When you go paperless, you not only get the benefit of having documents easy to file and easy to find, you get the distinct advantage of utilizing automation tools to streamline your tax prep process and workflow not that your docs are in a digital environment.
Using document management, you can automate most of the menial and routine tasks around tax preparation, so that all you need to focus on the work that requires your accounting prowess and client communication skills. You’ll not only save hours of time, but you’ll find your job more fulfilling now that half your time isn’t wasted on filing documents, manually inputting data, and chasing signatures.
Automation may sound like a complicated practice to implement, let alone by yourself, but as long as you’re using an intuitive solution, it’s exceptionally easy to utilize for yourself.
The power of automation can make your tax season exponentially easier. The simple, yet redundant tasks involved in preparing a single client’s tax return can add up to be a major drain of time when it’s multiplied by all the clients you service throughout the season and the rest of the year. If you’re short-handed during tax season, chances are you’re going to be the one organizing your client’s paperwork as it comes in.
Automation is Easier Than You Think
So where does automation fit in with workflow? The simple stages in between your actual work are things that can be automated by simple, conditional rules. It’s the same principle as computer programming, but exponentially easier to understand and manipulate.
Here are some examples of how automated workflow can streamline the typical tax preparation process through a document management system. It can start by onboarding a client.
However, you choose to start the workflow of onboarding a new client, you can program the system to begin the process and send all the required documents to your client including your engagement letter, questionnaire, payment info, etc.
Rubex by eFileCabinet uses a secure sharing protocol that makes your client a guest user on your document management account. They’ll have a similar interface as yours but can only view the documents you share with them, and will only be able to download files if you give them permission.
Using a file request step in your workflow allows you to request the documents you need from your client, and place them in the correct location of your system. eSignature requests are also possible through workflow, automating the processes of getting clients to sign certain documents.
Workflow allows you to set a variety of actions to be triggered when certain conditions are met. For example, when a set of documents you requested are placed in a designated folder, your workflow can set off several different steps such as notifying you and coworkers, moving certain documents to different folders, and requesting additional documents.
Workflows can be customized to fit nearly any manual process you regularly carry out, in a much more expedient and efficient manner.
When you’ve completed a client’s tax return, it can be sent on a workflow to be approved by both the client and a manager. With the final signatures or nods of approval, the form is sent to a folder for returns that are ready to be filed with the IRS. The workflow can then move all related documents to an easy to find archive for use in the event of an audit, as well as lock them down so they cannot be deleted or tampered with.
Rubex by eFileCabinet gives you the potential to reinvent your daily processes, especially for tax season. You’ll find that introducing automation into your work, you can focus on the work that really matters, resulting in better results for you and your client.
To see Rubex by eFileCabinet in action, click here to view a free, personalized demo.