Which cloud-based technologies do you use in the business?
WorkflowMax, Xero and Dropbox are all vital cloud-based technologies that we use on a daily basis. WorkflowMax is the backbone of our business. It describes the nature and complexity of work we are doing and then captures the progress of these jobs through the office, as well as recording all the staff time and associated costs. The program allows us to store all of our job information, making access to material easy. Come invoicing day it automatically feeds the invoices created into Xero. Once they're set up correctly, Xero and Workflowmax automatically communicate with each other making invoicing and reconciliations painless and smooth. Using Dropbox allows us to share large files effortlessly and store our vital information in one secure place.
What impact has using these technologies had on the practice?
They have been invaluable resources for our practice as they have allowed us to access information with ease. The integration of WorkflowMax and Xero has saved us a lot of time and stress, because when we need to locate information we find it all in one place. The time spent producing and editing invoices on invoicing day has been cut to a third of what it used to be before adopting these programs. Using Dropbox has also enabled staff to access important files from outside the office if they are away from their desks.
What have been some of the challenges you've experienced in terms of embracing the cloud?
Like every new system it takes time to learn the way it operates, although most of the programs are intuitive and pretty straightforward to use. The investment is minimal as all you need is an internet connection (ADSL is fine), and to pay the relatively modest monthly charges. There is no hardware to purchase - it all operates in your web browser. The basic Dropbox is a free service, and the more referrals you give to the service the more free storage you get.
How have you gone about deciding which technologies to go for?
We spent some time checking out what similar professional service-based offices ran for time management and accounting software, and we asked accountants about what they liked and could work with as well as trialling a couple of systems. What we liked about the software we opted for was there was no investment in a box under your desk, all your info was backed up remotely, you could access it from anywhere and it is infinitely flexible. Given our earthquake experiences in Christchurch, all of the above are important for the business.
What are your top tips for others in working small businesses to successfully embrace the cloud?
• Don't be afraid of change.
• Ask other businesses in your industry what they are using and ask your professional advisors what they recommend.
• Trial the options and ask lots of questions.