STRMS Blog

The Best Revenue Model for AI Automations: Renting vs. Owning

Fri, 22 Aug 2025 14:03:13 GMT

The Best Revenue Model for AI Automations: Renting vs. Owning

When we first launched STRMS, an automations-as-a-service, our thinking was simple: most small advisory and accounting firms, especially those under $1.5 M in revenue, would struggle to justify the upfront investment to build automations from scratch.

By 2024, after nearly two years building automations for GrowthLab, we’d learned two big truths:

Automations are not “set and forget.” APIs change, systems update, and business needs evolve.
Maintenance is part of the product. Just as you budget for cloud software or monthly accounting services, you need to budget for keeping automations functional and up-to-date.

Our solution was a monthly subscription model that bundled:

Development costs
Maintenance costs
Infrastructure costs (fixed + variable)

That way, firms could get high-quality automations without worrying about technical upkeep, or going back to the billable-hour trap just to cover changes.

What We Learned in 2024

The theory made sense, but the market told us something different.

Over the past year, we discovered that:

Smaller firms weren’t ready to adopt automation at scale due to their operational preparedness and the cost of scaling automation workflows.
Many disliked monthly fees , even if it meant they didn’t have to worry about updates.
But on the other hand, the high upfront development costs for a “purchase model” were also hard to swallow.

In short: both pricing models had friction.

Shifting to AI-Centric Services in 2025

In 2025, we began re-imagining STRMS around two realities:

AI-automation first. Automations aren’t just rules and triggers anymore; they involve AI agents, orchestration layers, and change-management support.
Segmented revenue models based on customer type.

For small firms, the subscription model is still the best fit. For larger businesses, mainly operating companies with lean teams, we’re finding more success with upfront development fees, sometimes paired with a smaller maintenance retainer.

Why Subscription Still Works for Smaller Firms

Small advisory and accounting firms typically:

Don’t have in-house AI automation engineers.
Can’t dedicate staff to monitor and maintain bots.
Benefit from “all-in” pricing that includes development, hosting, and ongoing updates.
Looking to exit in the next 3-5 years, whereby the previous DIY firm owner is looking to remove themself to create a sustainable and autonomous firm.

A monthly subscription means:

Predictable costs instead of lumpy CapEx.
Access to STRMS’ infrastructure (which costs us about $300,000/year to run).
Peace of mind knowing that if an API changes or a business rule needs tweaking, it’s covered.

This is why we think of it like renting a house : you don’t have to fix the roof, replace the furnace, or manage the landscaping, you just focus on living in it.

Why Some Businesses Prefer to “Own” Their Automations

Larger operating companies and advisory firms often see things differently. They may:

Already have internal IT or process-improvement teams.
Want the automation logic, code, and infrastructure to be theirs outright and can afford it.
See automations as strategic assets to be managed in-house long-term.

In these cases, we act more like a custom home builder, designing, developing, testing, and deploying automations on their infrastructure or licensed platforms.

Here, our revenue comes primarily from upfront development fees, with optional ongoing maintenance or optimization projects.

The “Rent vs. Own” Analogy

Whether you choose a subscription model or upfront development is a lot like deciding whether to rent or buy a home:

Neither is inherently better, it depends on:

Budget (CapEx vs. OpEx mindset)
Core competencies (Do you have automation expertise in-house or does the owner geek out to DIY tinkering?)

Time horizon (How long do you expect to use or evolve the automation?)

Our Current Approach to Pricing

STRMS now uses a dual-track revenue model:

For firms under $1.5M in revenue:

Subscription pricing based on automation complexity and usage tiers.
Includes hosting, updates, and support.
Positions the firm to evolve from rules-based automations to AI Agent managed workflow more sysinctly.

2. For mid-sized operating companies ($5M-$100M revenue) and larger firms:

Upfront development pricing based on Sprint Pricing
Optional monthly maintenance retainers.
Own hosting and infrastructure licenses and cover respective fixed and variable monthly costs.

We still believe in bundling development + maintenance for smaller customers. Still, for larger ones, we’ve found that separating these costs better matches how they budget and manage internal resources as they design their own unique AI Journey.

Why This Matters for AI Automation

AI-driven automations, especially at the Agent and Conductor levels in our STRMS platform, aren’t static scripts. They require:

Continuous monitoring - drift and performance
Retraining models -updating prompts
Infrastructure scaling - volumes grows as business AI Journeyevolve and revenue grows

Ignoring maintenance is like never servicing your car, you might save money in the short run, but you’ll eventually be stranded on the side of the road. Having a team with tribal knowledge of your unique workflows and needs creates leverage and saves you money in the long-run.

Bottom Line

Choosing between a subscription or upfront development model isn’t just a financial decision, it’s about where you want to place your core competencies.

If you want to focus on delivering great customer service without worrying about tech upkeep, subscription makes sense.
If you see automation as a proprietary advantage and have the team to manage it, owning may be the better path.

At STRMS, we don’t believe in one-size-fits-all. We believe in matching the model to the business, because the best automation isn’t just the one that works on day one, but the one that keeps working, month after month, year after year.

Written by

Daniel Gertrudes

As CEO and Founder of GrowthLab Finance-as-a-Service (FaaS), Dan is the vision behind GrowthLab’s success. After spending 15 years at Fortune 500 and medium-sized companies, Dan transferred his knowledge into building GrowthLab, which now supports over 400 scaling businesses throughout their entire finance and HR value stream.

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The Rise of AI Agents and AI Automation

s.gertrudes@growthlabfinancial.com (Sofia Gertrudes) — Mon, 16 Jun 2025 13:14:06 GMT

The Rise of AI Agents and AI Automation:

Transforming Business Operations in 2025

AI agents and automation are no longer some cool future nice-to-know concepts; they are the driving force behind a new era of business efficiency, scalability, and innovation. At GrowthLab and STRMS, we hosted our first AI Summit in May 2025. We brought together about 18 of our first and second-line managers to understand the basics of AI capabilities and possibilities. The capstone of the summit was a list of 24 use cases ranked by value and ease of adoption.

As adoption accelerates across industries, especially knowledge worker-centric industries, medium-sized businesses are leveraging these technologies to streamline operations, reduce costs, de-risk employees, and empower teams to focus on high-value work.

What Are AI Agents?

AI agents are intelligent, autonomous applications designed to perform tasks on behalf of people or organizations. Unlike traditional automation tools, AI agents leverage machine learning and generative AI to understand context, learn from interactions, and make decisions without constant human oversight. They range from simple assistants that answer routine questions to workflows capable of executing complex workflows, such as reconciling financial statements, managing supply chains, or automating legal document review.

How AI Agents and Automation are Reshaping Business?

1. From Routine Tasks to Complex Workflows

Automation workflow has evolved from handling basic, repetitive tasks to AI Automation orchestrating entire business processes. In 2025, leading companies are deploying AI agents that not only respond to prompts but also autonomously plan, execute, and optimize workflows across departments. For example:

Customer Service: AI agents resolve routine inquiries, schedule appointments, and monitor trends, freeing employees to handle complex issues, improving customer satisfaction, and managing the agents.
Finance & Accounting: Automated systems generate invoices, send payment reminders, and even predict cash flow insights, helping businesses make better decisions.
Supply Chain: AI agents track inventory, forecast demand, and preplan supplier terms, while minimizing errors and increasing efficiency.

