Digitisation at the heart of accountancy firm’s growth strategy 

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Despite being newly incorporated, Prosperia is not your average start-up accountancy firm. The brainchild of founders Adam Cooper and Thomas Gibbs, the business has an impressive client portfolio and a drive to deliver a professional, personal service that differentiates Prosperia from other accountancy firms. It was this commitment to service that led the business to invest in Workiro’s document management capabilities.  

Adam explains, “I’ve worked in firms where the software and IT systems have completely undermined both the client and the employee experience. Our vision was to create a culture where the client experience was unrivalled, and that meant investing in tools that simplify workflow and make life easy.” 

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Digital document management

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The first step was to implement Virtual Cabinet - a document management tool which allowed the company to digitise all paperwork and create an online portal for client communications. 

“Having seen the fallout caused by software going bump during tax season - missed deadlines, frustrated clients, and untold stress on the team - we weren't willing to take any risks. Virtual cabinet gave us a robust and easy-to-use system that we 100% trust for storage, retrieval and management.” Adam explains. 

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Workiro: document management and e-signatures in the cloud  

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Having made the first step towards digitising their processes using Virtual Cabinet, Adam and Thomas wanted to further enhance the client experience. In particular, they needed a system that would allow them to achieve compliant digital signatures - quickly, and in a specific place on the document. The team at Virtual Cabinet recommended Workiro, an all-in-one, cloud-based solution that combines task and document management capabilities with e-signature functionality. 

Originally designed as an add-on to Virtual Cabinet, Workiro gave the Prosperia team an easy way to request, track and store e-signatures. As well as being far faster than paper-based methods, the cloud-based system offered the added advantages of document management, task management, Office 365 co-editing, automatic email management, instant messaging, and PDF markup.

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Ideal for remote collaboration

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With nine members of the team in a client-facing role, and a further ten in back office and administrative roles, ensuring a single source of truth for securely sharing legal and financial documentation was paramount. 

Adam continued “Our admin team works remotely, so it is even more important that the system updates in real-time, and that we can have absolute trust that the files we access are the latest versions. Workiro integrates beautifully with our accountancy software, which doubles up as our CRM. So we have a single client database - with everything in one place, and no fighting with software!”

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Fit for the future 

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Whilst day-to-day client interactions are now fully digitised, there are plans in place to work though the archive. Adam and Thomas’ professional and proactive approach to managing client relationships means that a proportion of their client base have been with them for many years. The team aim to use Workiro to create a secure, cloud-based document management system for all of their historic files -  going beyond the legal obligation of keeping files for 7 years.

“There have been times when clients have asked questions relating to how we handled an account years prior. If we have that information, we want to be able to access it at the click of a button. No trawling through files, no wasting time.” Adam explains. 

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Software that enhances productivity

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The primary goal when Prosperia first launched was to offer exceptional service to clients, at the same time as creating a productive, positive and passionate culture where people are empowered to reach their full potential. Adam and Thomas believe that is this ethos that attracts top talent, and engenders success - for the team, and their clients.

“Having helpful, easy to use tools in place is a big part of ensuring that we are easy to work with - and for. Using Workiro has allowed us to achieve exactly what we set out to achieve - seamless, modern client communication and secure document management which works with us, not against us!”