Most accounting use Excel currently. A big difference between Excel and a system of organization of activities are the customizations that can be made in the system, but also the sending of notifications and reminders.
Therefore, an important thing for which the accountants must be made is to make sure that the customer documents are sent in time and do not delay their presentation, which could cause fines and the failure to carry out the services. But usually, the customer is delayed to bring the documents and accountants deliver their duties, finishing for the exhaustion and consumption of too high energy.
From numerous implementations in accounting companies, we have discovered that the solution for these delays is to send reminders, but also the internal notifications sent to employees of the accounting company, when their customers did not bring the documents.
Only in this way, the accounting company can prevent delays and customers can bring documents in a timely mannerWithout headache and indefinitely phone calls.
The reminder system can be implemented within a system of organization of activities (Asana, Trello, Jira, etc.). We cannot implement the reminder in Excel. Therefore, it is already necessary to use or request the implementation of a system of organization of tasks, since the reminder will be sent on the basis of it.
How do we send the reminders from a system of organization of activities?
The system of organization of activities will be structured on the phases of the accounting process. First of all, we implement a field called “the date of bringing the documents” which is completed every time pregnancy reaches the “brought acts”, the task is actually the customer. Once the task has arrived at this stage, it means that the documents were brought by customers, so you don’t have to worry.
See in the image under an activity that has the “date of the field to bring the documents” completed. This means that the companies Veverita Blue srl and begin with the reason why Srl brought the documents on March 5th.
And below you will find an example of the activity within the system, but also how the field examines the level of activity in a phase 0 in white (list of companies).
If the task has not reached the stage “they brought documents“Until the 5th month in progress, they will be sent Memorandum To all customers who do not reach this phase, that is, for those who are in phase 0 ..
More details on an accounting company that has already implemented these reminders sent by SMS, as well as other information, are available here.
And for more details on how to implement this field in the system you use or what we offer, you can always book a free meeting.
Conclusion
In conclusion, although Excel remains a widely used tool in accounting due to its flexibility and familiarity, it is limited when it comes to the specific needs of activity management and customer relationship handling. A dedicated activity management or CRM system offers several advantages that Excel cannot match, particularly in terms of customization and automation. One of the key benefits is the ability to tailor the system to fit the unique needs of the business, creating workflows, tasks, and reports that are aligned with specific operational processes.
Moreover, unlike Excel, CRM and activity management systems can automate critical aspects of the workflow, such as sending notifications and reminders to ensure deadlines are met and important actions aren’t overlooked. These automated features help improve efficiency by reducing manual work and ensuring that key tasks are completed on time, which is crucial in the fast-paced environment of accounting.
Another significant advantage is the centralized storage of data, which allows for better tracking of progress, improved communication across teams, and easier access to critical information. With a CRM system, accountants can manage customer relationships more effectively, record client interactions, and maintain a detailed history of services provided, which is essential for offering personalized services and building trust.
While Excel is a powerful tool for basic data management and analysis, dedicated activity management and CRM systems are essential for businesses that want to scale and streamline their operations. By moving away from Excel and adopting specialized software, accountants can optimize their processes, reduce errors, and offer better services to their clients, ultimately leading to improved productivity and business growth. Embracing these systems helps accounting professionals stay competitive in an increasingly digital and fast-paced business environment.
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