3 Apps for Accountants That BLEW MY MIND

Jason_CPA
28 Aug 202208:50

TLDRThe video script introduces three innovative software tricks for accountants that can significantly improve efficiency and client communication. The first tool, Scribe, is a Chrome extension that simplifies the process of creating step-by-step instructions. The second, Uncat, is a powerful tool for client engagement and categorization of transactions. Lastly, Keeper is highlighted for its ability to streamline bookkeeping tasks and provide a comprehensive dashboard for managing multiple accounting files. These tools offer 'big brain' opportunities for accountants to enhance their services and collaborate with other firms.

Takeaways

  • ๐Ÿ“ Scribe is a simple Chrome extension that records and simplifies steps for tasks, making it easy to create explainers for accountants and their clients.
  • ๐Ÿš€ Create reusable explainers for common tasks and share them within your firm or even with other firms to build a comprehensive library of helpful guides.
  • ๐Ÿ“† Uncat is a tool that notifies clients when a transaction is uncategorized, allowing for better communication and engagement in their financial management.
  • ๐Ÿค– Set up bank rules in Uncat to automatically categorize transactions and notify clients about unclear transactions, streamlining the accounting process.
  • ๐Ÿ“Š Keeper connects to accounting files and provides a detailed overview of tasks, reviews, and financial data, enhancing project management for bookkeepers and reviewers.
  • ๐ŸŒŸ Keeper's dashboard view consolidates information from multiple accounting files, offering a comprehensive snapshot of an entire accounting practice's status.
  • ๐Ÿ’ก Outsourcing IT to a specialized group like Tech Guru can alleviate the stress of managing technical issues in-house and ensure smooth operations for accounting firms.
  • ๐Ÿ“ˆ Utilizing software tools like Scribe, Uncat, and Keeper can significantly improve efficiency and productivity in accounting practices by automating repetitive tasks and providing clear insights.
  • ๐Ÿ—ฃ๏ธ Educating clients on how to use accounting software and portals can be time-consuming; creating and sharing explainers can reduce the need for repetitive instructions.
  • ๐Ÿ“ Keep track of various financial tasks and client communications within a single platform to maintain organization and improve client service.
  • ๐ŸŽฏ Take advantage of 'big brain' opportunities by leveraging technology to streamline processes, collaborate effectively, and provide exceptional client service.

Q & A

  • What is the main purpose of the Scribe Chrome extension mentioned in the script?

    -The main purpose of the Scribe Chrome extension is to simplify the process of creating step-by-step instructions for various tasks. It allows users to record their actions, remove unwanted steps, and customize the remaining steps to create a clear and concise guide that can be easily shared with others.

  • How can accountants utilize Scribe to improve client communication?

    -Accountants can use Scribe to create visual guides for common tasks that clients need to perform, such as logging into a portal, changing direct deposit information, or paying an estimate online. By providing these guides, accountants can reduce the number of repetitive inquiries and help clients understand how to complete tasks correctly on their own.

  • What is the 'big brain opportunity' associated with Scribe?

    -The 'big brain opportunity' with Scribe is the potential for accountants to create a library of reusable explainers for various tasks and share them not only within their own firm but also with other firms. This can lead to a collective resource of helpful guides that can benefit the entire accounting profession.

  • How does Uncat help with client transactions?

    -Uncat is a tool that notifies clients when a transaction has been categorized as 'uncategorized expense,' prompting them to provide more information. This helps accountants obtain the necessary details for transactions that are not automatically recognized, leading to more accurate record-keeping.

  • What is the advantage of setting up auto-categorizing bank rules with Uncat?

    -Setting up auto-categorizing bank rules with Uncat allows transactions from specific accounts or cards to be automatically directed to the uncategorized expense category. This means that clients are notified about these transactions right away, leading to more timely and accurate information provision andๅ‡ๅฐ‘ไบ†ไผš่ฎกๅธˆ้œ€่ฆๆ‰‹ๅŠจๅˆ†็ฑป็š„ๅทฅไฝœ้‡ใ€‚

  • What problem does Keeper solve for accounting firms?

    -Keeper solves the problem of integrating project management with accounting by providing a dashboard that displays tasks, bank reconciliations, transaction reviews, payee entity reviews, and client questions all in one place. It connects to accounting files and offers detailed ledger information, making it easier for bookkeepers and reviewers to manage their work without constantly switching between different software platforms.

