A glossary of the terms used in our ClientHub WorkFlow
WorkFlow is an integrated project that enhances the accounting firm's operations, automating repetitive tasks, providing a visual guide for client progress, and ensuring systematic handling of client requests, ultimately improving efficiency and client satisfaction. Below you'll see some of the terms used within the product and examples of their use.
Click here to view a video and instructions on how to use ClientHub WorkFlow.
Jobs:
Jobs involve the execution of workflows, which are predefined sequences of automated actions triggered by specific conditions. These actions can include tasks like sending emails, updating records, or assigning tasks to streamline and automate various processes within a business.
Example: A job in the accounting firm's system could be set up to automatically generate monthly financial reports for clients. This job would execute a workflow that includes pulling relevant data, formatting the report, and emailing it to the designated client contact.
Workflows:
Workflows are instrumental in guiding records through different stages of a pipeline. For instance, in an engagement pipeline, a workflow may automatically advance a prospective client to the next stage once they are qualified. Workflows ensure a systematic and efficient progression of tasks within a process.
Example: In the client onboarding process, a workflow triggers when a new client is added to the system. This workflow could involve, sending a proposal, and assigning tasks for document collection to move the client through the stages of the engagement pipeline.
Pipelines:
A Pipeline serves as a visual roadmap for a business process, illustrating different stages from initiation to completion. This visual guide outlines stages such as "Sending a Client Engagement Letter," "Collecting and Reviewing Documentation," "Scheduling a Tax Interview," "Client Review" and "Tax Filing." It assists professionals, like accountants, in tracking client onboarding, monitoring tasks, and optimizing procedures for better efficiency and client satisfaction.
Example: The pipelines for the accounting firm could have stages like "Monthly General Accounting," "Client Onboarding," "Financial Analysis," "Individual or Business Tax Preparation” or “Weekly Bookkeeping”. The visual pipeline allows accountants to see where each client is in the process, track tasks, and manage deadlines effectively.
Requests:
Requests are specific tasks assigned to individuals or teams within a company, responsible for addressing clients' specific needs. Requests can be integrated into workflows, guiding the systematic handling and response to client tasks in an organized manner.
Example: A client submits a request for a specific financial analysis. This request is assigned to a dedicated team within the accounting firm, and a workflow is initiated to handle the analysis systematically, involving tasks such as data collection, analysis, and preparation of a comprehensive report.
To-do:
A "to-do" is a task or activity that requires completion or management within the context of client interaction or business processes. It serves as a reminder or action item for users to stay organized and on top of their responsibilities. To-dos often have due dates or deadlines, aiding in prioritization and effective time management to ensure tasks are completed on schedule.
Example: An accountant has a to-do item to review and reconcile bank statements for a client by a specified deadline. This to-do item includes tasks such as gathering statements, cross-referencing transactions, and updating the financial records. The due date ensures timely completion of the reconciliation.