Deliver All Reports Digitally

Older man using laptop at homeWhen owners use portals, they'll feel comfortable recommending them to clients.

By Roman H. Kepczyk
Quantum of Paperless

Improving firm efficiency means that the owners have to get on board.

MORE ON TECH SPENDING: Revamp Daily T&E Entry | How to Stop ‘Overauditing’ | Devil's in the Details of Digital File Delivery | Preventing Document Retention Headaches | Which Wireless?
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One of the more obvious opportunities is the delivery of the firm’s own financial reports. Many firms still print a hard copy of the monthly financials and distribute them to each owner, many of whom physically store these documents in a binder or drawer in their office.
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Revamp Daily T&E Entry

Man holding papers and working on laptop in front of large windowCommitment has to come from the owner, not just staff.

By Roman H. Kepczyk
Quantum of Paperless

Studies done over the past two decades have clearly shown that there is a significant improvement in realization for firms that enter, release and post time and expenses on a daily basis. This process allows for daily or “hotel”-type billing that is sent out with the completion of each billable project.

MORE ON TECH SPENDING: How to Stop ‘Overauditing’ | How Audit Field Equipment Has Changed | Optimize Scanning Applications and Procedures | Document Management Requires Firm Standards | Why Unified Messaging Matters
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The next step in the evolution of time and billing systems provided real-time dashboards to report on firm activities and effectively allow firms to generate invoices. This can work only if all time and expenses for all personnel are captured within the system.
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How to Stop ‘Overauditing’

Hard-working man in officeAn outside consultant may be in order.

By Roman H. Kepczyk
Quantum of Paperless

Traditional audit practices use the previous year’s audit programs and processes updated for the current year as their standard operating plan.

MORE ON TECH SPENDING: How Audit Field Equipment Has Changed | How and Why to Establish Firm Procedures Manuals | Is Your Tax Workflow Digital Yet? | The 4 Types of Firm Knowledge | Back Up Your Bandwidth | How to Choose Which Microsoft Office Version to Use | Time to Replace a Server? Consider the Cloud
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Eventually this can lead to a significant amount of “overauditing.” Breaking this habit is difficult as every level of staff has been trained in the manual processes and falls back on them when deadlines approach.
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How Audit Field Equipment Is Changing

Two businessmen shaking handsTWAIN compliance remains a concern with scanner options.

By Roman H. Kepczyk
Quantum of Paperless

The advent of today’s audit “document container” applications has transitioned every aspect of audit production into a digital format.

MORE ON TECH SPENDING: How and Why to Establish Firm Procedures Manuals | Devil's in the Details of Digital File Delivery | Preventing Document Retention Headaches | Which Wireless? | Remote Access Takes Planning | Transitioning to Windows 10 | Desktops vs. Laptops
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The key to successfully using these engagement applications is to make sure your personnel have the optimal equipment with them to work digitally. This includes multiple monitors, image capture equipment and remote communications capabilities.
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How and Why to Establish Firm Procedures Manuals

It's institutional knowledge; keep it in the institution.

By Roman H. Kepczyk
Quantum of Paperless

Every firm has accountants who are 10 percent, 20 percent or even 50 percent more productive in their departments than other personnel because they have simply “figured it out.” Unfortunately, when these people leave the firm, their unique knowledge of specific processes and shortcuts goes with them.

MORE ON TECH SPENDING: Devil's in the Details of Digital File Delivery | Optimize Scanning Applications and Procedures | Document Management Requires Firm Standards | Why Unified Messaging Matters | Get in Front of Application Updates
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It is the responsibility of firms to capture these individuals’ best practices so that that specific knowledge can be shared and accessed by all firm members, both now and in the future. This can be accomplished by making a concerted effort to develop a best practices manual within each department.
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Devil’s in the Details of Digital File Delivery

Man holding up a hard diskSome client education likely will be in order.

By Roman H. Kepczyk
Quantum of Paperless

One of the most critical steps in transitioning a firm to a paperless environment is capturing information in a digital format at its root source as that information enters the firm.

MORE ON TECH SPENDING: Optimize Scanning Applications and Procedures | Is Your Tax Workflow Digital Yet? | The 4 Types of Firm Knowledge | Back Up Your Bandwidth | How to Choose Which Microsoft Office Version to Use | Time to Replace a Server? Consider the Cloud | Monitor Real Estate: More Is Better
GoProCPA.comExclusively for PRO Members. Log in here or upgrade to PRO today.

At the base level, this means having clients provide you information in a digital format, which can be done via email, digital fax or through a portal rather than with a physical document. While email is currently the most prevalent tool utilized by clients, it is anticipated the security concerns will help clients transition toward portals.
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Optimize Scanning Applications and Procedures

Fujitsu fi-6110 desktop scannerSoftware will flag potential errors right off the bat.

By Roman H. Kepczyk

For the next few years it is anticipated that accounting firm clients will deliver the majority of their organizers and supporting tax documents to the firm in a physical format.

MORE ON TECH SPENDING: Is Your Tax Workflow Digital Yet? | Preventing Document Retention Headaches | Which Wireless? | Remote Access Takes Planning | Transitioning to Windows 10 | Desktops vs. Laptops

To utilize this information in a paperless environment, it must be effectively scanned and managed at the lowest possible cost.
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