MAXIMIZING EFFICIENCY WITH

DOCUMENT MANAGEMENT

WELCOME CPAS AND ACCOUNTING PROFESSIONALS!

YOUR PRESENTER:

Roger Mongeon

Vice President, Doc.It

(e) rmongeon@doc-it.com

(p) 888-693-6248 (Ext 4)

PRESENTATION AGENDA

• INTRODUCTION

• EXAMINING THE ECOSYSTEM OF YOUR FIRM (GATHER, PROCESS,

STORE AND DELIVER)

• DEFINING WORKFLOW FOR YOUR EXISTING PROCESSES AND

INCUMBENT SOFTWARE (I.E. CASEWARE, CCH fxEngagement,

QUICKBOOKS, ETC.)

• DEFINING DESIRED WORKFLOW FOR MAXIMUM EFFICIENCY

• WORKFLOW EXERCISE

• QUESTIONS & ANSWERS

Doc.It’s Early Booking incentive

• Special offer

50% off

Professional Development & User Training services.

• Details to follow

INTRODUCTION

ABOUT ROGER….

• Vice President, Doc.It. Sales > 10 years with Doc.It

• Specialized throughout his career in work flow automation, streamlining

repetitive tasks and moving organizations toward innovative solutions that

develop competitive advantages

• Has personally assisted thousands of accountants to better understand

their existing workflow providing insight and recommendations to streamline

and standardize processes firm-wide

INTRODUCTION

ABOUT DOC.IT….

• Helping accountants go paperless since 2002

• Doc.It® Suite 4, a complete powerful suite of document management

products

• Over 9000 Doc.It® Suite users

• Doc.It has earned industry accolades and numerous awards

Q1: Where can you improve document handling?

- Auditing and accounting

- Tax

- Bookkeeping

- Consulting services

- Back office

EXAMINING THE ECOSYSTEM OF YOUR FIRM

5% - 15% Efficiency gains

GATHER PROCESS STORE

80% - 90% Efficiency gains

REFERENCE / DELIVER

GATHER-PROCESS-STORE-DELIVER

ENSURE ANY DOCUMENT FROM ANY SOURCE IS GATHERED,

IDENTIFIED, AND ORGANIZED

• Email, Fax, Voice Mail

• Word, Excel, .CSV, PDF

• Image (scanned items or

photos of receipts)

• Paper (mail, faxes, receipts,

tax slips)

GATHER-PROCESS-STORE-DELIVER

WORK BINDERS ENHANCE FIRMWIDE PRODUCTIVITY

• View Work Binder status

• Launch any document supporting

client engagement

• Ability to work on multiple monitors

(drag-and-drop)

• Quickly navigate by client name and engagement

• Every engagement in logical folders

GATHER-PROCESS-STORE-DELIVER

PUBLISH TO PDF SECURE STORAGE OF PDF’S

INDEPENDENCE

• Store entire engagements as PDF files

CENTRALIZATION / NEVER LOSE CONTROL OF DATA

• Documents organized by client

GATHER-PROCESS-STORE-DELIVER

DELIVER WHAT CLIENTS

NEED ANYTIME

DELIVER DOCUMENTS ANY WAY A CLIENT PREFERS • Print

• Web Portal

• Email

DELIVER WITHOUT

RELIANCE ON THE

DOCUMENT’S ORIGINAL

SOFTWARE

YOUR PAPERLESS SOFTWARE MUST ALLOW FOR

INTEGRATION AND CLOUD+MOBILE

• INTEGRATION WITH YOUR

ACCOUNTING AND TAX

SOFTWARE AND MANY OTHER

APPLICATIONS

• DOCUMENTS MUST BE

ACCESSIBLE ON MOBILE

DEVICES ANYWHERE,

ANYTIME

• THE FLEXIBILITY TO DEPLOY ON-PREMISE, HOSTED IN THE CLOUD, OR

VIA A HYBRID OF THE TWO

Demonstration

Q2: There are 4 main things accountants do with

documents. Select 3 of the 4.

- Store

- Print

- Gather

- e-file

- Process

DEMO

Q3: Is your firm looking into web portal tools?

- Yes within 3 months

- Yes within 1 year

- No

DEMO

Q4:What tools does your firm use to schedule work and staff?

- Excel

- Staff meetings

- Time & billing

- Workflow software

- Outlook

DEMO

Q5: Are file naming conventions consistently applied?

- Yes – manually applied by user

- Yes – system enforced

- Yes – inconsistently

- Rarely

LOOKING AT YOUR FIRM’S ECOSYSTEM AND

WORKFLOW BY PRACTICE AREA

Best Practices

Personal Tax Filter File Junior Acct.

Scan File Admin.

Prepare File Junior Acct.

Review File Senior Acct.

Assemble File Admin.

Signature Review Partner

Bill Client Admin.

File E-File Admin.

Best Practices

Assurance Organize File Junior Acct.

Prepare File Junior Acct.

Review File Senior Acct.

Signature Review Partner

Bill Client Admin.

File E-File Admin.

Organize + Scan File Admin.

Prepare File Admin.

Review File Junior Acct.

Approve File Senior Acct.

File Bill Client Admin.

Best Practices

Bookkeeping

Looking at a firm by practice area

Practice Area %

People or $

Work during engagements Finalizing engagements/archiving Sched uling

Audit and Write up

40%

Personal Tax & Tax

projects

30%

Bookkeeping 10%

Consulting & Projects

10%

Other HR & Mgmt Consulting

5%

Back office

Q6: Would you be interested to learn more and receive

additional information?

- Yes

- Keep me on your mailing list

- No

TWO KEY POINTS TO TAKE BACK TO YOUR FIRM

MAXIMIZING EFFICIENCY WITH DOCUMENT MANAGEMENT REQUIRES:

1.An examination of your firm’s ecosystem, the technology, infrastructure,

processes and workflow as you “Gather, Process, Store and Deliver”

MAXIMIZING EFFICIENCY WITH DOCUMENT MANAGEMENT REQUIRES:

2.Managing partners commitment to seek out paperless technology that

ensures

a) Every document and project is easily gathered and well-organized

b) Documents are easily accessible whenever needed

c) Efficient workflow using incumbent software

d) Secure storage as a PDF for easy reference and delivery

e) Time saved in retrieval and delivery (PDF archive, Web portal,

email, fax)

f) Consideration for Cloud+Mobile technologies

TWO KEY POINTS TO TAKE BACK TO YOUR FIRM

Doc.It’s Early Booking incentive

• Special offer

50% off

Professional Development & User Training services.

• Book by February 15th 2014. Roll out summer of 2014.

• Go into tax season with confidence. Your training dates are booked!

• Details: Kevin Sharma, Sales & Marketing Manager

E-mail: ksharma@doc-it.com 855 940-5200 x 3003

Email questions to:

info@doc-it.com

Roger Mongeon

Vice President, Doc.It

(e) rmongeon@doc-it.com

(p) 888-693-6248 (Ext 4)

MAXIMIZING EFFICIENCY WITH

DOCUMENT MANAGEMENT