Practice Management Software for CPA's | QuickBooks Integration Case Study

The Client

The client is Whitfield & Associates LLC who is based in Chicago, the United States. Belinda Whitfield touched base with Satva Solutions for the QuickBooks Online development services. She is the founder of Whitfield & Associates LLC they are a CPA firm that helps churches & non-profit organizations to manage their accounts, finances & their compliances around the United States.

The Challenge

We started with the challenges as Belinda was initially working with another software development firm who were not able to deliver the features in a timely manner & the cost was too high & the developed web application was not based on a cloud architecture.

Thereafter, Belinda stepped in with Satva Solutions when they were using a fixed VM based web application where the performance was low, it had many scalability issues & it was hosted on DigitalOcean which cost them on a higher level and the cost was constant even if the resources were not used.

All these challenges made Belinda find Satva Solutions &, we are grateful to have a very enthusiastic, knowledgeable, punctual & very well-experienced client - Belinda.

Find more in The Solution section on how we managed to reduce all the challenges & help Belinda develop a Practice Management Software web application.

The Solution

Looking at the initial structure of an application Satva took 1-2 meetings with Belinda & understood her requirements. After understanding the requirements, Satva proposed to follow the scrum methodology & started off the project with the design sprint keeping the branding of Whitfield & Associates LLC intact. The design sprint successfully created the UI/UX of the web application with the Dashboard & the module designs.

Once the design was fully discovered, the scope was within the wireframe which then led Satva’s developers to start with the development of the Practice Management Software on a time & material basis.

Practice Management Software is a web application that is used to manage a portfolio of QuickBooks Online clients, automate tasks & reporting & help to streamline the workflow. In financial terms, it helps the CPA firm to integrate, automate & validate client’s data from QuickBooks Online. It is specially designed according to the accounting needs of churches & non-profit organizations based in the United States

Results

Whitfield & Associates LLC was able to use the Practice Management Software for more than 80 clients to which lead them to automate the accounting process for all 80 clients.
Manage clients, employees, vendors in one platform
Summarized & detailed action items are presented with the help of a Dashboard for every client.
More than 5 Million transactions are synced using Practice Management Software
With just a team of 3 employees client is able to manage the accounting, taxation & advisory elements of 80 clients using Practice Management Software.
By using Practice Management Software 30 custom reports can be generated which are focused on the bookkeeping auditing including payroll & 1099 reports which are not inbuilt shared by QuickBooks.

Key Features within the Practice Management Software

Account Reconciliation Status Management: This module is designed as per the rules of CPAs for accounts reconciliation where it verifies the two sets of records to check that figures are correct and in agreement & maintain the status on the dashboard.
Pre-Check up Issues: The admin & the end clients will be notified via Pre-Check up issues module which dumps the QB Online Data & finds out the validations & reports in this particular module.
Payroll Practice Issues: Payroll is one of the modules which clients wanted to automate for their clients & employees. This module keeps an eye on the payroll for each & every employee in the company
1099 Practice Issues: This module helps the CPA firm to help & track the records of the vendors which are within the company. Vendors can also be a part of the web application where they can define their unvalued fields with correct information & keep it updated.
Practice Review reports: There are a bunch of reports which are generated under this module that are visible to the admin role. The list of reports the clients will be able to generate are: