Share

13th November, 2024

How to improve practice management processes with software automation

Improving practice management processes with software automation is one of the most effective ways to shift from spending hours on administrative tasks to growing your practice and building better client engagement.

Manual practice management challenges

These are some of the most common challenges of manual practice management and workflows:

Time consuming and costly

Manual practice management processes are time-consuming because they involve repetitive tasks like data entry and reconciliation. This inefficiency consumes valuable resources and labour hours, increasing operational costs and diverting attention from strategic activities.

Manual data entry errors

Manual data entry errors, such as typos or miscalculations, are a significant challenge in practice management processes and can compromise the accuracy of financial records. The labour-intensive task of correcting errors requires considerable time and effort that could be better spent on strategic analysis and decision-making.

Increased risk of fraud

Manual practice management processes can increase the risk of fraud due to the lack of automated checks and balances that help detect anomalies. Additionally, human oversight and potential record manipulation can allow fraudulent activities to go unnoticed.

Inefficient data management

Inefficient data management often leads to disorganised records and difficulty retrieving critical information quickly. This can delay financial reporting and hinder timely decision-making.

Lack of real-time data and mobile access

A lack of real-time data prevents businesses from making informed decisions quickly, as financial information may be outdated or inaccurate. Additionally, without mobile access, accounting professionals are often confined to their desks, limiting their ability to respond to urgent financial matters or collaborate effectively with remote teams.

project automation

7 practice management processes to automate

Automating these seven processes will free employees for higher-value tasks, drive down costs, and increase practice efficiency.

Project planning

Automated project planning streamlines budgeting, scheduling and resource allocation, significantly reducing the time spent on manual processes. This cuts labour costs and minimises the risk of errors in financial forecasts.

Debtor management

Phone calls and emails to debtors take up precious time and can affect employee morale — without actually bringing in any payments. Building automation into your debtor management can speed up payment cycles, improve cash flow, and make tracking outstanding debts and reminders easier.

Receipt payments

Automating receipt payments is a big efficiency win. Rather than manually logging payments into different systems, working from one central system will ensure no payments get lost. With automation, you can easily convert invoices into receipts to email or print for customers.

Lead tracking

An automated system with one source of ‘truth’ for lead tracking that syncs between teammates is a quicker, more reliable way to manage your current and future clients.

Recurring billing

Raising recurring billing individually takes time and can lead to potential payment errors, especially when clients have different fee structures. An integrated system pulls all the information from timesheets and automatically sends invoices.

Maintaining security

Maintaining the security of confidential client information is more complicated when you’re managing disparate systems. An integrated platform provides advanced encryption and controls that protect sensitive financial information from unauthorised access. Additionally, automated systems can provide regular backups and compliance checks, reducing the risk of data loss.

Reporting

Real-time reporting and accurate business insights are critical for decision-making and growth. While you can generate and interpret reports manually, the data is likely weeks (even months!) out of date – or missing crucial information. With automation, you can generate financial reports faster and provide clients with timely insights, improving overall client satisfaction and trust.

Streamline your practice management processes

By streamlining your practice management processes with an integrated system like MYOB Practice Management or MYOB Acumatica Professional Services, you can experience all the benefits of accounting automation.


Information provided in this article is of a general nature and does not consider your personal situation. It does not constitute legal, financial, or other professional advice and should not be relied upon as a statement of law, policy or advice. You should consider whether this information is appropriate to your needs and, if necessary, seek independent advice. This information is only accurate at the time of publication. Although every effort has been made to verify the accuracy of the information contained on this webpage, MYOB disclaims, to the extent permitted by law, all liability for the information contained on this webpage or any loss or damage suffered by any person directly or indirectly through relying on this information.