Accounting ERP System
Working with an accounting services provider to streamline their business processes and prepare them for growth
When we first spoke with HelpBox they had an existing system to manage their business data. The system was slow and over time it had started to become a restricting factor in growing the business so they decided to look for a software development agency to help.
We worked with HelpBox to document the structure of the system and develop an updated version, using a data structure that is scalable and PHP & Javascript technology that operates at a much faster speed.
After getting past the initial hurdle of the existing system redevelopment, the HelpBox team had plans to start transforming their business processes.
This started with a consultation where we analysed the existing processes and captured details from the team about the nuances of how they work.
Accounting services all have different processes and a client might need the attention of multiple employees during the lifecycle of an accounting period.
As this idea is at the core of the way the business must work we created a flexible workflow system allowing services to be created at will, with completely customised processes.
Employees can be assigned to a client and add comments, documents and tags as the task moves across the workflow.
A visual kanban board gives a complete view of clients on all services so the management team can easily see and filter the status of all clients within an accounting period.
Notifications
It’s great when you are kept in the loop, but it can take a lot of time to update clients and from a management perspective it can be nearly impossible to ensure it happens consistently.
We implemented notification functionality that sends automated messages to employees or clients at any step during the processing of a task. The option to send via email or text message means they can allow clients to be contacted through the channel of their choice.
Having an ever-evolving ERP system means generating a lot of data. This data can be extremely valuable so it’s important that teams can access it easily.
To facilitate this we’ve created a reporting area where reports can be created and filtered quickly, then exported to excel for further analysis outside of the system.
The latest step in our journey with HelpBox is the creation of management information interfaces that visualise large amounts of business data in single interactive reports.
Using this visual aggregated reporting gives the management team a clear top-level picture of the current state of different parts of the business and allows them to drill down into areas of interest. This greatly increases the speed and accuracy at which top-level management decisions can be made.
We now have a continuous development flow and provide support to HelpBox on an ongoing basis.
Having a partner to rely on allows HelpBox to focus on growing their business and have peace of mind that the technical aspects are covered.