here’s what you’re looking for: roman h. kepczyk

new information must be shared.

by roman h. kepczyk
quantum of paperless

many firms today maintain contact information within multiple applications such as practice management, outlook, tax systems, and other marketing and crm (customer relationship management) programs.

more on smarter tech spending: standardize quickbooks support | digital report delivery includes owners | portals, encryption boost client security | daily billing cuts month-end load, creates audit trail | streamlining audits by breaking old habits | why accounts payable should go digital | remote deposit is a no-brainer | field auditors need right equipment, connections | 3 steps for firm procedures manuals | stop paper at the source: the client | how and why to set optimal scanning practices

too often, a significant amount of time is wasted in firms pulling contact information together, reconciling and verifying lists for mailings, invitations and even organizers. it is critical that firms centralize the updating of contact information for consistency.

for example, tax personnel, who are often the first to be made aware of a change, may make the change within their tax program and not pass the change to others. all changes, from every source, need to be sent to administration where one person can update all databases for consistency.
read more →

minimize the number of software versions you support.

by roman h. kepczyk
quantum of paperless

in the united states, quickbooks is the most dominant small business accounting product on the market and will be the application that the majority of the firm’s clients use. therefore, it is obvious that the firm must become proficient with supporting quickbooks.

more on tech spending: digital report delivery includes owners | portals, encryption boost client security | how smart accounting firms use intranets to get smarter | ready for a revolution? your phone is | remote access boosts productivity, requires planning | get ahead of your software updates | blame accounting vendors: accountants stuck with outdated versions of microsoft office | cloud computing can cost less

unfortunately, one of the biggest wastes of time is when firms support too many older versions of the software, which often leads to incompatibilities that can corrupt the database and make it unusable for clients. fixing these errors creates lost time that is seldom charged to clients and instead impacts the profitability on these jobs.
read more →

put your portal to good use.

by roman h. kepczyk
quantum of paperless

improving firm efficiency means that the owners have to get on board. one of the more obvious opportunities is the delivery of the firm’s own financial reports.

more on tech spending: portals, encryption boost client security | who decides what to keep? | firms need document management standards | how smart accounting firms use intranets to get smarter | unified messaging boosts security | remote access boosts productivity, requires planning

many firms still print a hard copy of the monthly financials and distribute them to each owner, many of whom physically store these documents in their office. most firms consider these documents confidential and yet copies – many of which are not secured – are distributed throughout the office.
read more →

the right portal depends on the level of security needed.

by roman h. kepczyk
quantum of paperless

when dealing with digital files, the most effective way to transfer them is electronically over the internet, either with email or through a portal. many firms have emailed clients copies of tax returns and financial statements over the years.

more on tech spending: daily billing cuts month-end load, creates audit trail | streamlining audits by breaking old habits | why accounts payable should go digital | how smart accounting firms use intranets to get smarter | unified messaging boosts security

unfortunately, this is not the most secure method as the firm does not have control of the various internet service providers and the relay servers between the firm’s email server and the client’s email account.
read more →

3 ways pdfs can benefit your business.

by roman h. kepczyk
quantum of paperless

studies done over the past two decades have clearly shown that there is a significant improvement in realization for firms that enter, release and post time and expenses on a daily basis. this process allows for daily or “hotel” type billing that is sent out with the completion of each billable project.

more on tech spending: streamlining audits by breaking old habits | why accounts payable should go digital | remote deposit is a no-brainer | stop paper at the source: the client | scanners allow data capture at the source

the next step in the evolution of time and billing systems provided real-time dashboards to report on firm activities and effectively allow firms to generate invoices. this can work only if all time and expenses for all personnel are captured within the system. while most firms have a daily time entry “policy,” the biggest abusers of the policy are owners and managers, so it is about time for them to get on board and use the system.
read more →

a dedicated credit card can handle all those payables with one monthly payment.

by roman h. kepczyk
quantum of paperless

processing accounts payable is another of the manually intensive processes within the firm’s administrative department that can be significantly streamlined through digital processes.

more on tech spending: remote deposit is a no-brainer | field auditors need right equipment, connections | 3 steps for firm procedures manuals | stop paper at the source: the client | digital workflow systems make tax season easier | who decides what to keep?

consider how many “touches” a single payable creates:

• receipt of the invoice,
• timing of payment in a folder,
• writing the check and attaching the stub,
• sending it to an owner for signature,
• filing a copy of check with backup in its own folder, and
• stuffing, sealing and sending the check to the vendor.

read more →

dual monitors on the road? twain-compliant scanners? check and check.

by roman h. kepczyk
quantum of paperless

the advent of today’s audit “document container” applications has transitioned every aspect of audit production into a digital format. the key to successfully using these engagement applications is to make sure your personnel have the optimal equipment with them to work digitally.

more on tech spending: 3 steps for firm procedures manuals | stop paper at the source: the client | how and why to set optimal scanning practices | digital workflow systems make tax season easier | who decides what to keep? | firms need document management standards | unified messaging boosts security | ready for a revolution? your phone is | remote access boosts productivity, requires planning | get ahead of your software updates | ready or not, here comes windows 10 | laptop-only workers more common | scanners allow data capture at the source | in pc monitors, more is better

this includes

• multiple monitors,
• image capture equipment and
• remote communications capabilities.

read more →