SwifterOps Streamlines Accounting Firm's Time Tracking, Boosting Efficiency and Employee Morale

Introduction

Accounting firms need to bill their work accurately, and keep a tight control over turnaround times to meet client expectations. A crucial element for achieving this is accurate time tracking data. However, for one accounting firm, their time-tracking system was creating more problems than solutions.

This case study explores how SwifterOps, a process automation and optimization agency, helped the firm streamline their time tracking, improve data quality, and boost employee morale.

The Challenge: Duplication and Frustration

The accounting firm aimed to incentivize better performance by tracking new metrics. This led them to implement two separate time-tracking systems, one in QuickBooks Time, and another in ClickUp. Unfortunately, this created a cumbersome double-entry system for employees, who were expected to track time in both platforms. They were facing the following problems:

• Employee Discontent: Employees disliked time-tracking in general, and this dual-system approach fueled frustration.

• Data Inaccuracy: Manually duplicating data between systems resulted in errors and inconsistencies.

• Wasted Time and Effort: Reconciling discrepancies between the two systems consumed valuable time and resources.

• Dysfunctional Incentives: With unreliable data, the incentive scheme based on the new metrics became ineffective.

SwifterOps to the Rescue: A Streamlined Approach

SwifterOps recognized the need for a comprehensive solution that addressed the concerns of all stakeholders. Our approach involved:

• Stakeholder Needs Assessment: We held in-depth discussions with the CEO, HR, Finance, and Operations leaders to understand their specific needs and how time-tracking data was used.

• Consolidation and Customization: We identified a single platform that could meet all stakeholder needs (QuickBooks Time). We then customized the platform's time-tracking settings to reflect the specific requirements of each department, while remaining intuitive for employees.

• Departmental Transitions: We guided each department through a smooth transition to the new system, providing training and support.

Results: A Win-Win for Everyone

The streamlined time-tracking system implemented by SwifterOps delivered significant benefits for the accounting firm:

• Increased Efficiency: Employees saved over 40 hours per month by eliminating duplication and the need for data reconciliation.

• Improved Data Quality: Focusing on tracking time in a single system significantly improved data accuracy.

• Meaningful Insights: Customized time-tracking categories provided more valuable data for all stakeholders.

• Enhanced Employee Morale: Eliminating the "absurd requirement" of double-tracking time boosted employee satisfaction.

Conclusion

SwifterOps' process optimization expertise empowered the accounting firm to transform their time-tracking system. With a streamlined approach, the firm gained reliable data for improved decision-making, increased efficiency, and a happier workforce. This case study demonstrates the tangible value SwifterOps brings to our clients, optimizing processes to unlock their full potential.

Ready to Streamline Your Own Processes?

Time-tracking optimization is just one of the many projects we have worked on. Check out our case studies for more examples, or contact SwifterOps today and discover how we can help you automate your processes and achieve similar results!