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15-Oct-2020 By - team

Can you be more efficient at accounting?

The accounting department of any firm will always be entrusted with a significant amount of responsibility for the management of the company's finances. This includes the management of incoming and outgoing cash as well as financial statements. There could be repercussions that could lead to financial losses for your business if your accountants take too long to complete their task. Therefore, it is vitally necessary for you, as the owner of a firm, to encourage the members of your team to be able to work more effectively. Check out some of the helpful advice in here.

8 Ways To Make Your Accounting Function More Efficient
  1. Put cutoff policies in place. ...
  2. Keep it timely. ...
  3. Design a coding cover sheet. ...
  4. Batch items to process. ...
  5. Insist on oversight. ...
  6. Resist crunching numbers outside of your accounting software. ...
  7. Review your accounting system processes. ...
  8. Share your accounting function.

With finance and accounts roles required to engage and perform a broader function and support across the business more so than ever before, implementing efficiencies can make the difference between a successful team and a 'burnt-out' team, this includes you as well.

Efficiency measures the level of performance achieved against a standard. A high level of efficiency generates the highest possible amount of outputs with the smallest amount of inputs. An efficient process typically contains the minimal amount of wasted labor, materials, energy, and processing time.

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Tips how to make your Accounting Efficient

The following is a list of things your accountant should undertake to assist you in expanding your firm. Check out some of the helpful advice in here.

Business plan

Your accountant should spend some time working with you to build a versatile business strategy that outlines the most important objectives and strategies for expanding future profits. It is expected of him or her to be proactive in assisting you in locating possibilities to enhance critical aspects of your company. Your accountant is responsible for managing your cash flow, maximising your profitability, and assisting you in finding solutions to any problems that may arise in your business by providing you with advice that is both honest and realistic.

Your accountant should be able to assist you in making your company resistant to economic downturns and protect it from the effects of pricing pressure, excessive inflation, and low-interest rates. If you want to stay out of financial trouble and make sure that your plans are always completely financed, then he or she should create frequent predictions for you to look at.

Because there are so many moving pieces in a business, it can be difficult to determine where to direct one’s attention. Your accountant should guide you in identifying what is important to you, setting personal, professional, and financial objectives, and providing you with tools to monitor your progress towards achieving those goals. Your accountant should also assist you in setting up your accounting software so that you may access your key performance indicators (KPIs) whenever and whenever you choose. Should the need arise, he or she should be able to investigate problems, test potential remedies, and reset KPIs for you.

Cash flow management

Even very prosperous companies can be brought down if they run out of money at the wrong time and cannot pay their employees or vendors. It doesn’t matter how lucrative a company is if it can’t keep up with its payments or its expenses if it won’t survive for very long. Your accountant should be aware that both revenue and expenses are subject to change. They should help you forecast your cash flow and devise strategies to manage it by organising cash reserves and a spending plan to ensure there’s always money in the bank. You’ll find that working with both your team and your suppliers becomes much simpler.

Cost reduction strategy

Your accountant has to evaluate all of your running expenditures and identify which ones are too expensive according to benchmarks for the industry. Finding ways to reduce your business’s operational expenses and save money can immediately increase your profits. However, because of their significant influence on your profitability, you must not ignore the need to keep a tight check on your costs.

Your accountant need to put in place a successful cost reduction strategy that is founded on knowledge gleaned from benchmarking. It is expected of him or her that they will assist you in enhancing the administration of your contracts, decreasing your overhead costs and waste, and increasing the overall efficiency of your organisation. It is your accountant’s responsibility to investigate ways you might make better use of your labour. Your profit will increase if you are able to cut down on expenses related to labour and wages, such as superannuation and work cover. Additionally, they have to compute the return rate for the money spent on marketing and advertising to determine whether or not it creates sufficient revenue and profits for the company. If you want to find charges in your company that aren’t required, your accountant should give strategic consideration to the costs of staffing, storage, and utilities. Finally, your accountant needs to investigate whether or not you can secure a lower price by negotiating with your vendors.

A precise budget is necessary, but developing one requires a significant investment of time and effort. Do not base your calculations on an incomplete list of figures that is replete with imprecise estimations and assumptions. Your accountant needs to be able to generate a precise and methodical budget, one in which you can have complete faith. They need to demonstrate to you the true costs of running your company, how much money you have available to reinvest, and how much you can afford to pay yourself.

If you go above your budget, your earnings will suffer as a direct result. In order to assist you in establishing revenue and budget goals that are attainable and dependable, your accountant has to have a comprehensive awareness of your company and its place in the market. Therefore, he or she should be able to identify your expenditures, implement and manage a realistic budget that is linked with your goals, and anticipate your sales, all of which are essential to the success of your business.

Create deadline/cutoff policies, and adhere to them strictly.

Waiting on other employees is one of the single largest time wasters for an accounting department. This is especially true when considering that most accounting departments have established stringent guidelines for the rest of the company to follow regarding the submission of invoices and adjustments.

Once these policies are in place, start considering whether they are working or not and whether they could work better.