2. Real-World Business Impact

The benefits are tangible and measurable according to a US Chamber article in April 2025:

Revenue Growth & Efficiency: 91% of SMBs using AI report increased revenue, and 90% see improved operational efficiency.
Time Savings: AI agents can reduce handling times from 15 minutes to 30 seconds per request in customer service scenarios.
Faster Payments: Automated invoice reminders help businesses get paid up to five days sooner on average.
Scalability: AI enables medium-sized businesses to scale operations without proportional increases in headcount, leveling the playing field with larger enterprises.

3. Adaptive, Learning Systems

AI agents, unlike the original STRMS automations, are not static; they continuously learn and improve through feedback loops, self-monitoring, and integration with diverse data sources and large language models (LLMs). This adaptability allows them to handle dynamic workflows, predict bottlenecks, and proactively suggest optimizations, not unlike employees.

Key Trends in AI Automation for 2025

Plug & Produce Solutions: Standardized, easy-to-implement automation tools are lowering barriers for SMBs and enabling rapid ROI.
Human-AI Collaboration: AI agents are designed to augment-not replace-human workers, allowing teams to focus on strategic, creative, and relationship-driven tasks.
Embodied and Self-Aware AI: The integration of AI into physical systems (e.g., wearables, smart devices) is opening new frontiers in manufacturing, healthcare, and logistics.
Workflow Automation Beyond Chat: AI is moving from simple conversational bots to agents that complete end-to-end business processes, such as workflow management or project coordination.

Addressing Common Concerns

Transparency and trust are paramount. Successful deployments emphasize clear communication about data privacy, security, and the boundaries of automation. Businesses must set expectations about where AI excels and where human oversight remains essential, while focusing on the higher value human-in-the-loop steps.

The Future: AI as a Strategic Business Partner

AI agents and automation are not just about cost-cutting, they are strategic assets that empower businesses to innovate, adapt, and grow. By automating the mundane and enabling data-driven decision-making, AI frees leaders and teams to focus on what matters most:

Building relationships,
Expanding markets, and
Driving long-term success.

As we move deeper into 2025, businesses that embrace AI agents and automation will not only streamline their operations but also unlock new levels of agility and competitive advantage.

Written by

Daniel Gertrudes

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How to Simplify Technology Adoption and Change Management

Thu, 19 Dec 2024 21:08:41 GMT

How to Simplify Technology Adoption and Change Management

Adopting new technology can feel like a daunting challenge. It often comes with concerns about the workload it places on teams and individuals to execute the change. However, while implementing new technology can be difficult, it is often the right move for growth and efficiency. This guide outlines actionable strategies to simplify the process of adopting and managing new technology in your organization.

Step 1: Focus on User Experience and Interface

One of the most overlooked factors in selecting technology is the user experience (UX) and user interface (UI). The way an app looks and feels plays a critical role in ensuring successful adoption. If your team doesn’t enjoy working with the app, they’re less likely to use it effectively, even if it solves all your pain points. Consider apps that are not only functional but also intuitive and enjoyable for your team to work in.

Step 2: Get the Team Involved Early

Involving your team early in the process is a game-changer. Here’s how to do it:

Assign a Champion: Designate someone who will use the app regularly to be involved in the selection and implementation process. This person should understand both the current workflows and the needs of the team.
Engage in Change Management: Having a team member deeply involved ensures they can help train others, troubleshoot, and advocate for the app’s value. This approach fosters smoother adoption across the team.

Step 3: Test and Take Your Time

Adopting technology is a marathon, not a sprint. Rushing implementation can lead to unnecessary frustration and mistakes. Instead:

Pilot with a Small Group: Start with a small group—the champion or a subset of users—to test the app before rolling it out to the entire team.
Consider Seasonality: Plan implementation during slower periods in your business cycle, avoiding busy seasons where teams are already stretched thin.
Iterate Gradually: Use early testing to refine workflows and address potential challenges before the full rollout.

Step 4: Document Your Processes

Documenting both your current and future workflows is crucial for successful technology adoption. Here’s why:

Visualize Current State: Map out how your team currently uses existing tools and processes. This includes identifying specific fields, features, and workflows.
Define Future State: Use the insights gained during testing to outline how processes will look in the new system. Having these two representations side-by-side makes it easier to guide your team through the transition.
Documentation also helps uncover inefficiencies and gaps in your current workflows, ensuring the new technology addresses the right problems.

Step 5: Build Confidence Through Training and Support

When it’s time to roll out the app to the full team:

Provide Clear Training: Use the pre- and post-state documentation to create a roadmap for your team, highlighting how their workflows will change.
Leverage Champions: Your champions become internal advocates, answering questions and providing support to their peers.
Test in Real Scenarios: Use real workflows during training sessions to familiarize your team with the app’s functionality and benefits.

Written by

K orey Cournoyer

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How to Choose the Right Tech Stack: Identify Pain Points and Find the Perfect Apps

Thu, 12 Dec 2024 18:04:51 GMT

How to Choose the Right Tech Stack: Identify Pain Points and Find the Perfect Apps

Choosing the right tech stack for your business can feel overwhelming. With countless apps and platforms promising to revolutionize your workflows, how do you know what’s truly right for your needs? This guide will help you cut through the noise, identify your pain points, and make smarter decisions about your business technology.

Why Your Tech Stack Matters

Your tech stack—the collection of apps and systems your business relies on—is the backbone of your operations. The right tools can improve efficiency, streamline workflows, and even boost profitability. However, simply adding or swapping apps isn’t the solution. It’s essential to start with the why.

Step 1: Identify Your Pain Points

Before jumping into new tools, take a moment to understand what’s not working. Ask yourself:

What’s frustrating my team?
If your team dislikes an app, it could be due to a poor user experience or misalignment with their needs.
What’s holding back productivity?
Are there manual processes or bottlenecks that an app could resolve?
Does it integrate with my current systems?
If your tools don’t “talk” to each other, it can create silos and inefficiencies.

Sometimes, the problem isn’t the app itself but the way it fits (or doesn’t fit) into your workflows. If you’re unsure, consider creating a process map to visualize how work flows through your business and where the breakdowns occur.

Pro Tip: Check out our guide to process mapping to better understand your workflows and pinpoint areas for improvement.

Step 2: Choose the Right Solution for the Right Problem

Once you’ve identified your pain points, it’s time to evaluate solutions.

All-in-One vs. Specialized Apps

All-in-One Solutions: These platforms integrate multiple features into a single app, offering convenience and a unified experience. However, they may not excel in every area.
Specialized Apps: These tools focus on solving a single problem exceptionally well. While they may require more integrations, they can provide tailored solutions for specific needs.

Key Consideration: Does the app support your current workflows and goals? For example, tools for managing customer payments differ from those designed to streamline production or delivery workflows.

Step 3: Prioritize Integration and Scalability

Technology evolves, and so should your tech stack. Look for apps that:

Offer open APIs for custom integrations.
Support tools like Zapier for easy automation.
Have native integrations with your existing platforms.

Even if you don’t need these capabilities now, investing in tools with strong connectivity will future-proof your tech stack as your business grows.

Step 4: Don’t Reinvent the Wheel

While it might be tempting to build a custom app or system, remember that many existing solutions can address your needs effectively. Building your own system requires significant resources and ongoing maintenance. Instead, focus on finding apps that align with your specific requirements.

Key Takeaways

Start with the pain points, not the technology. Identify the real challenges your business faces before evaluating tools.
Understand your workflow needs. Map out your processes to clarify where an app can add value.
Choose scalable, integrable solutions. Future-proof your tech stack by prioritizing tools that grow with your business.

By following these steps, you’ll create a tech stack that doesn’t just work—but works for you.

