tech

capture source documents as efficiently as possible.

by roman h. kepczyk
quantum of paperless 

one of the keys to optimizing production processes is capturing information at its “root” source. this means when data enters your firm, regardless of the format (mail, fax, email or on a flash drive).

more on tech spending for pro members: size matters: in desktop monitors |  

ideally, documents would be provided to the firm in a digital format such as secured email or preferably through a web portal, but the reality today is that a significant portion of accounting firm source documents arrive from clients in a traditional paper format. your firm will need to develop processes to efficiently scan, name and store these documents.
read more →

3k and 4k offer resolution not previously available.

by roman h. kepczyk
quantum of paperless

the best place to start the discussion on hardware is with monitors, as they are the easiest place to see an immediate return on your it investment. your monitors are your windows into all digitally stored information and are the foundation for improving every aspect of firm production.

more on tech spending: it is costly, so budget for it | develop monthly it ‘flash’ reports | standardize quickbooks support | daily billing cuts month-end load, creates audit trail | remote deposit is a no-brainer | firms need document management standards

transitioning tax production processes from physical to digital requires that all input screens and source documents be simultaneously viewable in a convenient format, which today means more screen real estate per workstation.
read more →

… but not the trail.

by roman h. kepczyk
quantum of paperless

one of the keys to optimizing production processes is capturing information at its “root” source. this means when data enters your firm, regardless of the format (mail, fax, email or on a flash drive).

more on tech spending for pro members: monitors: the more, the merrier | it is costly, so budget for it | top tech advice: mandate training and accountability |digital report delivery includes owners | streamlining audits by breaking old habits | field auditors need right equipment, connections | how and why to set optimal scanning practices | firms need document management standards

ideally, documents would be provided to the firm in a digital format such as secured email or preferably through a web portal, but the reality today is that a significant portion of accounting firm source documents arrive from clients in a traditional paper format. your firm will need to develop processes to efficiently scan, name and store these documents.
read more →

no, multiple windows on one huge screen isn’t just as good.

by roman h. kepczyk
quantum of paperless

the best place to start the discussion on hardware is with monitors as it is the easiest place to see an immediate return on your it investment. your monitors are your windows into all digitally stored information and are the foundation for improving every aspect of firm production.

more on tech spending for pro members: it is costly, so budget for it | develop monthly it ‘flash’ reports | why more firms are using their t&b apps for crm | portals, encryption boost client security | why accounts payable should go digital | 3 steps for firm procedures manuals | stop paper at the source: the client

transitioning tax production processes from physical to digital requires that all input screens and source documents be simultaneously viewable in a convenient format, which today means more screens per workstation.
read more →

with details, you can calculate cost per workstation.

by roman h. kepczyk
quantum of paperless

we have all heard the saying that if you don’t know where you are going, you’ll end up going nowhere (or… you won’t ever get there).

more on tech spending: develop monthly it ‘flash’ reports | have an independent security review | why more firms are using their t&b apps for crm | standardize quickbooks support | digital report delivery includes owners | portals, encryption boost client security | streamlining audits by breaking old habits | why accounts payable should go digital

unfortunately many accounting firms do not do a good job of integrating their information technology requirements into the firm’s overall strategic vision. information technology impacts virtually every aspect of accounting firm production and is usually the biggest expense after your personnel costs. accordingly, it should be managed as the critically important asset that it is. this is one case where firms need to do exactly what they advise their clients to do and that is to manage information technology with a detailed budget that ties into the firm’s strategic plan.
read more →

don’t know what training is needed? ask your personnel.

by roman h. kepczyk
quantum of paperless

for many firms, the ability to identify, standardize and implement best practices is the last remaining competitive advantage in business today as communications tools and access to technology have become available to everyone.

more on tech spending: standardize quickbooks support | digital report delivery includes owners | 3 steps for firm procedures manuals | how smart accounting firms use intranets to get smarter | remote access boosts productivity, requires planning | get ahead of your software updates | cloud computing can cost less | laptop-only workers more common

to take advantage of the continuous stream of innovation and opportunities, firms must adopt a “learning culture.” this requires a formal process to capture and standardize best practices in every department within the firm so that every person can take advantage of them.

read more →

new information must be shared.

by roman h. kepczyk
quantum of paperless

many firms today maintain contact information within multiple applications such as practice management, outlook, tax systems, and other marketing and crm (customer relationship management) programs.

more on smarter tech spending: standardize quickbooks support | digital report delivery includes owners | portals, encryption boost client security | daily billing cuts month-end load, creates audit trail | streamlining audits by breaking old habits | why accounts payable should go digital | remote deposit is a no-brainer | field auditors need right equipment, connections | 3 steps for firm procedures manuals | stop paper at the source: the client | how and why to set optimal scanning practices

too often, a significant amount of time is wasted in firms pulling contact information together, reconciling and verifying lists for mailings, invitations and even organizers. it is critical that firms centralize the updating of contact information for consistency.

for example, tax personnel, who are often the first to be made aware of a change, may make the change within their tax program and not pass the change to others. all changes, from every source, need to be sent to administration where one person can update all databases for consistency.
read more →

minimize the number of software versions you support.

by roman h. kepczyk
quantum of paperless

in the united states, quickbooks is the most dominant small business accounting product on the market and will be the application that the majority of the firm’s clients use. therefore, it is obvious that the firm must become proficient with supporting quickbooks.

more on tech spending: digital report delivery includes owners | portals, encryption boost client security | how smart accounting firms use intranets to get smarter | ready for a revolution? your phone is | remote access boosts productivity, requires planning | get ahead of your software updates | blame accounting vendors: accountants stuck with outdated versions of microsoft office | cloud computing can cost less

unfortunately, one of the biggest wastes of time is when firms support too many older versions of the software, which often leads to incompatibilities that can corrupt the database and make it unusable for clients. fixing these errors creates lost time that is seldom charged to clients and instead impacts the profitability on these jobs.
read more →