the nuts and bolts of automating your workflow and going paperless
TRANSCRIPT
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The Nuts and Bolts of Automating Your Workflow and Going Paperless
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Yoseph WestMarketing Leader, Hubdoc
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Agenda1. Workflow mapping and identifying
inefficiencies2. Steps to automating your workflow3. Making the transformation!
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Workflow Mapping
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Determining Initial Direction
• Start with a process you want to better understand
• Don’t be intimidated; workflows can be broken out
• Think about the end-product and component pieces
• There is no “perfect” direction
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Laying the foundation
• Pick your toolset: Excel, pen & paper, MindMaple
• Components: Doc type, Status, Client, Staff• Think about the steps from client to financial
statement
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Creating the Visual
• List out the steps first• Identify current tools involved• Note documents required• Map out the workflow visually or in Excel
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Example of a workflow
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Ultimate Goal
Auto-fetches client docs from over700 vendors
Sync all bills & invoices TO BE PAID
to Bill.com
Bill.com updates QBO with PAID
status
Sends receipts & invoices to
QBO for reconciliation
Receipts & Invoices
scan snap forward Backup to Cloud
Storage
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Rules of Engagement
• Take your time and don’t try to do it all at once!
• Pick the lowest hanging fruit; get momentum!
• Remember it’s all about your team• Client segmentation is critical
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Workflow Automation - Plan of Action -
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Accountability for Change
• Select a person to run point for the project• Ideally, they are close to the work and are a
champion for creating automated workflows• Decide on deliverables with this person
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Client Segmentation
• Group based on engagement & tech-friendliness
• 3 Buckets: Group A, Group B, Group C• Considerations: type of phone, software
used, age• Start with the most engaged, tech-friendly
clients
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Start with Simple Automation
• Bank statements are an easy first step• Average AB spends 5-10 min per month per
client• Needed: Login credentials• Options for execution: Read-only access, Use
client login creds, Client inputs login creds
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Identify Automatable Vendors
• Look through the bank feed for consistent vendors
• On avg, each vendor represents 5 min per month
• Needed: Login credentials• Options for execution: Give client task list,
Work with client
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Introduce manual uploading
• Paper receipts and invoices are the next beachhead
• Provide the opportunity to email-in or submit documents via their mobile phone
• Talk clients through workflow and/or share training materials from vendors
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Hubdoc-in-action
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It’s Always Evolving
• Workflow process is never fully optimized• Your firm is always improving and so is
workflow• Technology evolves; engage vendors to learn• Talk to your peer group to troubleshoot
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