Written by

K orey Cournoyer

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The 3 Phases of Process Improvement and Automation

Tue, 10 Dec 2024 20:04:40 GMT

The 3 Phases of Process Improvement and Automation

At STRMS, we specialize in helping businesses optimize their workflows, identify inefficiencies, and leverage technology to scale effectively. Here, we’ll break down the three critical phases of process improvement and explain how automation can drive real, tangible results for your organization.

Phase 1: Documenting Your Current Processes

The first step toward improvement is understanding where you stand. Many businesses operate with processes that are undocumented or inconsistently followed by team members. This lack of clarity can lead to redundancies, inefficiencies, and confusion about roles and responsibilities.

We work with businesses to extract their workflows and visualize them in a clear map or flowchart. This process often reveals surprising “aha moments,” as teams uncover inefficiencies and redundancies they weren’t aware of. By documenting the current state without bias, we lay the groundwork for meaningful change.

Phase 2: Evaluating Technology and Tools

Once we have a clear picture of your current workflows, the next step is evaluating the tools and technologies you’re using. Are you making the most of your existing tech stack? Are there better options available to streamline your processes? Or is your team simply not using the tools effectively?

Through a detailed tech evaluation, we match your needs to the right solutions. Whether it’s optimizing existing software or implementing new tools, this phase ensures you have the foundation needed to take your operations to the next level.

Phase 3: Building an Automation Roadmap

Automation is powerful, but only when applied strategically. Jumping into automation without first understanding your processes can lead to chaos. That’s why the third phase focuses on creating an automation roadmap that aligns with your optimized workflows.

This roadmap addresses two key questions:

How can your processes be enhanced with new or existing technology?
What areas offer the greatest potential for automation?

By focusing on areas that provide the most value, businesses can implement automation in a way that truly leverages efficiency and scale. Importantly, this approach avoids common pitfalls like automating poorly defined workflows or overcomplicating simple tasks.

Why Process Improvement Matters Before Automation

Automation is only as effective as the processes it supports. If your team isn’t aligned on workflows or key steps are being skipped, even the most advanced automation tools won’t deliver results. That’s why process improvement is a critical prerequisite to automation.

By mapping and optimizing workflows, you ensure that automation solutions are implemented effectively. This not only improves day-to-day operations but also enables long-term scalability and success.

The Benefits of Working with STRMS

When you partner with STRMS, you’re not just investing in tools—you’re investing in a tailored approach to efficiency. Here’s what you can expect from our process improvement journey:

Documented Workflows: Essential for training, hiring, and reducing redundancies.
Optimized Tech Stack: Whether enhancing current tools or adopting new ones, we help you maximize your resources.
Future-State Roadmap: A clear plan for scaling with automation, highlighting opportunities that align with your goals.

If your business is grappling with inefficiencies, disconnected processes, or underused technology, we’re here to help. At STRMS, we start with a free process mapping session to identify your needs and determine whether you’re ready for automation or if process improvement should come first.

Written by

K orey Cournoyer

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Serrano Bookkeeping’s Sales Workflow Transformation with STRMS

Wed, 23 Oct 2024 14:41:26 GMT

Serrano Bookkeeping’s Sales Workflow Transformation with STRMS

Serrano Bookkeeping faced significant challenges in managing their sales workflow, resulting in inefficiencies, missed opportunities, and a heavy reliance on manual processes. By implementing STRMS, they successfully streamlined their lead management, onboarding processes, and client communication, dramatically improving their overall efficiency.

Company Size

Industry

Accounting & Bookkeeping

Apps Automated

Airtable, Keeper, Jotform, Gmail & Calendly

Manual Workflow Challenges

Before adopting STRMS, Serrano Bookkeeping faced challenges with manual workflows, particularly in managing the onboarding process and lead communications. Founder Luis Serrano explains, “We know the value of helping clients transition from outdated accounting practices to modern solutions. The instant and long-term benefits of these strategic improvements are clear, but it's easy to overlook inefficiencies in our own processes.”

With over 20 years in the bookkeeping industry, Luis has cultivated a culture of continuous improvement at Serrano Bookkeeping.

By enhancing workflow efficiencies, the team at Serrano Bookkeeping achieves significant savings in energy, resources, and time, which boosts both morale and firm capacity.

“With STRMS’s guidance, we didn’t just adopt automation; we strategically implemented automation into better-developed, faster workflows on both the customer and internal side. Once we improved onboarding, it was like watching the rest of our process dominos fall into place,” says Luis.

The Deployment Process

STRMS began the implementation by working closely with Serrano Bookkeeping through a process mapping exercise. This allowed both teams to get a clear, bird's-eye view of current workflows and strategize where automation would be most effective.

Serrano appreciated STRMS’ collaborative approach, noting that they provided expert guidance throughout the process while allowing Serrano Bookkeeping to maintain ownership of their workflow decisions. STRMS facilitated weekly meetings to track progress, and while there were occasional delays due to incomplete tasks on Serrano Bookkeeping’s end, STRMS remained patient and proactive in pushing the project forward.

"I highly recommend STRMS for businesses… Having someone come alongside and help build that out for you and lead you in, that is going to reap so much benefit than going at it yourself and it taking longer and being less effective.”

Luis Serrano, Founder of Serrano Bookkeeping

Automated Solutions by STRMS

STRMS implemented several key automations to address Serrano Bookkeeping’s workflow challenges, with a focus on lead communication and onboarding, “It’s almost like we take a step, automation takes a step, and it compounds in our efficiency.”

Lead Communication Automation: STRMS enabled automatic data capture for incoming leads, allowing Serrano Bookkeeping to gather more information upfront and reducing the time spent on manual entry. As leads progressed through the pipeline, automated responses kept communication flowing seamlessly, saving time and improving consistency.

Onboarding and Client Management: Serrano Bookkeeping’s onboarding process was enhanced through automation, making it more scalable and efficient. The introduction of Airtable allowed them to manage client workflows, team communication, and task tracking in a unified platform. Serrano described this as building a “six-lane highway” instead of a “three-lane highway,” meaning that their workflows were built with future growth in mind.

This process map, created by the STRMS team for Serrano Bookkeeping, outlines the workflow from lead capture to client onboarding. Leads are entered into Airtable and a discovery call is scheduled. After receiving access, the team conducts a QuickBooks review and sends a proposal. Once the client agrees, engagement documents are prepared and signed via Anchor. The client provides payment info, which is added to Keeper, and Luis coordinates document uploads. Automation helps streamline steps, with Airtable tracking progress and integrations like Keeper, Jotform, and Anchor ensuring a smooth onboarding process.

STRMS provided automations that not only saved time but also allowed Serrano Bookkeeping to focus on scaling their business. With more efficient systems in place, Serrano Bookkeeping was positioned for growth without being constrained by operational inefficiencies.

By leveraging the expertise of STRMS, Serrano Bookkeeping transformed their sales and onboarding workflows, improving efficiency, saving time, and creating a scalable foundation for future growth. The partnership between Serrano Bookkeeping and STRMS is an example of how automation can empower businesses to focus on growth while improving day-to-day operations.

How STRMS Transformed GrowthLab’s Sales Workflow

marketing@growthlabfinancial.com (Korey Cournoyer) — Mon, 16 Sep 2024 16:51:21 GMT

Optimizing Sales Workflow: GrowthLab’s Journey with STRMS

"By automating these workflows, we’ve been able to maintain focus on growing our business, and we see STRMS as an integral part of our continued success and expansion."