  • How does Keeper present financial data differently from traditional accounting software?

    -Keeper presents financial data in a more accessible and organized manner by offering features like grouped profit and loss statements and a client-facing dashboard. It connects to all associated QuickBooks files, allowing users to view financial information in a consolidated and easy-to-understand format.

  • What is the 'omega brain opportunity' with Keeper?

    -The 'omega brain opportunity' with Keeper is the ability to manage an entire accounting practice from a single dashboard. This includes tracking the status of multiple QuickBooks files, non-closing and pre-closing tasks, bank reconciliations, transaction reviews, payee entity reviews, and client questions, providing a comprehensive overview of the practice's operations.

  • How does outsourcing IT to Tech Guru benefit accounting firms?

    -Outsourcing IT to Tech Guru provides accounting firms with professional IT support tailored to their industry's needs. This eliminates the need for firms to handle technical issues in-house, allowing them to focus on their core accounting tasks without being distracted by computer problems.

  • What is the speaker's recommendation for accountants looking to expand their knowledge?

    -The speaker recommends subscribing to a weekly newsletter that aims to uncover 'big brain opportunities' in the accounting profession. This newsletter helps accountants learn about new strategies, tools, and techniques to improve their practice and stay ahead in the industry.

  • How does the speaker describe the effectiveness of using Scribe, Uncat, and Keeper in the accounting profession?

    -The speaker describes the use of Scribe, Uncat, and Keeper as 'big brain opportunities' that can significantly improve efficiency, reduce repetitive tasks, and enhance client communication in the accounting profession. These tools offer innovative solutions to common challenges faced by accountants, streamlining processes and providing valuable insights.

Outlines

00:00

๐Ÿš€ Introducing Scribe and Time-Saving Accountant Tricks

The paragraph introduces the audience to Scribe, a simple yet powerful Chrome extension that streamlines the process of creating step-by-step instructions for accountants. The speaker shares creative ideas on how to use Scribe to generate clear and concise explainers, such as inviting an accountant or explaining direct deposit changes. The focus is on eliminating repetitive tasks and enhancing efficiency. The speaker also hints at a 'big brain opportunity' related to creating reusable explainers and sharing them across firms to build a comprehensive library of helpful guides.

05:02

๐Ÿ’ก Unleashing the Power of Uncat and Keeper for Accountants

This paragraph delves into the advanced features of two software tools, Uncat and Keeper, which are designed to optimize accounting workflows. Uncat is highlighted for its ability to notify clients when more information is needed for uncategorized transactions, allowing for automated reminders and improved client engagement. The speaker also discusses setting up bank rules for automatic categorization. Keeper is introduced as a tool that integrates accounting files with project management, offering detailed ledger insights, client-facing questions, and a comprehensive dashboard for managing multiple QuickBooks files. The potential of these tools to transform the accounting profession is emphasized, with a focus on efficiency and collaboration.

Mindmap

Keywords

๐Ÿ’กScribe

Scribe refers to a Chrome extension mentioned in the script that simplifies the process of creating step-by-step guides for various tasks. In the context of the video, it's used to capture and share procedural knowledge within the accounting profession, such as inviting an accountant or logging into a portal. This tool allows users to capture their actions, edit out unnecessary steps (like entering a 2FA code), and share the resulting guide with others. It exemplifies how technology can streamline the sharing of expertise and reduce repetitive inquiries.

๐Ÿ’กAccounting profession

The accounting profession is central to the script, reflecting the target audience and thematic focus of the video. It encompasses all tasks, roles, and responsibilities related to accounting, from basic bookkeeping to strategic financial management. The script highlights common repetitive questions faced by accountants, such as how to access certain files or perform specific tasks online, underscoring the potential for technology to alleviate these repetitive tasks through the creation of shared libraries of guides or instructions.

๐Ÿ’กReusable explainer

A reusable explainer, as mentioned in the video, is a type of resource created to provide answers to frequently asked questions or instructions for common tasks. By creating explainers that can be accessed by colleagues or clients, an accountant can save time and improve efficiency. These explainers can be stored in a shared location and can cover various topics, such as paying bills online, signing documents, or retrieving tax returns, thereby reducing the need for repeated individual explanations.

