How-to Crush Tax Season with Automation

It’s a wrap on another tax season, and I bet many of you are thinking the same thing: "Next year has to be smoother!" But how do you actually do more with less?

The talent crunch is real. With fewer accountants, you have to ensure your staff is a lot more productive and focused on business goals. This means every person in your firm has to work smarter, not harder, and that starts by cutting out the admin work that doesn’t add real value. Automation is the key!

Start with a Process Audit

You know that repetitive work we all hate — onboarding clients, collecting documents and the endless back-and-forth communication? That’s exactly where you should begin. An audit process is the first step.

“Have every single staff member document what they’re doing and how much time they spend on it,” said Stacy Schrader, lead product marketing manager at ShareFile. “Then look for common pain points where your firm can have the biggest impact by automating or digitizing.”

Once you see the big picture, you can prioritize which tasks to streamline first. The idea isn’t to fix everything overnight but to target one or two areas where automation can free up significant time.

Automation to the Rescue

No one in accounting loves the admin work. But what if you didn’t have to spend so much time on it? That’s where automation comes in. Whether it’s document collection, client onboarding or requesting signatures, automation tools can save you hours.

Here’s the thing — we often get stuck doing things the same way year after year because it’s familiar. We’re so busy with client work that we forget to pause and ask, “How can I do this better next time?” Now is the perfect time to evaluate your processes and find areas that can be automated.

Think About Client Experience Too

When we talk about making things easier for us as accountants, we can’t forget our clients. Today’s clients expect the same kind of seamless, digital experience they get from companies like Amazon, and we need to deliver on that expectation.

“It’s really twofold — employee experience and client experience. Picking tools that are easy for both staff and clients is key,” Stacy said.

For example, think about how you request documents from a client. If you’re still using email, you’re probably getting bogged down in back-and-forth communication. It’s easier with tools that let clients securely upload files with a few clicks. This makes the process faster, more secure and far less frustrating for everyone involved.

Get Your Team on Board

Technology can feel intimidating to many people. That’s why you need to pick tools that integrate easily into your existing workflow. “You don’t want to radically change your process overnight,” Stacy said, “because it’s going to be really hard for your staff to adopt that quickly. The goal is to simplify, not complicate, your operations.”

Once you’ve automated a process, you can often delegate it to a non-accountant team member. Administrative tasks like following up with clients or ensuring documents are in order can be handled by a digital admin or an employee who handles customer experience. That means your CPAs and staff accountants can focus on what they really want to do — help clients with their finances.

Eliminate the Back and Forth with Clients

One of the biggest pain points accountants face is the constant back-and-forth with clients. You request documents, you wait, you follow up, and then you wait some more. It’s exhausting! And Stacy hears the same thing from ShareFile users: “Collecting documents and communicating with clients tops the charts as the biggest challenges for firms.”

Automation can drastically reduce the time you spend chasing clients. With secure document portals, clients can see exactly what you need from them and upload their files in a secure environment. And you’re notified the second they’ve done it. No more sifting through your inbox trying to find attachments or reminding clients to resend something.

And speaking of email, we have to stop sending sensitive information over email! It’s not safe, and there are far better ways to handle client data.

Start Small, Scale Fast

You don’t have to overhaul your entire workflow overnight. Start by automating one or two pain points like document collection or onboarding, and build from there. “Pick areas where you’ll see the biggest impact, and focus on those,” Stacy said.

Once you experience the benefits of automation in one area, you’ll be more inclined to scale those changes across your firm. And trust me, it’s a game-changer.

Ready to Take the Plunge?

If you’re ready to start working smarter and not harder, now’s the perfect time to explore automation with technology like ShareFile. Not only will you save time and cut down on admin work, but you’ll also improve your client experience — and that’s a win-win.

Take Stacy’s advice: “Consider both your staff and your clients when implementing new tools. The right solution will make everyone’s life easier.”

So, what are you waiting for? Let’s make next tax season the smoothest one yet!

Here's to a smoother 2024 tax season!

Learn more about secure solutions for managing document workflows and collaboration from my friends at Progress ShareFile .