Company Size

50+

Industry

Accounting & Finance

Apps Automated

HubSpot, Slack, Quickbooks

Manual Workflow Challenges

Before implementing STRMS, GrowthLab faced several workflow challenges in managing sales processes, which resulted in inefficiencies and missed opportunities.

Sales Prospect Coordination: Without a dedicated salesperson, GrowthLab's team struggled to stay on top of sales prospecting. They frequently encountered issues where opportunities would slip through the cracks, such as whether or not a lead had booked a meeting or not. Their HubSpot pipeline had no automatic trigger to notify them when a prospect booked a meeting. Monitoring these opportunities manually, proved unreliable and inefficient.

Meeting Follow-Up: Due to the team's busy schedules, sales meetings were difficult to manage. After a 30-minute meeting, there was little time to input notes or debrief, leading to delayed follow-ups and lost information. They relied on manually updating HubSpot , which further strained their already tight schedules.

Client Triage in QuickBooks: Prior to sending proposals, they needed access to a client’s QuickBooks files to assess their accounting needs. However, QuickBooks invites were getting lost in Google Group spam, leading to delays in reviewing the books and providing proposals. This issue created bottlenecks that impacted their service delivery.

The Deployment Process

Dan, CEO for GrowthLab Financial, states that the STRMS team delivered a seamless deployment process. Our approach involved understanding the pain points of workflow and mapping out an efficient future state . We focused on removing friction and creating automation processes that would deliver real-time updates and task efficiencies. Dan states that "The back-end work—the sausage making—was carried out methodically, and STRMS detailed approach to deployment ensured that the new workflows fit perfectly with our existing processes".

Automated Solutions by STRMS

Sales Prospect Coordination Automation: We deployed a Slackbot to notify GrowthLab's team whenever a deal was booked. This allowed them to be updated on whose calendar the meeting was scheduled. This automation ensured that no opportunity was missed and allowed them to focus on driving sales without constantly monitoring the pipeline.

Meeting Follow-Up Automation: To ensure smooth follow-ups after sales calls, We introduced another bot that sent Slack reminders to the team responsible for the sales call. It included a quick feedback loop using dropdown questions directly within Slack, making it easier to document the outcomes of meetings in real time, or even automating the next step in the sales process... such as, moving pipeline stages or sending automatic email follow-ups.

QuickBooks Invite Automation: To tackle the issue of lost QuickBooks invitations, the STRMS team developed a solution that automatically pushed those invites into Slack, including a button directly in Slack to accept that QuickBooks invite. A designated team member was responsible for accepting the invite and providing access to the team, streamlining the triage process before proposal creation.

"STRMS has allowed me to move away from a ‘trust but verify’ mindset to simply trusting the process. Automations now handle tasks that don't require human intervention, letting us focus on higher-value work. STRMS is all about maximizing human leverage and ensuring that we never miss an opportunity."

Daniel Gertrudes, CEO of GrowthLab Financial

Simple tasks, like coordinating and following up on meetings and accepting QuickBooks invitations, are now automated, allowing GrowthLab to reallocate time to more critical activities. Although the time savings seem minimal, the real value lays in ensuring that no opportunities are missed. The STRMS team eliminated the need for manual monitoring and data entry, giving GrowthLab more confidence that processes are running smoothly.

Enhancing Efficiency Through Strategic Automation with STRMS

marketing@growthlabfinancial.com (Korey Cournoyer) — Tue, 27 Aug 2024 19:22:32 GMT

Enhancing an Accounting Firm's Efficiency Through Strategic Automation

STRMS helped Harris Accounting Corp save time, reduce errors, and improve the accuracy and efficiency of their financial reporting.

Company Size

10-20

Industry

Accounting

Time Savings

10+hr/month

Manual Workflow Challenges

Joe Harris, Principal/CEO of Harris Accounting Corp, faced manual workflow challenges before partnering with STRMS:

Payroll Integration Issues: The firm struggled with integrating a large client’s payroll system, which involved 60 employees and a non-integrated payroll service. The process of manually processing bi-weekly journal entries through Google Sheets was both time-consuming and prone to errors.

CRM Invoice Management: Managing invoices from two overlapping CRM systems required meticulous elimination before they reached Xero, adding further complexity and workload to the process.

The Deployment Process

Joe shared that the deployment process with STRMS was smooth and seamless. They benefited from the team's expertise, which allowed them to focus on their core competencies while STRMS handled the automations. The STRMS team put together process maps for each automation. The process maps (pictured below) showed the before process and what the new process would look like with automations. The automation tasks were carried out with minimal disruption, thanks to STRMS’s ability to understand and meet the firm's specific needs.

Automated Solutions by STRMS

Payroll Journal Entries Automation: STRMS automated the bi-weekly journal entries that were previously being manually processed through Google Sheets. This involved integrating a non-integrated payroll service for a large client with 60 employees, streamlining the entire payroll process.

CRM Invoice Management Automation: STRMS automated the process of eliminating duplicate invoices from two overlapping CRM systems before they reached Xero. This ensured that the invoices were managed efficiently and without errors, reducing the manual workload significantly.

"STRMS saved us significant time by automating our manual tasks, reducing errors, and speeding up our financial reporting to clients… Korey from STRMS really understood our cloud accounting needs, and the implementation process was smooth with minimal involvement on my part."

Joe Harris, CEO of Harris Accounting Corp.

With the success seen so far, Joe plans to integrate STRMS further into more client workflows. The firm recognizes the significant value STRMS brings in reducing manual tasks , minimizing errors, and allowing the team to focus on higher-level client needs, paving the way for future growth and efficiency.

Measuring Integration ROI: Unlocking the Value for Accounting Firms

Tue, 13 Aug 2024 14:46:18 GMT

Measuring Integration ROI: Unlocking the Value for Accounting Firms

In today's fast-paced business environment, integrating systems efficiently is crucial for accounting firms. At STRMS, we understand that integration solutions are about more than just connecting software—they drive business value and return on investment (ROI). Here’s how to measure the ROI of your integrations and why it’s essential for your firm's growth.

Why Integration Matters for Accounting Firms

Integration is vital for modern accounting operations, ensuring seamless communication between different systems like ERP, CRM, and financial platforms. This reduces manual work, minimizes errors, and enhances decision-making processes. At STRMS, our integration solutions are designed to deliver these benefits and more.

Key Metrics for Measuring Integration ROI

Operational Efficiency

Time Savings: Integration reduces time spent on manual data entry and reconciliations, allowing employees to focus on higher-value tasks.
Error Reduction: Ensuring data consistency across systems reduces costly mistakes.

Cost Savings

Labor Costs: Lower labor costs associated with data management due to reduced manual intervention.
IT Costs: Streamlined systems lessen the burden on IT departments, freeing them for strategic initiatives.

Revenue Growth

Speed to Market: Faster, more accurate information flow leads to quicker decision-making and faster go-to-market strategies.
Customer Satisfaction: Improved data accuracy and availability enhance customer service, increasing retention and sales.

Scalability and Flexibility

Future-Proofing: Integration makes it easier to scale operations and incorporate new technologies.
Adaptability: Integrated systems can quickly adapt to changes in business processes or market conditions, ensuring business agility.

Calculating the ROI of Integration

Identify Costs:

Initial Costs: Software, hardware, and implementation costs.
Ongoing Costs: Maintenance, training, and support costs.

Quantify Benefits:

Direct Benefits: Time and cost savings from reduced manual processes and errors.
Indirect Benefits: Improvements in employee satisfaction, customer service, and revenue growth.

Calculate ROI:

Use the formula:

ROI=Total CostsNet Benefits−Total Costs×100

Where net benefits include all quantified benefits minus the total costs.

