How to announce new software to clients without confusion

Avoid announcing during your busiest filing weeks, when clients are already stressed and your team has little room to answer questions. A quieter stretch, or the start of a fresh quarter, gives clients attention to spare. It also lets your staff respond promptly, which shapes how the change is remembered.

Announce only what is live. If your firm web address runs on a hellobooks.ai subdomain today, give clients that address. Your own domain and email from your domain arrive at full launch, and promising them early only creates a second round of instructions later when the address changes.

Clients care about what changes for them, not about your vendor selection process. Lead with the benefit in one sentence, then explain the single action they need to take. Keep technical detail for a follow-up or a help page. A short message that clients actually read beats a thorough one they skim past.

A reliable structure for the announcement email or letter covers a handful of points in order. Keep each point to one or two sentences so the whole message fits on a phone screen without heavy scrolling, since many clients will open it on the move.

• What the client gains, in plain language
• The app name and the address to sign in
• When their invitation will arrive
• Whether their fee or package changes
• Who to contact with questions

Expect questions in the first few days, and prepare short answers in advance. Common ones concern data safety, whether old records remain available, and whether anything costs more. A shared document with agreed responses keeps your team consistent and saves partners from answering the same question repeatedly.

Send a brief reminder to anyone who has not signed in after a week or so. A personal note from their usual contact works better than an automated nudge. Track sign-ins so you know when the announcement has done its job and the old way of working can be retired.

One flat license covers your brand, unlimited staff and the firm console. Your clients stay on published HelloBooks plans, and your firm gets 20% off each one. Founding firms go live first on a firm subdomain; your own domain and email from your domain follow at full launch.