Meet Sarah a self-styled aspiring Cloud Accountant! She had been postponing the decision to move to XPM for improving her client workflow management. Although she did have Practice Manager setup, like all other cloud applications she knew she was not using it to its highest potential. Since she was so busy with the daily tasks comprising mainly of Bookkeeping and Compliance, the task of optimizing Practice Manager was kept away for later every time.

Then she met Sally who shared with her how  a friendly Practice Manager Advisor suggested Six Simple Steps that revolutionized her practice workflow and freed up precious time for her.

Step 1: Get all your Client and Client Contact Information into Practice Manager:

Setup all your clients in Practice Manager. Thereby having one place where all Client contact details are available. So you can send emails from within Practice Manager with a click of a button.

Helpful Tip: You can add Custom Fields in the Client Details to add their Skype Details, Dropbox links, Whether they support Essendon or St. Kilda and what not

Step 2 : Take some time and breakdown the work you do in your practice into tasks:

Take some time and breakdown the tasks in your practice which you are being billed for and create rates accordingly. Also set Base Rates for your staff for each of these tasks .

Helpful Tip: Sit down with a Practice Manager Advisor and see how best to organize the work in your practice into tasks in Practice Manager.

Step 3 : Create Job Templates and Recurring Jobs ONCE and your STAFF will know what to do FOREVER:

Set a Job Template and a Recurring Job for each of your clients. Do that once and get notifications of work on a daily and a monthly basis

Helpful Tip: A Job is a compilation of Tasks and Milestones. So any Compliance Related due dates can be added to the particular job.

Step 4: One Stop Shop of Checking if you have a Healthy Practice:

Keep track of all your jobs and staff and what they are doing with real time updates of time and staff scheduling in the Staff Scheduling Dashboard. If you have a high priority job which needs to be worked on immediately you may still use staff scheduling to allocate it. With the KPI dashboard in Practice Manager you can compare how your practice is doing in compared to Key Industry Parameters.

Helpful Tip: You can set productivity hours for your staff and check reports on a monthly and quarterly basis.

Step 5 : Building Business Reports:

Practice Manager offers a limited range of Reports but the Custom Reports is a Game changer! You can pretty much report on anything that you want tracked on Practice Manager.

Helpful Tip: Take A look at a couple of custom reports that we made in this FACT SHEET

Step 6 : Streamline invoicing so that you get paid on Time:

With the seamless interaction of Xero and Practice Manager, the invoice created inside Practice Manager can be sent to your client even as it gets updated in Xero.

With these 6 simple steps Sarah was able to find out that there are smarter options than she having to do all the work . Now she finds it a breeze to manage client workflow  and is growing her reputation as a business advisor for her clients.

Like Sarah, do you find your pre-occupation with daily tasks a major stumbling block that prevents you from becoming an Awesome Business Advisor?