Case Study: Success with STRMS Integration Solutions

One of our clients, a mid-sized accounting firm, faced challenges with disparate systems, leading to inefficiencies and data inaccuracies. By implementing STRMS integration solutions, they achieved:

A 30% reduction in manual data entry time.
A 25% decrease in data-related errors.
Annual cost savings of over $50,000.
A 15% increase in customer satisfaction scores due to improved service delivery.

Investing in integration is not just about improving IT infrastructure—it’s about driving tangible business value. At STRMS, we help accounting firms unlock the full potential of their systems, ensuring that every integration project delivers measurable ROI. Contact us today to learn how our integration solutions can transform your operations and boost your bottom line.

Written by

K orey Cournoyer

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Journal Entries Across Multi-Entity QBO Accounts with Project Allocations

Tue, 30 Jul 2024 18:29:22 GMT

Journal Entries Across Multi-Entity QBO Accounts with Project Allocations

Gulf Turbine Services mission is to provide the best I&C field service for heavy-duty gas and combined-cycle steam turbines in the power generation industry. STRMS partnered with Gulf Turbine Services to streamline and automate their complex workflows. Automation significantly reduced manual tasks, improved accuracy, and allowed Gulf Turbine Services to focus more on their business.

Company Size

50+

Industry

I&C Services

Apps Automated

QuickBooks Online (QBO), ADP, Excel

Manual Workflow Challenges

Gulf Turbine Services faced several manual workflow challenges prior to working with STRMS:

Duplicated Entries: Gulf Turbine Services used manual Excel documents for internal purposes, which required duplicating entries into QuickBooks Online . This process was time-consuming and prone to errors.

Multi-Entity Journal Entries: Gulf Turbine Services needed a workflow that could create invoices and journal entries not only in the main company but also associated journal entries in subsidiary companies. Automating these transactions across multiple entities from a single invoice was crucial.

Payroll Cost Allocation: Utilizing ADP for payroll, Gulf Turbine Services needed to automate the breakdown of payroll costs into their component job costs, ensuring labor costs were accurately allocated to specific projects within QBO.

The Deployment Process

Jason, CFO for Gulf Turbine Services, states that the deployment process with STRMS was "smooth and professional". Gulf Turbine Services appreciated the team's attention to detail and ongoing efforts to fine-tune the automations within their workflows. The use of tools like Miro for process mapping and the integration capabilities further enhanced the deployment process.

Automated Solutions by STRMS

Excel to QuickBooks Online Integration: By creating a workflow that allowed the same document to be used for invoices and journal entries in QuickBooks Online, STRMS eliminated the need for manual duplication. This automation also ensured accurate entries in both the main and subsidiary companies.

Payroll Journal Entries: STRMS facilitated the automation of payroll cost breakdowns into specific project costs, providing detailed and accurate project costing within QBO.

“STRMS empowers professionals to deliver enhanced services to clients. Their expertise and tools are invaluable in streamlining workflows and achieving operational excellence. We benefited from the expertise of the STRMS team, which allowed us to focus on our core competencies while leveraging STRMS for automation.”

Jason Meredith, CFO for Gulf Turbine Services

The automation of manual tasks led to significant time savings and improved accuracy in financial processes. The partnership with STRMS has opened up new opportunities for further automation, enhancing operational efficiency and client service.

Avenue Event Group's Success with Automating QuickBooks Data Entry

Sun, 21 Jul 2024 15:20:26 GMT

Avenue Event Group's Success with Automating QuickBooks Data Entry

Avenue Event Group's success story with STRMS highlights the transformative power of automation in improving efficiency, reducing manual data entry, and ensuring consistent data across their workflow and apps.

Company Size

20-50

Industry

Event Planning

Apps Automated

Tripleseat, Stripe, QuickBooks Online

Manual Workflow Challenges

Before partnering with STRMS, Avenue Event Group faced several manual workflow challenges that impacted efficiency:

3rd-Party Event Management Integration: Avenue Event Group uses a third-party event management platform called Tripleseat. However, this system was not integrated with their accounting software, QuickBooks Online. This resulted in payments being recorded in Tripleseat without the invoices being reflected in QuickBooks.

Manual Invoice Entry: Invoices had historically been manually entered into QuickBooks on a daily basis in order to match the event management platform. This process was not only time-consuming, it created a lag between when data was shown in Tripleseat and QuickBooks, while also being prone to errors, especially when matching invoices with payments processed through Stripe.

Duplicate Work: The lack of automation led to duplicated efforts in entering and matching financial data across multiple platforms. This consumed valuable time across the team and increased the risk of discrepancies and errors.

"If you have a process that can or should be automated, STRMS can deliver an outstanding and well-supported custom solution. Unlike many apps that work until they don’t, STRMS offers a reliable and affordable custom solution that meets your needs perfectly. We are very pleased with their services and highly recommend them to our peers."

Lorien Prince, Accountant for Avenue Event Group

The Deployment Process

Lorien shared that the deployment process with STRMS was seamless and highly effective. The STRMS team developed detailed process maps , ensuring every aspect of the workflow was documented. This approach allowed Avenue Event Group to understand and articulate each underlying step in their processes and ensure any automation development aligned with their true processes and needs. This allowed STRMS to see any bottlenecks that could be improved, optimized, or automated. In addition, this process mapping not only solved for technical alignment, but also gave the Avenue Event Group team fully documented workflows for their business.

Automated Solutions by STRMS

Elimination of Duplicate Entries: STRMS eliminated the need for duplicate data entry by automating the entry, updating, and syncing of hundreds of invoices each month between Tripleseat, Stripe, and QuickBooks Online.

Automated Email Alerts: STRMS implemented an additional email alerting system that notifies the Avenue Event Group team when a payment received does not match an invoice in QuickBooks. This proactive approach allowed Avenue Event Group to address issues or discrepancies quickly before the end-of-the-month reconciliation.

How to Automate Ignition with the Rest of Your Accounting Tech Stack

alison@growthlabfinancial.com (Alison Bulmer) — Wed, 17 Jul 2024 17:23:57 GMT

How to Automate Ignition with the Rest of Your Accounting Tech Stack

Automating your workflows can save time and increase efficiency. If you're looking to integrate and automate Ignition within your firm's workflows, you're in the right place. Ignition is a powerful tool that streamlines processes like proposal acceptance, engagement letter management, and pricing adjustments. But did you know you can take it even further with custom integrations through STRMS?

Why We Love Ignition

Ignition offers a robust platform that inherently saves time and enhances connectivity. Here are a few reasons why we love Ignition:

Proposal and Engagement Automation: Easily automate the acceptance and sending of proposals and engagement letters.
Pricing Management: Seamlessly adjust pricing and manage upsells.
QuickBooks Integration: Simplify reconciliation and save time with direct connectivity.
Workflow Integration: Automatically create tasks in workflow management solutions like Carbon when a proposal is accepted.

Taking Automation to the Next Level

While Ignition's native features are impressive, you might want more tailored solutions for your firm's specific needs. For instance, you may want to handle pricing changes or upsells without creating new workflow tasks in apps like Karbon , Financial Cents , TaxDome , Asana , or ClickUp . This is where custom integrations come into play.

Custom Integrations with STRMS

Ignition currently connects with Zapier , a popular tool for DIY automation. However, for more advanced needs, STRMS can build custom API integrations tailored to your firm's requirements.

