The Nuts and Bolts of Automating Your Workflow and Going Paperless
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The document outlines the process of automating workflows and transitioning to a paperless environment, focusing on workflow mapping, identifying inefficiencies, and implementing automation tools. It emphasizes starting with easier tasks, organizing clients by their tech-savviness, and continuously evolving the workflow for improvement. Resources and support for using Hubdoc are provided, along with encouragement to build a champion within the team to lead these changes.
The Nuts and Bolts of Automating Your Workflow and Going Paperless
- 1. The Nuts and Bolts of Automating Your Workflow and Going Paperless
- 2. Yoseph West Marketing Leader, Hubdoc
- 3. Agenda 1. Workflow mapping and identifying inefficiencies 2. Steps to automating your workflow 3. Making the transformation!
- 5. Determining Initial Direction • Start with a process you want to better understand • Don’t be intimidated; workflows can be broken out • Think about the end-product and component pieces • There is no “perfect” direction
- 6. Laying the foundation • Pick your toolset: Excel, pen & paper, MindMaple • Components: Doc type, Status, Client, Staff • Think about the steps from client to financial statement
- 7. Creating the Visual • List out the steps first • Identify current tools involved • Note documents required • Map out the workflow visually or in Excel
- 8. Example of a workflow
- 9. Ultimate Goal Auto-fetches client docs from over 700 vendors Sync all bills & invoices TO BE PAID to Bill.com Bill.com updates QBO with PAID status Sends receipts & invoices to QBO for reconciliation Receipts & Invoices scan snap forward Backup to Cloud Storage
- 10. Rules of Engagement • Take your time and don’t try to do it all at once! • Pick the lowest hanging fruit; get momentum! • Remember it’s all about your team • Client segmentation is critical
- 11. Workflow Automation - Plan of Action -
- 12. Accountability for Change • Select a person to run point for the project • Ideally, they are close to the work and are a champion for creating automated workflows • Decide on deliverables with this person
- 13. Client Segmentation • Group based on engagement & tech-friendliness • 3 Buckets: Group A, Group B, Group C • Considerations: type of phone, software used, age • Start with the most engaged, tech-friendly clients
- 14. Start with Simple Automation • Bank statements are an easy first step • Average AB spends 5-10 min per month per client • Needed: Login credentials • Options for execution: Read-only access, Use client login creds, Client inputs login creds
- 15. Identify Automatable Vendors • Look through the bank feed for consistent vendors • On avg, each vendor represents 5 min per month • Needed: Login credentials • Options for execution: Give client task list, Work with client
- 16. Introduce manual uploading • Paper receipts and invoices are the next beachhead • Provide the opportunity to email-in or submit documents via their mobile phone • Talk clients through workflow and/or share training materials from vendors
- 17. Hubdoc-in-action
- 18. It’s Always Evolving • Workflow process is never fully optimized • Your firm is always improving and so is workflow • Technology evolves; engage vendors to learn • Talk to your peer group to troubleshoot
- 19. Vip Account for You One free Hubdoc account for Accountants & Bookkeepers Simply sign up at HTTPS://APP.HUBDOC.COM/SIGNUP Once you love Hubdoc, begin adding your clients Supercharge your practice!
- 20. Connect with Hubdoc Get your free advisor account Hubdoc.com/ProAdvisor Get Hubdoc-QBO Certified http://learn.hubdoc.com Contact us support@hubdoc.com 1-800-577-2842
- 21. Thank You + Q & A Yoseph West yoseph@hubdoc.com @ycwest
Editor's Notes
- #11: Keep it simple; take the low-quota approach