion or approval.
Timworks also integrates with data capture tools Dext, Hubdoc, AutoEntry and Datamolio. These integrations allow you to push documents and data directly from chat streams to your integrated data capture tool of choice.
Permissions
The most similar functionality that WhatsApp has to Timworks is their “group function”. However, when it comes to its permission settings, options are limited. The creator of a group or “Admin” can choose whether to allow all participants to end group info or not. That is where permission settings begin and end.
Timworks controls permissions in two ways. First, it has three different permission settings which determines what a user is allowed to do on the platform. In addition, you can choose who you add to each individual conversation, meaning that information will only be given out to those that need to see it.
Audit trails
We can only imagine how messy things might feel if client information is sitting on WhatsApp and email and text message… and any other form of communication your client would like! While WhatsApp messages can be archived, they can also be permanently deleted. They also can be difficult to find much later in time because they are organised by individual people rather than by client accounts.
By streamlining your client conversations on one platform, you’ll have a bulletproof record of client accounts for future reference. As each conversation topic comes to a close, you’ll have the choice to archive that conversation, however it won’t ever be deleted. This means your platform will stay uncluttered but you’ll still have a record of all conversations.
Price
The whole world knows WhatsApp is free!
With Timworks, you get your first 3 users free and then prices start from £5 but you get a whole lot more than you do with WhatsApp!
You can see exactly how much Timworks would cost you here. You can also get a free 2 week trial by booking a demo.
WhatsApp vs Timworks - Specific Problems Timworks Solves
GDPR and Compliance
GDPR and Data Protection laws have requirements that require that personal information storage is minimised. However, where it is a necessity record keepers are “required to know exactly where and how all such personal information is stored in order to be able to retain, remove and transfer it in a compliant manner”.
Yet, there are many regulations that require the retainment of accounting and other records for six or more years.
These laws, together, mean that firms need to take record retention seriously or they risk falling afoul of the law. Best practice requires using a centralised platform for communications and record keeping which is also tamper proof. Chat apps, like WhatsApp, risk tampering because messages can be deleted or employees can leave your firm our your clients’ companies, taking vital correspondence with them.
Timwworks has been built with these laws in mind, meaning that firms centralising their communications on the platform will have a comprehensive, centralised and tamperproof system for keeping client records.
Take the guesswork out of whether or not your communication app is GDPR compliant by downloading our GDPR-made-easy guide for accountants!
Keeping your personal life personal
Do you remember the good ‘ole days when it was rude to WhatsApp a business contact? There was a reason for this. WhatsApp is a bit like invading someone’s private life and once you’ve got 5,10 or 100 clients WhatsApping you at all hours, things become a bit unmanageable. Communicating with your clients on WhatsApp also creates this false sense of expectations that you are online at all times and that your clients can contact you 24/7.
Moving communications onto a dedicated platform means that you can keep accounts more organised and we are willing to bet you’ll even be more responsive.
The bottom line
We all love WhatsApp, there is no doubt there. From keeping in touch with family overseas to sending a funny GIF to a friend - it’s an incredible tool for connecting us with our loved ones.
Yet, when it comes to business, and especially financial business, we know you need something a little more robust… And that is why we created Timworks.
