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How to optimize QuickBooks online accounting manual tasks by using Robotic Process Automation?
QuickBooks Online is used by millions of small and medium sized businesses. Though QB Online has some in-built automated workflow features, there are other functions that still require manual intervention. Automating these manual tasks improves all-round efficiency and fetches you more time to focus on growth-generating functions.

Some of the manual tasks that can be automated in QB Online are:

  • Validate and enter transactions from bank statements/credit cards
  • Classify transactions accurately
  • Accept transactions in batch mode and perform reconciliation
  • Import transactions automatically once credentials are provided
  • Classify and process invoices sent by vendors/suppliers
  • Automatically create and send invoices via QuickBooks online
  • Download and send generated reports by QuickBooks online such as profit/loss statements, balance sheets and reconciliation reports
A step by step process of how optimizing accounting manual tasks in QuickBooks Online using RPA can play out.

Step 1: Process analysis:

The first step is to choose an optimal candidate for automation. A suitable candidate refers to well-structured process with template based or pre-defined set of repetitive tasks – that is carried out by your employees on a day to day basis.

Here’s what to look for in a test automation project:

  • Rule-basedwith the same steps being repeatedly performed
  • Data intensive and involves a large volume of transaction
  • Involves manual calculation and are prone to error
  • A process that adds value to the business
  • A process that shows discernable ROI
Our RPA experts can analyze and do a study on the selected process to establish the target automation scope. By performing this analysis we can understand the manual process, volume of transactions, recurring steps and the areas that require subjective judgment – as in where a human is required to select between “yes” or “no” options.

Step 2: Create a Proof of Concept (POC):

As a next step our RPA analysts will quickly program a PoC to demonstrate the scope of the proposed automation project. From a PoC, you can understand whether automating your specific accounting manual tasks are viable and if the automation concept would work on your environment.

A Proof of Concept (PoC) will outline the different phases in RPA implementation, including;

  • Timeline (start and end date)
  • Different phases of the project (functional and technical)
  • Platform infrastructure
  • Control and monitoring
  • Deployment
  • Scalability
  • Security and support
You can also look at different scenarios and decide on accounting functions that needs to be automated and the ones that can remain an exception.

Take a look at our bookkeeping BOT in action

Step 3: Development of the automation project:

Once PoC is approved, our RPA development team will build and deploy the actual project. During the test run you can see in real-time how a BOT can perform typical accounting tasks in minutes which would otherwise take hours for your team to complete.

During the development phase RPA team will

  • Work on methodologies
  • Set rules to BOTS based on your process
  • Test BOTS working in your environment
  • Launch and implement
  • Manage and fix issues (if any)
  • Post implementation support

BOTS interact with systems and applications, exactly like how a human does. Intelligent automation technologies such as patter recognition, image processing, contextual analysis and optical character recognition (OCR) help BOTS extract/sort unstructured data, make decision and complete manual accounting tasks with greater control for accuracy, speed, compliance and security.

You can see how a QuickBooks Online BOT is able to login automatically, fetch data, categorize, process invoices/bills, generate report, send emails and securely store data – exactly imitating how your employees would perform their day to day accounting functions.

The need for accuracy and speed at an affordable price, coupled with the desire to serve more clients is now possible – Thanks to Robotic Process Automation Technology.

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