Over the last few years the firm’s staff has grown by seven and now includes five CPAs, five Support Staff, an Administrative Assistant and a DocuWare Coordinator. With the advent of Web Client, the volume of the firm’s business has continued to expand as the existing staff is now able to process 66% more documents without further increasing the size of the firm. “Implementing a self-serve information portal for our clients has saved us huge amounts of time. It was a benefit I was not anticipating, but one that has allowed us to effectively utilize our human resources and grow our business,” said Renee Mengali, President and Owner of Mengali Accountancy.
The workflow between the accounting firm and their clients is now very efficient. If corporate approval is needed for a large Accounts Payable item, the approval can be done directly in DocuWare. Some clients prefer to sign their own paper checks but they love the ability to electronically review background documentation relating to the amount. DocuWare is helping the firm create an accounting environment full of checks and balances. The solution’s workflow features allowed the firm to setup pre-designated internal control systems, ensuring that at least three different staff members are involved with every client. Additional security features like predefined limits on which employees can access which information, un-editable original documents, and the ability to track and log each document’s access are helping the firm prevent fraud.
“One of our clients had previously experienced internal fraud as the result of their employee editing PDF documents to be reimbursed at a higher rate. This alarming situation put document security and originality on the forefront and helped us illustrate to our customers the advantages and security that come from storing their documents in DocuWare,” said Mengali. Because the firm takes fraud prevention very seriously, they worked with their Authorized DocuWare Partner to add new index fields, Depositor and Reconciler, to existing and new documents. Today, different employees perform each role which strengthens the firm’s internal document controls.
Additionally, audits are now being done remotely. The firm simply sets up each auditor with a secure login that allows access to only the documents they need to review. “When it comes to audits, DocuWare has saved my firm hundreds of hours formerly spent pulling documents. The stress associated with audits is now far behind us,” said Mengali.