Quality Workflow Automation for Bookkeepers

Welcome to the second of our Quality Automation for Bookkeepers series: workflow and work process.

If you missed the first one, you can check it out here – but as a quick refresher we’re exploring the four pillars of quality in high-performing bookkeeping practices:

  1. Quality data
  2. Quality work process
  3. Quality reporting and analytics
  4. Quality client service

In the second of the series, we’re breaking down exactly what it means to have quality work process, and how XBert is dedicated to helping you achieve the pinnacle of productivity and efficiency. We know workflow is a key element to ensuring not only quality in your output – but quality efficiencies.

There are a few key actions you can take to ensure quality in your bookkeeping workflows:

  1. Use software to automate repetitive tasks
  2. Use best practice workflow templates
  3. Understand the quality of your and your team's work
  4. Ensure visibility across your entire practice

These four pillars of workflow efficiencies, when implemented properly, will revolutionise any bookkeeping firm. Let’s take a deeper dive into what that looks like, particularly when using a purpose-built program like XBert to assist.

1. Use software to automate repetitive tasks and checks

The day-to-day, repetitive tasks in bookkeeping, like ABN, GST and transactional checks, lend themselves to automation. Automating these checks with an AI Audit system like XBert, allows you to not only remove the margin for human errors (we can check every single transaction, daily and alert you to any errors, inconsistencies, or risk) it frees up time to focus on serving your clients with accurate, up-to-date data and advice.

XBert has more than 65 algorithms that run across your Xero, MYOB and QuickBooks data daily, helping you identify risk before you may even know it exists – and helping you look like the rockstar bookkeeper you are to your clients.

2. Use best practice workflow templates

Sure, everyone works differently. But when it comes to things like compliance and bookkeeping, there are absolutely best practice workflows that, when followed, help you find efficiencies in your work day.

Using a workflow tool built for the way bookkeepers work, hugely diminishes not only the change management associated with implementation of a new system but allows for every-day streamlining of your entire workflow.

What our users told us was that they needed a quality system to manage workflow templates. One that is simple to manage, without having to create duplicate templates for all their different client types. So we built it.

XBert not only comes with a set of free best practice workflow templates, it is completely customisable for your preferred method of working. Features such as duplicating templates, and slick scheduling templates for different client types – as well as having client notes attached - drastically reduce clicks throughout your day – that's, always a win right?

3. Understand the quality of your and your team's work

Quality bookkeeping also means understanding what you or your team are working on, at any given time – and whether that is quality output.  If you or your team members are consistently making errors or missing deadlines, this is a sign that you may need to make some changes. On the other hand, if you or your team members are meeting their deadlines and producing accurate reports, this is a good sign they are doing a good job.

XBert’s intuitive Work Board allows you to drill down on capacity, identify what’s overdue or awaiting completion and action with your team accordingly. And, we’ll tell you when data entry needs re-work, or your clients have left you with additional clean-up work that needs to be factored into your workload.

4. Ensure visibility across your entire practice

Similarly to knowing where your team is at, it’s important to understand exactly what’s going on across your practice in regards to your clients. What’s outstanding, what you’re waiting on, who needs attention and whether you’re pricing your client files accordingly. Even better– knowing that process is being followed, accurate data is being entered and work tasks are being created.

Spoiler alert: XBert is the AI tool that does it all.

XBert has been built to allow bookkeeping firms to have a one-stop-shop for visibility across their practice and clients – whether it’s team capacity, the size and complexity of client files and how much work is overdue. In just a few clicks you can drill down to specific metrics within your bookkeeping workflows and identify what needs your attention.

Find out more about how XBert can help you not only have quality workflow processes in your practice, but how to ensure quality data, quality reports and provide the highest level quality service.

Start a free trial with XBert today – the first user for XBert Workflows is free, always! You literally have nothing to lose.

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