OfficeTools has developed the Practice Management Lifecyle. The Lifecycle incorporate all aspects of the modern accounting firms, OfficeTools Workspace takes all those aspects and brings them into a single application making firms truly digital.
Client provided documents and contact information are received directly within WorkSpace™ through WorkSpace Portal™. Additionally, contact information from any source comes directly into the program through our Microsoft Excel Importer. All contact changes, regardless of their origin, will automatically update Lacerte, QuickBooks, Outlook, Demandforce, ProFile and many other integrated partners. Use this contact information throughout the Practice Management LifeCycle™ including surveys, email blasts and engagement letters.
Schedule client and staff appointments in the WorkSpace™ Calendar system. It allows tracking of project details including: documents, tracking time and sending reminders and thank you messages through emails, text or print. The WorkSpace™ Calendar automatically synchronizes with our WorkSpace™ Portal, Microsoft Outlook and Intuit’s Demandforce. With our Microsoft Outlook Connection™, all calendar events are also available on your Smart Devices enhancing Mobility.
The paperless office is more than simply scanning physical documents into a repository. It also means collating every kind of digital and scanned document to one place that is easily accessible, tag-able, and searchable. Use the WorkSpace™ Document Features for scanning client documents, storing tax returns, financials, emails and any PDF. Print directly from any software to our Integrated Storage System.
At the very center of every successful firm is a system that balances workload and staffing. With our patented Workflow Methodology™, using our unique Activity List, managers and staff can always see the most current status of all client work and each person’s workload. No job is overdue, over budget, or simply overlooked.
Today, all elements of firm process have been defined as Workflow. At Office Tools, we have been using this term and building these features for nearly 15 years. At the heart of our application is detailed event tracking; the ultimate Workflow. From phone calls and emails to documents flowing in and out of the firm, everything is tracked, accessed and measured. From the who, what, where and when about tax work, accounting and consulting to how much time was used and how much billing was achieved. All is easily tracked with our Workflow System.
The Practice Management LifeCycle™ is not complete without communications to your clients. Send client reminders about appointments and missing information through email, text or print. When service is completed or a bill sent out, add value by using our unique Thank You messaging. All staff receive reminders through our Outlook Connection™. In addition, our Demandforce Integration offers client reminders, reviews and more with our automatic real-time updating.
Whether for payroll, budgetary or billing purposes time entries can be seamlessly created with less effort. While none of us like to track time, WorkSpace’s unique Bill-As-You-Go™ feature allows time tracking by simply checking off tasks as they are completed within our Workflow Methodology™. This auto updates each engagement or job with real-time statistics on Budgets, Costs and Actual Fees. If you are away from the office, you can enter time, for payroll and billing, on our WorkSpace™ Portal with any device and WorkSpace™ will be updated automatically.
Whether you track time or not, you can invoice flat fees or detailed billings any time, or on a reoccurring basis. Bill when the job is done or monthly, via traditional onscreen or WIP reporting. The choice is yours. As an important part of the Practice Management LifeCycle™, invoices can be printed for mailing, emailed, or uploaded to our Client Portal for payment.
Every firm needs a Portal as part of a successful Practice Management LifeCycle™. Firms need to receive and deliver documents to clients in a simple integrated system. Office Tools adds many other features including appointment requests, bill payment, job completion and client messaging.
One of the most important aspects of the Practice Management LifeCycle™ is reporting. Owners and managers need to have critical decision making information at their fingertips. Whether it’s billing analysis, staff productivity or client satisfaction, reporting provides us with firm-wide information. For staff, pertinent client information is needed to empower improved service. To be certain client returns are delivered on time, staff is evenly budgeted and the firm is profitable, important Key Performance Indicator reports must be reviewed on a regular basis.
CUSTOMER RELATIONSHIP MANAGEMENT
Once you have great clients, it is everyone’s job in the firm to keep them. With our built-in CRM features, tracking client success is easy. You will know the last time a client was contacted and what was discussed. Are they happy? Are they paying on time? With our mass-email, surveys and merge letters, you stay in touch with your clients. With our Demandforce Integration you can set communications on autopilot helping you regularly connect with your clients.
PROSPECTING NEW CLIENTS
When we think of Practice Management, we often forget one of the most important aspects, prospecting for more clients. Although listed last in our Practice Management LifeCycle™, prospecting new clients is the beginning. After all client work is done, it’s time to think about getting more new clients. While personal referrals are a great source, we need to always look for newer, more profitable clients. With our built-in contact groups and merge letters, prospects can be sent literature, letters and email to improve visibility while promoting and branding your firm. Tracking prospect calls, appointments, and success rates is easily done inside Office Tools WorkSpace™ software.