The Nuts and Bolts of Automating Your Workflow and Going Paperless
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The Nuts and Bolts of Automating Your Workflow and Going Paperless
Transcript of The Nuts and Bolts of Automating Your Workflow and Going Paperless
The Nuts and Bolts of Automating Your Workflow and Going Paperless
Yoseph WestMarketing Leader, Hubdoc
Agenda1. Workflow mapping and identifying
inefficiencies2. Steps to automating your workflow3. Making the transformation!
Workflow Mapping
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
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
Creating the Visual
• List out the steps first• Identify current tools involved• Note documents required• Map out the workflow visually or in Excel
Example of a workflow
Ultimate Goal
Auto-fetches client docs from over700 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
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
Workflow Automation - Plan of Action -
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
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
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
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
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
Hubdoc-in-action
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
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