Bookkeepers and other accounting professionals are especially attuned to how workflow impacts the bottom line, but they might not always have the best systems or tools in place.
In this article, we’ll look at what workflow management for bookkeepers entails and some best practices you can integrate into your processes. We’ll also give you a peek into how monday.com can operate as workflow management software for bookkeepers and link to some free accounting templates you can get started with, fast.
What is a workflow for bookkeepers and how is it beneficial?
A workflow defines the normal course of actions for your work and business tasks. Typically, it’s a sequence of events that is repeatable and necessary to complete work for your business. For bookkeepers, workflow might include:
- Data entry or importing data to ensure client financial figures are in the right system
- Management of financial paperwork and books, such as updating the general ledger or writing checks to pay invoices
- Balancing books, conducting audits, or closing books so you can return them to clients
Bookkeepers may not have a single workflow that covers their entire business; for example, you may have separate workflows to handle client tax returns, payroll, and invoice processing.
Well-designed and managed workflows offer a number of benefits for bookkeepers and accounting firms, including:
- Improved project management: When you have a defined workflow, you know what fits into it and what might be considered a special project for your team. Efficient workflow creation can support better project outcomes.
- Increased efficiency: Workflows typically involve repetitive work that can be automated such as managing business expenses and payroll. By creating automated workflows you can free up bookkeeper staff to tackle more complex tasks.
- Better oversight into performance: Good workflows are transparent, so leadership and teams can see what tasks are outstanding, who is responsible for them, and what they might need to get the job done.
Having a flow for your work doesn’t automatically mean you get these benefits, though. Keep reading to find out more about best practices for bookkeeper workflow management to increase your chances of success.
Workflow management for bookkeepers: best practices
Workflow management is crucial for individual bookkeepers, small business, or corporate entities. The benefits of using the proper tools as a team is unrivaled. By using the proper workflow management tools, you can integrate client portals, assign tasks, and monitor work more efficiently.
Integrate client portals when possible
Whenever possible, ensure your bookkeeping workflow starts with a cloud-based client portal. This lets clients see the status of their books, reducing questions you get via phone and email. It also helps clients upload important documents and data so you have everything you need to complete work.
Make task assignment and delegation easy
Simple task assignment and easy delegation can increase productivity and ensure every team member knows exactly what’s expected of them. Some platforms, like monday.com, even allow you to automate task assignment and delegation to promote even greater productivity, reduce the risk of bottlenecks, and streamline processes.
Adequate oversight ensures your workflow keeps working well. That doesn’t mean leadership has to have eyes on every task, but you should have a way to track and monitor work. One popular method is via a visual dashboard that indicates information such as:
- How many tasks are in process?
- What types of tasks are in process?
- Which workflows or people have what work?
- Whether certain tasks are overdue, stuck, or in danger of being late
- How many tasks are completed by each person or team?
Want that kind of dashboard for your accounting workflow? We know just the tool to make that happen.
Using monday.com to manage bookkeeping workflow
From automations to plentiful visual oversight options, monday.com has the features you need to manage your unique bookkeeping workflow. Here are just a few things you can do with our Work OS to work easier, faster, and more in-sync:
- Create custom automations that notify the right individuals when work status changes or another person’s tasks are ready. Automations also let you optimize workflow to ensure you meet due dates and move items from one status to another at the appropriate time.
- Color-code workflows to make it easy for team members to see what they need to do and when.
- Collaborate in real-time with team members by adding notes to work tasks, sharing documents, or creating checklists that ensure no task gets overlooked.
- Work with clients and professionals from anywhere thanks to cloud-based, mobile-ready views and functions.
- Increase productivity and accuracy with built-in formulas, reports, and storage.
- Easily view the information you need most with customizable dashboards.
- Promote collaboration with anyone within your company, regardless of the department or team they work with.
Starting with customizable accounting and bookkeeping templates is one of the easiest ways to make monday.com work for you. Our Template Center includes hundreds of options to help you run your business.
Related templates for bookkeeping
- Expense Tracking Template: Oversee and process employee or business expenses by logging business travel expenses or capturing department supply expenses.
- Invoice Template: Easily gather the data you need to bill clients for work completed, ensuring you can close the accounting loop completely.
One term that comes up when discussing management tools for accounting and bookkeeping is practice management. We covered some basics in our FAQs section so you can see how practice management concepts might be related to bookkeeping workflows.
FAQs about bookkeeping
What is practice management for accountants?
Practice management refers to the processes and resources required to manage day-to-day operations for a bookkeeping or accounting office. For bookkeepers, accounting practice management software can help improve efficiency, manage client information, and ensure they attend to overall business needs.
What are two responsibilities involved in practice management?
Practice management involves a range of responsibilities. Two main ones include:
- Managing finances such as budgets, accounts payable, and payroll
- Overseeing daily operations of the office or business to ensure it provides services in the best manner possible
Boost the bottom line with powerful workflow management for bookkeepers
Time is money — as an account pro, you know this is true. The right workflows and workflow management tools let you save time for yourself and your clients, ensuring everyone sees a boost to their bottom line.
monday.com has the advanced bookkeeping features and capabilities you need to get started with powerful workflow management.