We recently took on a new client whose previous bookkeeper had been with them loyally for many years, so many years in fact that the systems they were working on were originally created more than 10 years ago. Manual and time consuming!
Our first job was to establish what and why the current system is in place.
Next we asked the owners of the business what they need – what information will help them make those important decisions about their business and its success.
Then we start to make improvements; working with the whole team to speed up the process for them and us, ensure continued accuracy and ultimately save the client money!
In this situation we had two areas to address:-
Payroll & Bookwork
Payroll:- When we looked at the payroll process – timesheets were being completed ‘manually’ by each member of the team, that data was taken by another staff member and entered on to another spreadsheet. That was emailed and posted to head office who then took that data and entered it on to another spreadsheet. That final data was then entered onto the modern(ish) software. Once payroll was finalised they then extracted data from that software on to another spreadsheet to provide the managers with information they need.
Firstly we spoke with the team, asked them if they would mind changing – they are embracing the new way with open arms! Explaining to us that they never understood why they had to do what they did – and had asked!
We have been able to make the system automated/electronic – creating efficiency for the whole team and producing useful information for all parties at the touch of a button from the modern software used.
Bookwork:- The bookwork was in a similar state. With manual spreadsheets being created and not utilising the modern software now available. Also their software is not set up for Making Tax Digital, so as of April they would have had challenges when trying to submit their VAT.
As with the payroll we first identified what the process was and why to then decide what we can do to minimise any manual element and paperwork.
Using modern software, allowing the client to have access to their data at the touch of a button.
Providing useful reports at management account level – to help them understand their business, discuss what needs to be done to help it move forward.
As modern accountants we are always ensuring we are ahead of the game, making sure our software is up to date, meeting regulations, providing clients with that all important data to help them move their business forward. It’s a pleasure to work with clients and see the results of a proper efficient process in place that is forever evolving to ensure they stay ahead of their competition.
If you’re working with antiquated systems, and would like to embrace change with a supportive proactive accountant on hand to ensure a smooth transition for all involved, give Avanti a call, (08000) 388 799 . Modern Accountants with traditional values.