๐Ÿ’กUncat

Uncat is introduced in the script as a tool that enhances the management of uncategorized transactions in accounting software. It automatically notifies clients when a transaction needs categorization, which encourages timely client input and reduces the accountant's workload in chasing details. The tool represents a shift towards more automated and client-involved accounting processes, where reminders and categorization can be streamlined through scheduled notifications and rules for automatic transaction sorting.

๐Ÿ’กAuto-categorizing bank rules

Auto-categorizing bank rules, as discussed in the video, are a feature within accounting software that automatically sorts transactions into appropriate categories based on predetermined criteria. This can include vendor names or the type of expense. In the script, these rules are used to directly move unclear transactions to an 'uncategorized' category, prompting an automatic notification to the client for clarification. This reduces manual sorting efforts and enhances the efficiency of transaction management.

๐Ÿ’กTech Guru

Tech Guru is referenced as an outsourced IT support service specifically tailored for accounting firms. It represents a solution to the often complex and specialized IT needs of such firms, offering expertise in accounting software and general IT support. This segment highlights the video's broader theme of leveraging specialized services and technology to improve operational efficiency and resolve common issues like IT problems without the need for in-house expertise.

๐Ÿ’กKeeper

Keeper is described as a tool that connects to an accounting file, offering features like closing tasks, transaction reviews, and even generating financial reports outside of traditional accounting software. It exemplifies a blend of project management and accounting, aiming to streamline bookkeeping processes and reduce the need to switch between multiple systems. The tool's integration into the accounting workflow, as depicted, underscores the potential for technology to centralize and simplify financial management tasks.

๐Ÿ’กProject management

Project management in the context of the script refers to the organization and management of tasks and resources to achieve specific goals within accounting practices. Keeper is highlighted as a tool that integrates project management directly with accounting tasks, suggesting a shift towards more integrated systems that combine financial oversight with task management. This reflects a broader trend in the profession towards efficiency and streamlined operations.

๐Ÿ’กDashboard view

The dashboard view, as mentioned with Keeper, is a feature that aggregates and displays key information across multiple QuickBooks files or accounting tasks in one centralized interface. It includes metrics like the date of the last close, open questions, and the status of various tasks. This concept is crucial for understanding how technology can provide a comprehensive overview of an accounting practice's operations, enhancing visibility and control over workflows.

๐Ÿ’กBookkeeping production team

The bookkeeping production team is referenced in the context of discussing how Keeper can serve as their new operational hub, moving them out of traditional project management systems. This term encompasses the group of individuals within an accounting firm responsible for maintaining the day-to-day financial records. The script suggests a reimagining of their workflow, centralizing tasks within a single, technology-driven platform to increase efficiency and reduce the need for manual intervention in accounting software.

Highlights

Scribe is a simple Chrome extension that streamlines the process of creating step-by-step explainers for accountants.

Scribe can remove unwanted steps, such as 2FA codes, and customize the instructions to include personal information fields.

The explainers created with Scribe guide users visually through processes, reducing the likelihood of errors.

Accountants often find themselves explaining the same processes repeatedly; Scribe can help create reusable explainers for these frequent inquiries.

There's an opportunity to build a library of Scribe explainers and share them with other firms, creating a valuable resource for the industry.

Uncat is a tool that notifies clients when a transaction is uncategorized, prompting them to provide more information.

Uncat can be set up on a schedule and can watch any account in the ledger, automating the process of notifying clients about unclear transactions.

By setting up bank rules with Uncat, transactions requiring more information can be automatically directed to the uncategorized category and notified to clients.

Uncat also handles receipt uploads, class identification, and sending transactions to specific client users, streamlining the accounting process.

Tech Guru is an outsourced IT group specializing in working with accounting firms, providing solutions for various technical issues.

Keeper connects to accounting files and provides a range of features, including task management and transaction reviews.

Keeper's dashboard displays detailed accounting information, such as profit and loss grouped by payee, without needing to open QuickBooks.

The dashboard in Keeper consolidates information from multiple QuickBooks files, offering a comprehensive view for bookkeepers and reviewers.

The speaker's weekly newsletter aims to uncover big brain opportunities and expand the knowledge of accountants.

The transcript humorously emphasizes the speaker's love for peanut butter and uses it as a metaphor for the value of the discussed tools.

The speaker's content is aimed at making accountants' work lives easier by introducing them to innovative software solutions.

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