How Accounting Project Management Software Helps Bookkeepers

Tim Sines

If you’re like most bookkeepers, you probably work with dozens of different software solutions on a daily basis. From tax-specific software to timekeeping software to invoicing programs, most bookkeepers find that switching from program to program is simply par for the course. They also may find that it doesn’t help them work efficiently, improve client service, or increase profitability. That’s because using a patchwork mix of software makes it harder to accurately track projects and manage client information.  

But what if there was a better way to manage complex accounting projects? More specifically, one that: 

  • Increases your efficiency  
  • Reduces the possibility of a data breach 
  • Saves your firm money on subscription fees 
  • Makes it easier than ever to find and keep track of client information  

We’re talking, of course, about accounting project management software.  

Benefits of using accounting project management software 

Think about all the different tasks you handle on a daily basis. From invoicing to reporting, most bookkeepers are managing multiple tasks for multiple clients all at once.  

When juggling so many tasks, it’s important to stay organized—and the easiest way to keep your work organized and efficient is to make use of fully integrated project management software. Project management tools reduce the need for bookkeepers to manually enter client information into multiple programs. This creates a single source of project truth (and minimizes data entry errors) for bookkeepers and frees up time for tasks that leverage their expertise. 

But if the idea of adopting project management software for your bookkeeping practice seems overwhelming, it can help to focus on specific features and how they can support your bookkeeping practice.  

Project dashboards 

Need to see the big picture at a glance? Your project management dashboard can help with that. Instead of looking at every individual task, you can gain a broad view of overall statuses, project needs, and more.  

You can also customize your project management dashboard with project-specific tags and color coding so that it’s easier to stay organized.  

Due date tracking 

Your deadlines are essential to successful bookkeeping work. Don't risk missing them by not having a system in place for tracking. While your project management dashboard is a great at-a-glance solution, your project management software can provide several other solutions, such as automatic deadline notifications that keep your team alerted to upcoming deadlines (which should help you avoid notifications for “overdue” work!).  

You can also leverage pre-set calendars. For example, Mango Practice Management offers built-in IRS tax return due dates, making it easy to provide timely service to clients.  

Time and billing 

Even just a decade ago, time tracking on slips of paper and manually completing each client invoice by hand were common practices. But if you’re still using paper files to manage your firm’s time and expense tracking and billing processes, you’re leaving your firm vulnerable to lost documents, data entry errors, and wasted administrative time.  

Modern time tracking and billing tools are rich with time-saving functionality, from cloud-based timers to flexible online billing methods and secure email file-sharing. When it comes to project management, they’re particularly valuable as they allow bookkeepers to better understand how long their work is taking and budget sufficient time to complete it. Bookkeepers will be able to more efficiently manage their workloads and manage client expectations for timelines.  

Task workflows and project templates 

Every bookkeeping firm has its own way of getting daily tasks done. Whatever your current processes are, workflow management tools can complement your existing workflows, making them more automated and efficient. 

For instance, Mango Practice Management allows firms to create custom project templates that populate with daily, weekly, and annual tasks. This reduces the time spent onboarding new clients and managing ongoing projects. Automatic due date notifications keep you up-to-date with time-sensitive tasks, and due dates can be maintained perpetually, so you don’t have to worry about deadlines falling through the cracks when multiple team members work on the same project.  

Additionally, customizable project-based permissions and cloud-based mobile access ensure the right employees can access the documents they need whenever they need them. 

Communication tools 

A big part of project management is communicating status updates, changes, and requests—but as a bookkeeper, do your communication practices support or hinder your project management?  

Unfortunately, many accounting firms find themselves attempting to adapt to their firm’s shifting needs with technology that’s too complicated, clunky, or expensive for them and their clients. But there are better solutions.   

Email notifications for projects 

If you and a colleague are collaborating on a client project, you can set up task templates that automatically assign work. But how do you know when your colleague has completed their step and it’s time for you to jump in?  

Email notifications can help keep pending tasks on your radar without having to constantly monitor your project management software. Instead, you can focus on client work until it’s your time to shine! 

File-sharing 

A secure, cloud-based file-sharing tool doesn’t require clients to remember another password or download another app. And unlike sending email attachments, a file-sharing tool can deliver a high degree of security.  

For example, Mango Practice Management provides secured bank-grade, 256-bit encryption, so confidential documents are always protected from prying eyes. To use MangoShare, firms simply send client documents via email—no login required. With unlimited storage and file size, clients and firms can communicate safely, securely, and more quickly than ever before. 

How to implement accounting project management software 

All the innovative project management tools in the world can fall flat if they don’t talk to your other tools. Your project management software should integrate seamlessly with most existing software solutions, including QuickBooks, tax software, Microsoft Outlook, and Google Calendar. Instead of rocking the boat for your employees (and your clients!), simply sync data between your existing programs to reduce duplicate data entry while increasing functionality.  

Unlike with most technology tools, there’s no need to manually transfer data to yet another program (wasting valuable time and money). Instead, use Mango Practice Management’s support team for free implementation support including import assistance, training, and software setup. 

Optimize your daily tasks with Mango Practice Management  

Whether you’re a team of five bookkeepers or 85 bookkeepers, Mango Practice Management can help you optimize your daily business and get more work done easier.  

Are you ready to see Mango Practice Management software in action? To learn how using Mango Practice Management could revolutionize your daily bookkeeping tasks, schedule a free demo. 

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