Why do Accountants require an Information Management System?

Businesses are evolving to stay on top of the competition by taking advantage of the plethora of software tools now available. Information technology has helped raise awareness and hence it is vital to define and choose the most efficient method of accomplishing every important task. It is the small bits which can differentiate you from...

Why do Accountants require an Information Management System?

Businesses are evolving to stay on top of the competition by taking advantage of the plethora of software tools now available. Information technology has helped raise awareness and hence it is vital to define and choose the most efficient method of accomplishing every important task. It is the small bits which can differentiate you from your competitors; those minutes saved in finding a particular document, being dynamic in informing clients about new products, providing features that makes it easier for your clients to avail your services, etc. These are the things that help you make it through the evaluation process for potential customers.

An Information Management System consisting of a Document Management System, a Practice Management Solution and a Portal that includes E-Signatures, could be the one solution that positions you above the competitors. It is aimed at significantly improving efficiency, productivity, and integration. And it helps in reduces the learning curve of new employees, provides a single source of information and delivers automation, so the focus can be on delivering the specialist services Accountants provide rather than on the non-profitable admin.

Here are some of our features that are designed with Accountants in mind:

  • OneView

Most accountants rely on several applications to accomplish their daily tasks. Eventually, it becomes difficult to remember where you saved that last report, where was the document that you were working on last evening, or was it even filed correctly. Docusoft lets you save documents from any application and store them in a central location. Docusoft also provides powerful search tools to locate and display documents (in any format), saving significant time and effort remembering where documents are located.

Documents are saved in their original format including documents from Microsoft Applications (Outlook, Word, Excel, PowerPoint), Web pages, Application Software, Accounting Applications, Windows Folders, etc. And lookup to external folders is also supported, which pulls together all information from multiple sources.

  •  Practice Management System 

Docusoft Practice Management provides several functions to automate your daily tasks such as mail merge, workflow management, automated time recording to provide working hours report, client activity sheets, internal email management, etc. – all geared to save time and effort. And with user customisable data fields, the Practice Management System can be fully tailored to meet any specific user requirement. 

  • Templates, Automated Email Filing, Mail Merge, etc.

Docusoft provides custom templates which can be used for ad-hoc email/letter responses or in the Mail Merge functions, which can generate documents for emailing, printing or for publishing to the Portal. The templates can also be used in Outlook making it so much easier to compose a standard email. And Docusoft provides automated email filing which will save every email to Docusoft.

  • Integration with Accountancy Software

Docusoft Integrates with leading accountancy software to create indexing and other related data, and to fetch documents to be auto-filed to Docusoft. In this way, users only have to enter client information once, and Docusoft will auto-populate its own data from the core application.

  • Custom filing structure

Unlike most other document management software, Docusoft does not force you to restructure based on our filing structure, rather we help you create your own model reducing the learning curve significantly.

  • Multiple methods to feed documents

Docusoft provides several methods to make it easy to capture and index documents. Users can scan, upload, print to Docusoft or use our dedicated Microsoft office add-ins to index and save documents.

  • Task management

Our collaboration tool enables teams to work on your documents together. Documents can be passed among staff directly for required amendments, and all comments are recorded in the audit trail, which is non-revisable and fully accessible to all users at all times. The audit trail records and tracks every change made to every document.

  • Calendar integration

Docusoft calendar is synced with MS-Outlook, and users can import/export calendar entries so it is straightforward to organize and share events with colleagues.

  • Cloud or own server

Docusoft is available on local servers or on a Docusoft Cloud Server. Users can chose which is the best model for them, with the advantages of a Cloud Server being that access is via standard browsers, so documents are accessible 24/7 from any device, including mobiles, tablets, etc.

  •   Portal

Security and GDPR compliance is a priority when dealing with and delivering sensitive documents. The Docusoft Portal encrypts messages and delivers them to clients via dedicated logins making it easy and secure.

The Docusoft Portal can be linked to websites so clients can login and access documents from a direct supplied by you. The Docusoft Portal automatically creates certificates of approval from clients and also allows them to digitally sign documents, if required. All communications are via email, which generates the prompt to action.