Before this becomes a problem that management has with accounting for “not hitting their deadlines,” make frequent announcements if it is a chronic issue throughout the organisation, or go to executive management about repeat offenders in specific departments. This should be done before the problem becomes widespread throughout the organisation.

Debt collection system

If you want to prevent your company from incurring financial losses as a result of bad debts, you should have your accountant devise an efficient method of debt collection for you. In addition, your accountant should mend and enhance your debt collection practises and adopt better terms of trade in order to maximise your earnings and boost your cash flow. Since bad debts eat away at profits, your accountant should take these steps.

You are not required to pursue payment from your creditors; yet, unpaid bills are an inevitable part of running a business, and you cannot choose to ignore the issue. That is something that ought to be handled for you by your accountant. Someone in such a position ought to set up billing systems that will notify clients of upcoming or past-due bill payments by email or text. In the event that they do not answer to emails, he or she can even give them a call. In addition, your accountant may arrange for debt financing, in which a company pays for the outstanding invoices and then pursues payment on its own if the invoices continue to go unpaid after they have been billed.

Financial Charts And Graphs

Loan management

The process of applying for a loan combines both art and science, thus, it is not a simple task. Your accountant has to be able to compile all of your financial information and assist you in submitting loan applications. Lenders are looking for robust financials and trustworthy predictions, and your accountant should put together an engaging presentation with graphs and charts to pitch your company. In addition, it is necessary for him or her to be proficient in using effective instruments relied on by loan officers.


Your accountant should also be able to assist you differentiate between a good debt and a bad debt, as well as identify the least costly borrowing strategies for your company that have low-interest rates and flexible payback terms. It is also recommended that they handle the refinancing themselves. Your accountant need to look at reorganising your finances and assisting you in cutting interest costs on any loans if there are more affordable alternatives. For example, if you refinance an existing business loan and save interest, you can increase the profit your company makes. By analysing the numbers, analysing how your debt is organised, and designing the appropriate plan for you, he or she will advise you when any extra income you have should be utilised to pay off debts rather than being reinvested in your company.

The beginning of a new company venture may also be an exciting time, but success in this endeavour requires more than simply a novel concept. You have to be able to demonstrate to potential investors and lenders that the venture has a chance of becoming profitable. Your accountant needs to assist you in validating the idea, determining all of the starting and running costs, and developing believable sales projections. They should be aware of the most appropriate lenders for you to approach so that you may obtain financing from them. It is expected that they will be able to improve your presentation so that you can win over the investors.


Your business’s accounting has to be automated by your accountant so that information regarding sales and expenses may be uploaded straight to your records. In addition, they are responsible for setting up the billing systems that inform you of what has been paid and what has not been paid yet. A reliable cloud accounting software will even allow you to send email reminders to customers who have not yet paid you.

Your accountant needs to assist you with automating cash flow dashboards, key performance indicator tracking, and accounts payable, as well as setting up mobile accounting applications, so that you may manage your finances whenever and wherever you choose. Even if you are travelling for work, you will still be able to monitor your company’s success, determine where you stand, and ensure that you are on top of your spending thanks to this.

Your accountant ought to additionally establish an inventory system for you, determine the cost of maintaining inventory and devise methods for you to cut costs and make savings. He or she ought to be able to assist you in staying away from having to spend a lot of money on storage, losing money by having to write off damaged or outmoded items or losing income as a result of running out of supply. Your accountant needs to assist you in the appropriate management of your inventory, review your sales data in order to forecast your stock needs and even help you set up an automatic tracking system that monitors stock levels and places orders for things as they become low.

Automating tasks like staff scheduling and time recording, point-of-sale (POS), payments, customer relationship management, payroll, and invoicing may help eliminate additional unwanted distractions, and your accountant should be able to assist you in doing so. This approach has the potential to alleviate tension, bring down expenses, and guarantee that everything will operate well.

Engage with your team

Maintain eye contact with your team members and engage in conversation with them; go about the space and have conversations with them. Too often, it is easy to be locked away in an office with the door closed. Instead, engage your team members in dialogue that is pertinent to the task at hand, and don’t wait for them to come to you to manage them; wander about instead.

Batch processing helps people save lives and time

It is unnecessary to instantly process each and every request for a check, an invoice, or reimbursement. Instead, you should plan to handle these items over a specific time of the month, typically between two and three specific dates that you have already determined.

Be sure to disclose these dates to anyone who could come to you with a check request, and do it in a clear and concise manner. By making this information as accessible as possible to the rest of the company, we are able to cut down on the amount of “urgent” checks and reimbursements that are given out.

Weekly job targets

Keep your goals in plain sight. For instance, you may post your weekly goals on a whiteboard that is in plain view of all of your team members at all times. Then, discuss with members of your team daily what needs to be done to have these jobs shipped out the door. The majority of accounting companies do eighty percent of a work and then take an extremely long time to hand it over to the client.

Walk through the processes

Suppose you are an accounting manager or even just an account payable clerk, for example. In that case, you could have the opportunity to watch the process from the inside and get a glimpse of what the ideal world would be like if everyone obeyed the rules.

The viewpoint of other departments within your organisation, on the other hand, may convey the impression that these procedures are either a waste of time or are not essential to the process as a whole.

