How Virtual Tax Solutions saves 15 hours on admin work every week using VXT

Running a one-person business isn’t for the faint of heart, especially when you’re crunching numbers for over 430 tax returns a year. That’s Trevor Betts’ life as the founder of Virtual Tax Solutions in Lake Elsinore, California. It’s a juggling act of clients, data, and tech tools that need to work together smoothly. For Trevor, client communication is critical to delivering high-quality service. When his old phone system made things harder instead of easier Trevor switched to VXT. It’s proved to be the ideal fit for his solo firm — speeding up his workflow, saving hours each week, and helping him provide exceptional service to his clients.

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Jumping from Grasshopper to VXT

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Trevor’s old phone system, Grasshopper, wasn’t cutting it. Constant logins? Check. Limited features? Check. It didn’t integrate with his other tools either, which left him feeling frustrated and like his time was being wasted. When Trevor left his previous firm and branched out on his own, he wanted tools that worked as hard as he does. After trying a few options, VXT stood out. Why? VXT’s Karbon integration (his practice management software) and overall ease of use were exactly what he needed.

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“Grasshopper was fine, but VXT? It’s on another level,” Trevor says. “VXT’s made my life as a one-person firm much easier. It works perfectly with my other tools and makes keeping up with clients so much simpler. VXT has been amazing for me.”

Record keeping: VXT’s call recording, transcription, and AI summaries

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VXT makes it simple to stay on top of calls, even when you’re juggling a million tasks. The app lets you record, transcribe and summarize calls automatically. No more scribbling notes during conversations or trying to remember key details later—everything’s neatly saved for you. For Trevor, this feature is pure gold. It ensures he can focus on his clients, knowing the details are always captured and organized. He can also quickly scan call transcripts for important points, refresh his memory, or whip up a summary for his clients.

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“VXT is better than I could have ever imagined,” Trevor shares. “My calls are automatically recorded, transcribed, and summarized with AI - which are go-to features for me. For example, if I’ve spoken with the IRS (US tax agency), I can provide my them with a detailed summary of discussions with my clients—showing the value of my time and justifying my fees. It’s all there in one place — no stress, no guesswork.”

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Keeping contacts and communication under control

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For Virtual Tax Solutions, effective communication is crucial to keeping clients satisfied. Previously, managing calls was cumbersome, leading to missed opportunities and inefficiencies. Plus, managing hundreds of contacts is no small task, especially as a sole operator like Trevor, but VXT’s contact syncing makes it effortless. This feature pulls client details directly from Karbon, so Trevor doesn’t have to waste time double-checking phone numbers or updating info.

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“Being a one-person firm means I’ve got to wear all the hats — I do everything. VXT’s contact syncing has been a game changer for how I communicate with clients. It saves me so much time on managing contact details and reduces the risk of errors. I know my contacts are always accurate, and I don’t have to think twice about it,” Trevor says.

Ready to grow when he is

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Trevor’s not just thinking about today—he’s planning for the future. VXT’s call flow builder is a lifesaver for businesses looking to grow. It lets you set up call flows and customize things like after-hours calls or greetings.

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“I know VXT can grow with me when I add team members,” Trevor says. “It’s simple to set up and will make managing calls easy when my practice expands.”

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More time, less stress — VXT’s the clear choice for accountants

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For Trevor, efficiency isn’t optional—it’s essential. Since switching to VXT, Trevor’s shaved 10–15 hours off his weekly admin work by using VXT’s call recording and transcription features. That’s time he can spend helping clients instead of chasing down details or untangling phone system headaches. Trevor believes VXT is the clear choice for accountants—especially those using Karbon. VXT’s features have allowed him to operate like a larger firm while maintaining the flexibility of a solo practice. VXT has become an indispensable part of his tech stack, allowing him to deliver efficient, high-value services to his clients while keeping his operations stress-free.

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“If you’re using Karbon, VXT is a must-have. Even if you’re not, the call recording, AI transcription, and integrations make it the best option out there. I can’t find anything else that comes close,” Trevor says. “During tax season, my time savings will only grow. VXT lets me focus on what matters—helping my clients—not messing with tech. It’s easy to use, works great with Karbon, and takes a load off your shoulders so you can focus on delivering top-notch service.”

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Key results:

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• Save time: VXT integrates with Karbon, cutting down admin work and giving Trevor more time to focus on providing expert advice, not chasing details.
• Keep clear call records: Automatic call recording, transcription, and summaries keep everything organized and easy to review.
• Improve contact management: Syncing contacts avoids outdated info and ensures accurate client communication.
• Scale up with call flows: Call flows make it simple to manage your client communications while expanding your team and scaling your business.

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