Here’s how it works:

Connect Ignition to Zapier : Initially, we link your Ignition account to Zapier to receive data.
Build Custom API Integrations : We develop custom API integrations to other apps you use. This can include:

Sending Slack messages to your onboarding team upon proposal acceptance, ensuring Ignition seamlessly notifies relevant members to kickstart the onboarding process efficiently.
Creating custom tasks in Karbon or other workflow management solutions for both new and existing clients, with Ignition automatically generating task lists tailored to each client's unique needs.
Syncing invoices straight into Quickbooks or Xero, utilizing Ignition's integration capabilities to streamline your accounting processes and maintain accurate financial records.
Creating tasks within Asana after proposal acceptance, leveraging Ignition to automatically set up project tasks and timelines, keeping your team organized and on track.

These custom integrations can optimize your workflow significantly, making your processes smoother and more efficient. Here's a blog we wrote on how you can get started with automating your firm in 5 simple steps .

Benefits of Custom Integrations

Custom integrations offer numerous benefits, including:

Enhanced Efficiency: Automate repetitive tasks, freeing up time for more strategic activities.
Improved Accuracy: Reduce the risk of errors associated with manual data entry and task creation.
Scalability: Easily scale your operations as your firm grows without overhauling your existing systems.

There are countless opportunities to incorporate AI and automation into your workflow. Custom integrations through STRMS can help you maximize the potential of Ignition, tailoring it to fit your specific needs and optimizing your firm's processes. Discover the power of integration today and take your business to the next level: Check out these 9 Automations for Accounting Firms we put together to jump start your automation journey.

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Fuze Technology's Success with Syncing Sales Data and Invoices in Quickbooks

Wed, 17 Jul 2024 16:56:24 GMT

Fuze Technology's Success with Syncing Sales Data and Invoices in Quickbooks

FUZE Technology is l eading the world in IoT enabled innovations, offering hardware products that provide utility and services to engage consumers. FUZE Technology's success story with STRMS demonstrates the power of automation in enhancing operational efficiency, reducing manual workload, and supporting rapid business growth.

Company Size

50+

Industry

Innovative IoT Solutions

Apps Automated

Salesforce, QuickBooks Online (QBO)

Manual Workflow Challenges

FUZE Technology came to STRMS with manual workflow challenges, particularly around integrating their sales and invoicing processes. They had initially considered utilizing Zapier but found it to be "too complex and costly". STRMS provided a more user-friendly and cost-effective solution, working directly with their tech stack to build out the necessary integrations.

Disconnected Systems: FUZE Technology used Salesforce for managing sales data and opportunities and QuickBooks Online (QBO) for invoicing. However, there was no connection between these systems. The sales data would stop in Salesforce, and manual intervention was required to continue the process in QBO, creating a disconnect between the sales team and the accounting team.

Inefficient Workflow: The absence of an integrated workflow between Salesforce and QBO resulted in redundant tasks and a cumbersome invoicing process. The lack of automation was time-consuming and prone to errors, as there was no seamless transition from sales data to invoicing. This inefficiency made it difficult to scale and respond quickly to sales and invoicing needs.

The Deployment Process

Russell, the VP of Finance for FUZE Technology, shares that the deployment process with STRMS was "smooth and efficient." FUZE Technology benefited from STRMS's deep understanding of their business needs, allowing them to design solutions specifically tailored to FUZE Technology's sales and accounting workflows. The collaboration between FUZE Technology, CRM Ninjas, and STRMS was highly effective. STRMS managed the integration behind the scenes, working closely with their internal and external teams to ensure the solution met all requirements. The development process involved multiple iterations and testing phases, ensuring the final solution was robust and aligned with FUZE Technology's operational goals.

Automated Solutions by STRMS

Salesforce and QBO Integration: STRMS automated the connection between Salesforce and QuickBooks Online, ensuring a seamless transition from sales data to invoicing. Opportunities are now tracked through Salesforce, and once contracts are signed, they are automatically pushed to QBO to create invoices for review.

Streamlined Invoicing Process: The automated workflow now allows estimates to be sent out, approved, and converted into contracts. Once contracts are signed, the system automatically pushes the data to QBO to create invoices, significantly reducing manual data entry and potential errors.

"I highly recommend STRMS to my peers. The personal attention we received was invaluable. STRMS took the time to understand our needs and provided solutions in an easy-to-understand manner, avoiding overly technical jargon. They seamlessly integrated our sales and invoicing systems, saving us time and reducing errors. STRMS efficiently handled everything behind the scenes, allowing us to focus on our core business. Their custom solutions are both cost-effective and well-supported, making them an excellent choice for any business looking to automate their processes."

Russell Dean, VP of Finance for FUZE Technology

The automation solutions provided by STRMS have significantly reduced the time spent on manual tasks, allowing FUZE Technology to focus on more strategic activities. As a fast-growing company, the automations have facilitated their exponential growth by alleviating manual data entry and other time-consuming tasks.

Streamlining Your Business Workflow: The Power of Connecting HubSpot to Other Platforms

Tue, 09 Apr 2024 19:30:28 GMT

Streamlining Your Business Workflow: The Power of Connecting HubSpot to Other Platforms

When it comes to streamlining processes and maximizing productivity, HubSpot stands out as a powerhouse tool. With its internal automation capabilities, including workflows and sequences, HubSpot empowers users to automate various aspects of their marketing and sales workflows.

But what if you could take it a step further? What if you could seamlessly integrate HubSpot with other essential tools in your business tech stack, such as Slack or QuickBooks?

Automate HubSpot with Slack

HubSpot can be integrated with Slack in several ways to automate tasks and streamline communication. These integrations can significantly improve efficiency, collaboration, and data visibility across your sales and marketing teams.

Notifications

Set up notifications to alert specific Slack channels or individuals when certain actions occur in HubSpot. This could be for new leads, deals closing, or customer interactions. This keeps everyone informed in real-time.

Meeting Alerts

Notify your sales team instantly when a lead has booked a meeting. This helps ensure timely follow-ups and improves lead conversion rates.

Task Reminders

Create tasks in HubSpot from Slack messages or reminders, ensuring that important follow-up actions are not missed by your team, and allowing them to trigger tasks directly from the systems they work in frequently.

Slackbot

Develop custom Slackbot commands that interact with HubSpot data, such as pulling up lead information, updating contact records, or creating new deals.

Workflow Triggers

Trigger HubSpot workflows based on specific Slack activities or messages, automating processes such as lead nurturing, email campaigns, or task assignments.

Automate HubSpot with Quickbooks

HubSpot and QuickBooks Online integration can streamline various business processes and save time on manual data entry. For example, once a deal card moves to closed won, push deal, contact, and organization data directly into your QuickBooks Online account to ease your accounting team's workflows and ensure data is always accurate. Push deal closure information directly into your QuickBooks Online account to ease your accounting team's workflows and ensure data is always accurate.

By connecting HubSpot with accounting tools like Slack, QuickBooks, Xero, and more, you can create a seamless flow of information between your tech stack. Whether it's automatically updating customer information, syncing data, or generating invoices, automation can significantly boost efficiency and productivity.

Automation starts with understanding your business needs and identifying areas where automation can make the most significant impact. That's where process mapping comes in. If you don’t know which tasks you want to automate, or even if you do know, process mapping will be valuable for you. process mapping is an extremely valuable piece of how to begin the journey of automating your business processes. Whether you're a small startup or a large enterprise, integrating HubSpot with accounting tools can help you work smarter, not harder.

The using STRMS to automate HubSpot with other tech opens up opportunities for streamlining your business workflow. We work by automating your existing software so you can streamline your workflow with your existing tech stack. We stay by your side to adjust the automations we've built to always ensure they're optimized to your internal processes. Discover the power of integration today and take your business to the next level.

