Fewer manual records. More control over deadlines and tasks.
How the accountancy team at Pisarna Kovač moved deadline, task and client-document tracking out of multiple Excel files and paper records into a single managed process - with automatic reminders and a clear view of what has been completed and what is still outstanding.
"We are very satisfied with the expertise, responsiveness and quality of our collaboration with the BizIT team. We are also very pleased with how practical and easy to use the application is for managing our accounting work. The solution acts as a specialised CRM for task tracking, client contact management and task automation, including reminders for upcoming deadlines."
Challenge
Pisarna Kovač is an accountancy firm where a large part of the daily work involves repetitive tasks and contractual and statutory deadlines for individual clients.
Before digitalisation, data on clients, their tasks and the employees responsible was kept in Excel documents, with an additional table serving as a checklist. Part of the process still relied on paper records.
This way of working demanded a great deal of accuracy and personal oversight. Manual entry left room for errors, keeping track of numerous deadlines was demanding, and when a colleague was on leave or off sick, handing the work over to someone else was difficult.
Obtaining documentation from clients on time was a particular challenge as well. If documents did not arrive on time, the risk of missing statutory deadlines increased.
THE KEY PROBLEM
The process depended too much on manual records and on individuals knowing at all times what had to be done for each client and by when.
Solution
Pisarna Kovač wanted to establish a single way of working in which client data, tasks, responsibilities and deadlines are connected in one process.
Together with the client, BizIT first defined the requirements and the structure of the future solution and prepared an application prototype. This was followed by building the data model, developing the solution, testing and deploying it in the client's environment.
The new application, developed in Microsoft Power Apps and supported by automation in Power Automate, has become the central place for tracking work with clients:
- all clients and their related tasks are gathered in one place,
- you can clearly see what has already been completed and what is still outstanding,
- deadlines are linked to automatic reminders for employees and clients,
- information is no longer tied to a single account manager,
- during an absence a colleague can quickly take over the work without searching for data across different records.
Operational work that used to run across several Excel documents now takes place in the application. Excel remains primarily a tool for analytics and reporting on current data.
The project also included organising the Microsoft 365 environment and moving to Exchange Online. Power Automate handles automated notifications and reminders, alerting employees and clients to required actions in good time.
Impact
- A single overview of clients, tasks and deadlines instead of several separate records.
- Less scope for human error thanks to less manual tracking and data re-entry.
- Automatic reminders help employees and clients carry out the required activities on time.
- Easier handover of work during leave or sickness, because the context for each client is available in one place.
- Better control over statutory and contractual deadlines.
- Automatic reports and analytics from up-to-date process data.
How we worked
This project also followed our proven approach: process mapping and a solution prototype, approved by the client before development began.
→ See how we workDo important deadlines still live in Excel files and personal reminders in your organisation?
We help you structure the process, responsibilities and deadline tracking - then support it with a digital solution the team actually uses.
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