Your job as a bookkeeper or accountant is shifting. The emphasis will be on advising clients. As an office, how can you free up more time for this new role? Take the client by the hand in digitising and automating invoice processing with TriFact365. In this blog, we give you tips on how to onboard the client.
1. Name the benefits
Many clients are familiar with the terms digitalisation, transition of information and processes to an electronic form, and automation, replacing human labour with machines or computers and computer programmes. But what this means for them and you, what they/you can achieve with it or how to apply it (best) is often unknown. Here are the benefits of digitising and automating with TriFact365:
In front of the office:
- Everything in one place
- Uniform working method
- Time saving
For the customer:
- Collection of documents made easy
- Real-time statuses
- Online archive
2. Automate delivery
The biggest gain for the customer lies in automating the delivery of documents. Many documents are already available in a digital form (e.g. PDF). This makes it possible to automate this process by automatically forwarding these documents. The customer then does not have to deal with this process manually. You can read how to set this up here.
In many companies, in addition to digital documents, there are receipts that need to be booked into records. TriFact365’s mobile app provides for the digitisation of receipts. By simply taking a picture and uploading it, a receipt is digitised and automatically made available. Are employees on the road a lot, create a free user and let them upload their receipts via the mobile app.
To ensure the quality of uploads of documents, receipts, etc., we have prepared some tips. Read here how to promote user upload quality.
3. Digitise approval
It still happens regularly that expense claims have to be signed for approval by a manager, for example. What if this process could be digitised? No more missing receipts in the administration, a reduced turnaround time and always online insight into the status of the claim.
TriFact365 offers Authorisation and Confirmation as a digital alternative to approval by signature or stamp. This allows employees to upload their receipt with the mobile app and the responsible budget holder gives his approval online. The latter by simply swiping in the mobile app.
A workflow can be set up for each situation to ensure that documents are approved by the responsible person.
4. Tips for easy document processing
After documents are uploaded and approved, they can be processed. With TriFact365, this means that the document is booked as an invoice in the accounting software. How to ensure that you and your client have to perform as few operations as possible. Here are our tips.
Recognising relationships
- Enter all possible master data at a relation
- Regularly check that master data is up to date
- Avoid dual relationships
Complete booking proposals
- Use automatic line and ledger recognition
- On the administration, set the Default journal(s), descriptions and payment reference
- In a relation’s master data, fill in the Payment condition, VAT code and Default ledger fields
- Set foreign currency for foreign relations
- Use Merge to merge booking lines by VAT code
Let the system learn
- For starting administrations, upload and process documents in batches (5-10)
- Correct journal entry proposals if data is misrepresented
- Keep correcting consistently
For more tips, click here.
With all these tips, you and your client can digitise and automate quickly and easily with TriFact365. Take advantage of them and free up time for your new role as adviser.