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Streamlining Stripe Transactions to Simplify Quickbooks

Tue, 09 Jan 2024 15:54:43 GMT

Streamlining Stripe Transactions to Simplify QuickBooks

Our client works in the tech insurance space and offers protection plans to cover phone, laptop, electronics, and other vital personal items against costly damage and theft. They offer their plans under a monthly or annual subscription using Stripe as payment processor.

Challenge

High Volume Stripe Transactions

Industry

Tech-Insurance

Time Savings

10 hours/ week

Challenge

Due to the high volume of Stripe transactions and in order to simplify the bookkeeping in Quickbooks Online they were receiving Stripe payouts and recording their revenue on a monthly basis without splitting it into all the plans they sell. This was affecting their cash-flow and the ability to make timely business decisions.

Solution

The STRMS team built a custom integration between Stripe and Quickbooks Online to sync the revenue (split into all the plans they sell) based on daily payouts. Since this client started using our solution their Quickbook Online has the most up to date revenue data and their cash-flow has improved.

Conclusion

In summary, the implementation of an automated system helped streamline processes for our client. The conversion from a monthly deposit to daily cash conversion has significantly increased their cash flow, while also producing cleaner data due to daily entries. This has not only allowed us to save our client’s accounting team 10 hours each month, but also improved their overall accuracy and efficiency.

Moreover, wi th quicker access to daily deposits from their bank account through Stripe, we have helped shorten their cash conversion cycle, leading to even greater financial benefit. These results show not only the potential of automated systems, but also the significant impact they can have on a business’s productivity and profitability.

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5 Ways to Automate Your Firm Right Now

marketing@growthlabfinancial.com (Korey Cournoyer) — Mon, 08 Jan 2024 16:37:39 GMT

5 Ways to Automate Your Practice Right Now

In today’s day and age, automation is not an option for your accounting practice. It’s a necessity. By automating manual and repetitive tasks, you can make the most out of your resources, diversify your offerings, and build strong relationships with your clients. Here are five ways to automate your firm and streamline your processes.

Utilize Canned Emails

Let’s be honest. Copying and pasting or typing out the same email response multiple times is tedious and time-consuming. That’s where canned emails come in. A canned email is one that you use repeatedly to serve your clients. If you have a Gmail or Outlook account, you can set them up easily through the settings feature.

When you do so, be sure your canned emails are generic enough to fit most situations yet personal enough to the audience you’re replying to. Don’t forget to proofread your emails and update them on an ongoing basis.

Implement a Scheduling App

If you find yourself spending a lot of time on scheduling appointments or going back and forth in emails, a scheduling app can be a great option. You can set up an app like Calendly which will automatically check your calendar and help you avoid scheduling conflicts and double booking.

With a scheduling app, you’ll be able to eliminate back-and-forth emails and use your time to better prepare for upcoming appointments so you can provide the best possible service. In addition to Calendly, you might want to explore other scheduling apps like Honeybook, Acuity, and MS Bookings.

Digitize and Process Receipts with Ease

With receipts capture in QuickBooks and Divvy, your clients can snap pictures of their receipts from their mobile devices so they can be automatically added to your accounting or expense management software. It’s a great way to simplify expense reporting and prevent common issues like lost paper receipts, clutter, and wasted time.

Track and Manage Revenue and Expenses with

Bank Feeds Technology

Another popular automation feature is bank feeds technology in QuickBooks and Xero. It imports transactions from client bank and credit card accounts automatically so you can keep tabs on and manage revenue and expenses without the hassle. Once the transactions are imported, you can add them as new transactions or match them to existing ones. As transactions are added and matched, they’ll be marked as cleared.

Set Client Reminders

If you’re using Karbon for your workflow management system, there’s a great client reminder feature which can save your team from having to chase clients. You can use it to automatically remind your clients to send and sign documents or perform other tasks. Each client task includes a title, description, due date, and the option to upload documents so your clients will know exactly what they need to complete and by when. Once a client completes a task, you’ll receive a notification.

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Automating your Accounting Workflow in 5 Simple Steps

marketing@growthlabfinancial.com (Korey Cournoyer) — Thu, 04 Jan 2024 18:02:21 GMT

Automating your Accounting Workflow in 5 Simple Steps

Process Optimization helps you work on the business, not just in the business. Let's automate your processes, so you can grow your firm without the extra overhead. These are GrowthLab’s 5 steps to automating your accounting workflow.

5 Steps to Automating your Accounting Workflow

Step 1: Take Inventory of Your Tech Stack

Make a list of all of the different technologies and apps that you use within accounting. This is the first step so you can see what apps are already integrated, what apps can be integrated, etc. If you’re using a NoCode tool like Zapier, does an integration exist between your apps? This step will help us identify needs for the following steps.

Step 2: Know Your Existing Value Streams

Take a look at all of the processes you have at the moment. Simplify by dividing processes into ‘buckets’ (i.e., Accounts Receivable, Accounts Payable, Payroll, etc.). This will help organize your process so you can see what you have, what's missing, and what can be consolidated.

Step 3: Identify Your Pain Points & Prioritize the Associated Processes

During this step, you want to start small. Small wins can lead to better automations down the line.

Step 4: Map your Processes

You can begin to map your processes by using tools like Lucidchart or Miro, or sticky notes! Mapping helps to identify areas for automation. It also helps you to identify the ‘Trigger’ (if you’re using Zapier) or initial step in your automated process.

Step 5: Start Building Your Automation

Using your NoCode platform of choice, you can now begin to build your automation. Start with your Trigger, which will fire off your automation, and add subsequent steps that you’ve previously mapped out.

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Top 9 Automations for Accounting Firms

marketing@growthlabfinancial.com (Korey Cournoyer) — Thu, 07 Dec 2023 19:16:00 GMT

Top 9 Automations for Accounting Firms

If you’re reading this, you are probably looking to automate your accounting firm's workflow but you may not be ready to invest in expensive off-the-shelf products. With these top 9 automations, you'll be able to streamline your processes and increase efficiency without having to invest in new software or change your existing processes.

1. E-commerce Transaction Syncing & Reconciliation to QBO/Xero

Keep your accounting software up-to-date by automatically syncing transactions from your client’s E-commerce or online payment platforms. No manual data entry required! Set it up once and let the automation do the rest. Let the automation classify and reconcile each of the transactions on a true accrual basis, saving your team hours every week.

2. Sync data between your workflow management systems and invoicing systems

Efficiently manage your projects and invoices by syncing data between your workflow management and invoicing systems. Looking to automatically invoice clients for hourly work? Automate the extraction of time and the initiation of the invoice. Save time, allow your business to scale easier, and reduce the risk of errors by automating this process.

3. Autotag QBO invoices based on a series of filters or steps

Organize and label invoices automatically based on a series of filters or logic. Say goodbye to the hassle of manual tagging - whether its by class, business unit, location, or other field! This automation will reduce the likelihood of human error and give you better data, without having to spend more time.

4. Sync SMS or recorded calls from your VOIP system to your CRM or Workflow Management System

Stay organized and communication-centered by automatically syncing SMS or call transcripts from your phone system to your CRM or Workflow Management System. Improve your team's clarity into client communication, while improving and client satisfaction at the same time.

5. Create a live KPI dashboard that consolidates data from all of your business applications

Get a bird's eye view of your business by creating a leveraging an online KPI dashboard that consolidates data from all of your business applications. Streamline the data information between your time management, invoicing, workflow management, onboarding, and sales process. Stay informed and discover patterns that will help you make informed business decisions.

