Accounting agency problems in document management and planning processes
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1. A huge array of data and documents
The work of an accountant involves careful processing of a large number of data and documents, which becomes the cause of rapid fatigue. In addition, such work consumes a large amount of time.
2. Stringent deadlines
All accounting documents must be created strictly in accordance with the requirements for them, including the deadlines for readiness. Any violation may incur a fine.
3. Human factor
Regardless of an accountant's personal qualities and experience, he or she can make mistakes. However, in the field of accounting, mistakes can lead not only to financial but also to legal consequences.
How technology helps in document management
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Automate the recording of data
There is special software that downloads the necessary data and is able to process it.
Recognize characters (OCR function)
Printed documents can be scanned and converted into digital documents. This makes it easier to both search for and store information.
Integrate with cloud services
It becomes possible to access documents from any geographical location and to share these documents.
Supervise the implementation of changes
The implementation of a version control system makes it possible to track each adjustment and prevent erroneous work with outdated versions of documents.
4 effective ways to optimize planning for an accounting agency
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1. Automatic distribution of tasks
Even distribution of tasks by days of the week - critical for stable work of an accountant.
2. Task reminders
Automatic notifications of due dates and task starts - a way to keep everything on time without the last-minute rush.
3. Smart prioritized scheduling
Prioritizing tasks based on the accountant's busy schedule minimizes distractions and increases productivity.
4. Team coordination
The ability to collaboratively plan tasks and assign responsibilities to employees increases the level of organization within the team.
The best apps used by accounting agencies for document management and scheduling
1. Voiset
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Key Features:
Auto task scheduling
Even and smart automatic distribution of tasks based on due dates, priority and accountant workload.
Document management
Document storage system with intelligent systematization.
Deadline reminders
Adjustable automatic reminders of upcoming deadlines and tasks.
All projects and third-party calendars are displayed in 1 master calendar.
Benefits for accountants:
- Does not require prior training: you can use it from the first day of installation.
- Possibility to work on different tasks in one tax manager;
- Excellent compatibility with other tools.
Dropbox or Google Drive
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Key Features:
1. Cloud storage for documents
Ability to access online without being tied to a location.
2. Support for sharing
Integrates well with other accounting applications.
3. Tag and label system
Easily sort and search documents.
Benefits for accountants:
- Easy access to documents,
- Fast file sharing,
- Secure data protection.
Zoho Books or QuickBooks
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Key Features:
1. Management of financial data and reports
Necessary tools for accounting operations
1. Report generation
Generating reports for each individual client at the request of the accountant
1. Control over the correctness of tax calculation
Helps to minimize the impact of human factor.
Benefits for accountants:
- Solutions that meet the needs of bookkeeping;
- Tasks and reports are presented in one place.
Trello or Asana
Key Features:
1. Task boards
Separation of specific tasks and work on them by the employees responsible for maintaining the client.
1. Reminders
Notifications about the need to generate a report, pay tax, and other tasks.
Benefits for accountants:
- Easy task management,
- Team collaboration,
- Calendar integration.
What will the accounting department gain from implementing Voiset?
1. Uniform automatic distribution of tasks
When assigning tasks, the workload of each employee will be taken into account, as well as the priority and urgency of tasks.
There will be no more situations of overstrain in the team due to uneven workload.
2. Well-organized interaction within the team
Create tasks and connect the responsible specialists to the work areas. Generate statistics on teamwork, completed, and overdue tasks.
3. Quick implementation
Migration to Voiset is instant: you can connect to Voiset by clicking here. Interaction within the application is intuitive for all users. Integration of the application with other accounting tools is simple and logical.
4. High speed of task creation
The voice input option speeds up and simplifies the creation of new tasks, reducing the likelihood of errors due to forgetfulness.
To reach new levels of efficiency, an accounting agency needs to utilize tools to help them do so. Modern technologies like Voiset's Tax Manager help accountants achieve greater productivity, better collaboration, and automation of internal processes.