What exactly is the primary issue? It is not completely implausible that they are right in their assertions!

If the process is not maintained, it will eventually mutate into bizarre processes that combine amazing thoughts with terrible implementation. If this happens, the process should be stopped immediately. Therefore, at the very least once a year, put yourself in the position of a customer or another member of the department, and walk yourself through the full procedure as if you were actually taking part in it.

An Annual Process Review is an excellent technique to acquire useful insight into the areas of a company or department that require development. This may be accomplished by conducting the review annually. This is especially true if you ask a process expert or consultant to participate in the review, since these individuals are in a unique position to see things objectively through the lens of process improvement across the entirety of the organisation.

You have a complex and highly functional accounting program – use it!

Okay, so maybe you don’t have the top-of-the-line application that “essentially handles it for you,” but there’s a good chance that your organisation utilises some form of computerised bookkeeping.

Do not give in to the temptation to calculate things using a different system, no matter how strong it may be. Even if it looks like getting the system to perform what you want would take months of effort and time, you should investigate the possibility of hiring a software trainer to show you how to do this task or contracting someone else to write the code for the feature. In the long run, doing so will literally save you days and hours of your time.

Review the functionality that your accounting system provided or promised to provide during the initial phase of the purchasing process and ask yourself if it has delivered on those promises. Then, have a conversation with your elected official and figure out how to best argue that point.

Do not waste time on activities that a computer can complete

There are numerous facets of accounting that require substantial amounts of creative thought in addition to the ability to make educated decisions.

However, if we take things into consideration, there are a few functions inside the accounting department that can be performed by computers in an EXTREMELY efficient manner. Despite this, we finally moved on from utilising abacuses in favour of employing calculators in our calculations.

Not only is it possible for an accounting department to use the appropriate software solution to enable their computers to automate mundane processes such as routeing or decision-based form control, but they are also able to completely remove paper forms from the process of making a purchase request or issuing an invoice and replace them with electronic forms and document management. This allows them to save a significant amount of time and money.

In spite of the fact that this could make things more difficult, in actuality it is not. Think about your current process as if it were being carried out in an ideal scenario, and then try to envisage the stages that a computer could complete on your behalf. This will help you determine whether or not a computer could be of assistance to you. For instance, a machine has a very easy time enforcing regulations that have no exemptions, which guarantees that mistakes will not be made in reference to the method for approval and who should be making what judgments.

When systems are connected together through a document management system, there is no longer a need to worry about double-entry. Therefore, a straightforward interface that does not need coding with the software used by the accounting department should be a basic feature.

Customer and revenue analysis

Your accountant should review the entirety of your customer database with you and perform an in-depth profitability analysis on each individual client in order to assist you in determining which customers are the most beneficial to your company. You might be astonished to learn that the ones that cause you the fewest hassles are likely the ones who provide you with the most margin and profit; for this reason, you should not neglect them.

Product/service and price analysis

Any product or service lines in your company that are not meeting expectations should be reviewed by your accountant. Reviewing the margin levels and determining which ones should be deleted because of their insufficient contribution to the bottom line should be one of the tasks assigned to him or her.

Your pricing should be reviewed by your accountant, who should then decide whether or not your prices are in line with the expectations of the market and determine how best to maximise your present price levels. If a price increase is overdue, you should consider whether or not doing so will considerably raise your profits.

Establishing pricing points is one of the most important aspects of running a successful business. You will be eliminated from the competition if the price you provide is either too high or too cheap. Your accountant ought to be able to assist you in setting competitive pricing points based on knowledge gleaned via benchmarking, all the while ensuring that your bottom line has sufficient “flesh” in it.

Tax planning

Your accountant has to provide proactive tax planning to save money on your yearly tax obligations. You would require that sum of money to reinvest in the company and obtain the level of income you are aiming for. Your accountant should employ several methods to find the structures that would provide your company with the lowest possible tax burden.

Major developments are shaping the accounting business on a global and local scale, and these trends are already affecting the way accountants go about their profession. The industry will have the potential to dramatically increase its productivity due to these megatrends. However, accounting companies and financial operations will face a significant problem in the future when it comes to determining their future value proposition and transforming themselves in order to continue being valued by businesses, governments, and communities.

Although technical abilities will continue to be essential, there will be a greater emphasis placed on higher-value work to give stronger critical insight and connection development. Having to navigate the unpredictability of the future calls for a particular frame of mind. It will be necessary for businesses to recruit and keep workers who are capable of exhibiting strategic thinking, business acumen, and leadership qualities and who can also contribute to a diverse and inclusive working environment.

To take advantage of the opportunities presented by emerging technology and make the most of the outputs and efficiencies offered by highly qualified workers, many business models are going to require significant modifications in the near future. Regulatory arrangements must make it possible for organisations to function as effectively as possible. And educational institutions will have to be responsible for preparing the next generation of workers for the new methods of doing their jobs. Increases in accounting sector productivity may also have a favourable influence on other sectors of the economy, which would magnify the impact of the original productivity boost.



Guest post by : team Form -

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