Business Automation for Accounting Companies

28.03.2023

6 minutes

Author: Igor Tarnavsky

What is client work automation?

Client work automation is a strategy, system, and process aimed at managing interactions with clients. Client work automation through CRM involves using specialized software to collect, analyze, and manage information about clients and their interactions with the company.

The primary goal of client work automation through CRM is to enhance the efficiency of client interactions, streamline the sales process, improve customer service, and increase customer satisfaction. To achieve these goals, CRM systems provide capabilities for automating processes such as managing client contacts, maintaining interaction histories, planning and executing marketing campaigns, managing sales, and customer service.

What are the main tasks that can be automated?

1. Client registration

Automated forms and checklists: Implement automated forms for new clients so they can submit their financial information, which can directly populate their client profile in CRM.

Welcome emails: Set up automated sequences of welcome emails providing clients with information on how to get started, who to contact for support, and links to resources.

2. Invoice management

Automatic invoicing: Utilize tools that automatically generate and send invoices based on predefined triggers such as completion of service or regular payments.

Payment reminders: Automate email reminders for unpaid invoices, with tone escalation as the due date approaches.

3. Document management

Automated document collection: Implement a system where clients can upload their financial documents to a secure portal, which then automatically categorizes and stores these documents in CRM.

Expiration alerts: Set up notifications for when documents are approaching their expiration date or when reporting documents need to be submitted.

4. Task and workflow automation

Task assignment automation: Use workflow automation to assign tasks to team members based on specific triggers, such as receiving documents from a client or the start of a financial period.

Deadline reminders: Automate reminders for internal deadlines to ensure timely completion of tasks related to client accounts.

5. Communication automation

Regular updates: Schedule automated emails or messages to clients with updates on their financial statuses, upcoming deadlines, or tasks.

FAQ responses: Implement a CRM platform chatbot capable of answering frequently asked questions or directing clients to resources without human intervention.

6. Reporting

Automated reports: Configure a system to generate and send customized financial reports to clients on a regular schedule or upon request without manual intervention.

Performance dashboards: Utilize dashboards that automatically update key performance indicators (KPIs) for both client accounts and internal operations.

7. Compliance checks

Automated compliance monitoring: Integrate tools that automatically check client data for compliance with relevant financial rules and notify you of potential issues.

How to choose an automation tool?

When selecting a tool for client work automation, consider several key aspects:

Integration with other services: Ensure your CRM can integrate with popular accounting software (e.g., QuickBooks, Xero, etc.) and other tools used by your clients to ensure seamless data flow and automation between platforms.

API availability: Use APIs to connect different systems and automate data transfer between your CRM, accounting software, and any other tools you use.

Customization: Check if the automation settings align with the specific needs of your accounting firm.

Scalability: Ensure the automation system you choose can handle increased volumes as your client base grows without sacrificing performance.

How will business automation improve company operations?

Optimizing client work can lead to significant improvements in company operations:

Increased productivity: Reducing the time spent on routine tasks allows employees to focus on more critical tasks, leading to overall productivity gains.

Employee satisfaction: Automating routine processes helps employees feel more satisfied with their work as they spend less time on monotonous tasks and have more opportunities for creative development and self-realization.

Improved customer satisfaction: Quick and efficient handling of their requests, accurate account and document management, timely and proactive communication will improve customer relationships and increase their satisfaction with the service.