The Month-End Problem Was Tracking, Not Accounting
The firm was managing recurring month-end activities: categorization, reconciliations, payroll journal entries, and transaction reviews. Without practice management software, tracking progress required manual follow-ups and made it harder to know where each client stood. Finsmart partnered with the firm in March 2023 to implement Keeper, tailor the workflow to its needs, and connect it with QuickBooks.
When There Is No Single View of the Close, Small Delays Become Workflow Problems
The accounting team had the expertise to complete month-end work. The missing piece was a reliable system for coordinating that work across tasks, deadlines, documents, and client communication.
Manual Task Tracking
Categorization, reconciliations, journal entries, and transaction reviews required ongoing tracking and follow-up. There was no automated way to know what was done and what was pending.
Limited Visibility
There was no real-time system showing task progress or providing a clear status view for each client. The team could not see where things stood without manual investigation.
Communication and Document Gaps
Client queries, financial documents, and feedback were not managed through one structured workflow. Resolving queries required piecing together information from separate conversations.
"Without a shared view of the month-end close, we spent more time tracking down status than completing the work."
Build One Workflow Around the Month-End Close
Finsmart implemented Keeper and tailored it to the firm's accounting workflow. The goal was a connected process around recurring month-end work: task tracking, QuickBooks integration, client communication, and document management in one system.
Task Tracking and Automation
Keeper was configured to track month-end tasks: categorization, reconciliations, payroll journal entries, and transaction reviews. Recurring tasks were scheduled automatically. Manual monthly setup decreased.
QuickBooks Integration
Keeper's integration with QuickBooks meant changes made in Keeper were reflected in QuickBooks. Duplicate work decreased and the review of financial books became more straightforward.
Client Queries, Documents, and Real-Time Monitoring
Queries moved through Keeper directly, giving clients a clear place to respond. Documents were centralized in one place. Real-time tracking gave the firm visibility into each client's month-end status.
"Keeper showed us what was done, what was waiting, and what the client needed to respond to. That visibility changed how we worked."
Fewer Task Overlaps. Less Manual Work. Better Client Communication.
Recurring tasks were scheduled and tracked in Keeper. QuickBooks integration reduced duplicate work. Client queries moved through a defined path. Documents were centralized instead of spread across conversations.
A Structured Workflow Ready for Further Improvements
The firm now has a structured workflow that can support further improvements to its financial operations. Finsmart continues to support the engagement as the firm looks for additional ways to improve efficiency.
"A month-end close is much easier to manage when the team can see the work, the deadlines, the documents, and the client responses in one place."