6. Sync details between your existing apps - Ignite, QBO, Hubspot, Karbon etc.

Keep your data up-to-date and organized by automatically syncing information between applications. Feeling limited by the native integrations of your existing tech stack? Build a custom integration leveraging API’s to get the data where you want it, when you want it. Streamline your communication, reduce manual data entry, and improve your client relationships by automating this process

7. Slack/Microsoft Teams Internal Support Ticketing System

Imagine your team being able to trigger workflows, communication, next steps, all within Slack… without anyone having to keep track of the tasks. Keep track of your team’s support requests, who is responsible, and the status of the requests all in one place.

8. Bank 2FA Codes Rerouting to Slack/MS Teams

Make 2FA authentication a breeze by setting up application 2FA codes to reroute to your Slack or Microsoft Teams channels. No need to switch between applications or devices, and stop having to pause what you’re doing just to send a 6 digit code! Let your team stay focused without going out of their way to track down each code.

9. Automatically Accept QBO/Xero Invites

Stop having to monitor your email account to be on the lookout for new Quickbooks/Xero invites and save time by setting up an automation that automatically accepts invites. This automation is ideal for accounting firms that want to streamline the process between sales and accounting, without having to increase team member’s times to monitor emails. Receive the wrong access level from a client? Automatically send an email back to them explaining how to give the correct access levels, too.

And there you have it, the top 9 automations for accounting firms not ready to spend thousands of dollars on new, enterprise-level software. By automating these processes, you'll save time, reduce the risk of human error, improve efficiency, and be able to scale quicker.

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What is Process Mapping? With Tools & Examples

marketing@growthlabfinancial.com (Korey Cournoyer) — Mon, 04 Dec 2023 19:03:25 GMT

What is Process Mapping? With Tools & Examples

Do you have tasks that are repetitive, prone to error, logic based, or pain point specific? Those tasks can be automated. While you may know what tasks you want to automate, there may be some tasks that you didn't even know could be automated.

That's where process mapping comes in. If you don’t know which tasks you want to automate, or even if you do know, process mapping will be valuable for you. Process mapping is an extremely valuable piece of how to begin the journey of automating your business processes. For those who are exploring automation to scale or transform your business, you should not build a single automation before you process map.

Automate tasks that are...

Repetitive

Prone to Error

Logic Bases

Pain Point Specific

What is Process Mapping

Process Mapping, often referred to as process flowcharting or process diagramming, is a visual representation used to outline the step-by-step sequence of activities - including which people, tools, software, and/or documents are involved.

The process mapping technique involves creating diagrams that use standardized symbols and shapes to depict various elements such as tasks, decisions, inputs, outputs, and the flow of information.

With this information, businesses and organizations gain an understanding of their workflows, are able to identify inefficiencies, and pinpoint opportunities for improvement. Businesses can then implement proper automations in areas where they fit.

Benefits of Process Mapping

Before automating a process, it's crucial to understand it thoroughly. Process maps provide a clear blueprint for automating repetitive tasks. Process mapping is highly beneficial for process automation for several reasons:

Clarity

Process mapping creates clarity as it helps identify inefficiencies, bottlenecks, and areas that can be optimized through automation.

Documentation

Process maps serve as documentation of the process before and after automation.

Scalability

When automating processes, scalability is a consideration. Process maps can help design automation solutions that can handle increased volumes without major disruptions.

Flexibility

As business needs change, the process map can be updated to reflect modifications in the automated workflow, ensuring that automation remains aligned with current requirements.

Clarity

Documentation

Scalability

Flexibility

Process Mapping Examples

Process Mapping Tools

There are several process mapping tools available that can help you visually represent and analyze workflows, processes, and systems. The choice of tool depends on your specific needs, preferences, and the complexity of your processes. Miro is an online collaborative white boarding platform that can be used for creating process maps and other visual diagrams.

Some other popular process mapping tools include: Microsoft Visio, Lucidchart or Draw.io.

Once you have built your process map, you’re ready to begin developing your next automation. Doing this allows you to understand the true end goal of your automation. As businesses strive for efficiency, adaptability, and customer-centricity, process mapping remains an important tool.

Its capacity to understand workflows, identify inefficiencies, and o pportunities for improvement makes it an asset across industries. By harnessing the insights drawn from process mapping, companies can see challenges, opportunities, and deliver superior products and services to their customers.

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STRMS Blog

The Best Revenue Model for AI Automations: Renting vs. Owning

The Best Revenue Model for AI Automations: Renting vs. Owning

What We Learned in 2024

Shifting to AI-Centric Services in 2025

Why Subscription Still Works for Smaller Firms

Why Some Businesses Prefer to “Own” Their Automations

The “Rent vs. Own” Analogy

Our Current Approach to Pricing

Why This Matters for AI Automation

FAQs

The Rise of AI Agents and AI Automation

The Rise of AI Agents and AI Automation:

Transforming Business Operations in 2025

What Are AI Agents?

How AI Agents and Automation are Reshaping Business?

1. From Routine Tasks to Complex Workflows

2. Real-World Business Impact

3. Adaptive, Learning Systems

Addressing Common Concerns

The Future: AI as a Strategic Business Partner

FAQs

How to Simplify Technology Adoption and Change Management

How to Simplify Technology Adoption and Change Management

Step 1: Focus on User Experience and Interface

Step 2: Get the Team Involved Early

Step 3: Test and Take Your Time

Step 4: Document Your Processes

﻿ Step 5: Build Confidence Through Training and Support

FAQs

How to Choose the Right Tech Stack: Identify Pain Points and Find the Perfect Apps

How to Choose the Right Tech Stack: Identify Pain Points and Find the Perfect Apps

Why Your Tech Stack Matters

Step 1: Identify Your Pain Points

Step 2: Choose the Right Solution for the Right Problem

All-in-One vs. Specialized Apps

Step 3: Prioritize Integration and Scalability

Step 4: Don’t Reinvent the Wheel

Key Takeaways

FAQs

The 3 Phases of Process Improvement and Automation

The 3 Phases of Process Improvement and Automation

Phase 1: Documenting Your Current Processes

Phase 2: Evaluating Technology and Tools

Phase 3: Building an Automation Roadmap

Why Process Improvement Matters Before Automation

The Benefits of Working with STRMS

FAQs

Serrano Bookkeeping’s Sales Workflow Transformation with STRMS

Serrano Bookkeeping’s Sales Workflow Transformation with STRMS

Company Size

Industry

Apps Automated

Manual Workflow Challenges

The Deployment Process

Automated Solutions by STRMS

How STRMS Transformed GrowthLab’s Sales Workflow

Optimizing Sales Workflow: GrowthLab’s Journey with STRMS

Company Size

Industry

Apps Automated

Manual Workflow Challenges

The Deployment Process

Automated Solutions by STRMS

Enhancing Efficiency Through Strategic Automation with STRMS

Enhancing an Accounting Firm's Efficiency Through Strategic Automation

Company Size

Industry

Time Savings

Manual Workflow Challenges

The Deployment Process

Automated Solutions by STRMS

Measuring Integration ROI: Unlocking the Value for Accounting Firms

Measuring Integration ROI: Unlocking the Value for Accounting Firms

Why Integration Matters for Accounting Firms

Key Metrics for Measuring Integration ROI

Operational Efficiency

Cost Savings

Revenue Growth

Scalability and Flexibility

Step 5: Build Confidence Through Training and Support

Identify Costs: