Like a stray puppy that finally finds a warm home, it’s fair to say we were ready to love almost anything. But it’s nice when you do better than that.
I’ve just walked out of a demonstration of WorkflowMax (WFM) using our own practice data. There’s a little more to do yet, but the idea was for us to get some of our management team together and see whether it was on the right track.
Naturally we’re reserving a thorough critique until we get in and use it. But initial impressions are quite simply…wow!
If you’re reading this but unfamiliar with the Xero architecture, WFM is the job/practice management module that integrates with Xero.
There were a total of five of us in the room and you could actually see smiles appearing on the faces of people as questions were answered and concerns eliminated. It was a great mix of the old and the new. We felt comfortable that we could get our data into WFM in a way that was familiar. But it was also quickly apparent that we could leverage that data in an entirely new, more powerful – and frankly better – way than ever before.
We’ve pledged to be as honest as possible in this story. We want to cut through the marketing hype and give a realistic assessment of what’s involved in transitioning an accounting practice to Xero, and whether it can deliver on the promises. I’ve sat through many software introductions over the years and I can honestly say that this is one of the first times I can remember where the experience has matched the pitch.
So far, of course. There’s a way to go yet. Today was somewhere between a demo and a first hand experience. It was a demonstration but it was using our data, and responding to our questions about what it could do with that data.
The most significant impact came when realising the number of separate systems that can now be replaced with a single – and integrated – solution. Sure, it does our invoices and then automatically posts them to our ledger for accounting purposes (our existing system doesn’t post them).
But it also can manage our leads and quotes. Previously we’ve used a makeshift spreadsheet for lead management and it doesn’t integrate with anything. We’ve always generated quotes using Word. Now we can generate a quote using our task list and when the time comes to turn that into a job, we can automatically convert the quote.
We can see all of our practice KPIs on a single report, generated automatically from live data in the system. Previously we have always had to generate special management reports on a monthly basis by manually inputting key data from our system reports.
And while we’re on the subject, just the ease at which we can customise and create reports was staggering! You mean we can just use a graphical interface and select fields? It currently takes a post-grad in astrophysics to even interpret our report writing system itself, let alone output anything meaningful from it.
We currently use a separate workflow management system which requires us to manage jobs separately from our practice management system. OK, so it’s nice to be able to see at a glance where everything in the practice is up to whenever we go into WFM. But even better, WFM can proactively remind us of progress dates and deadlines via RSS or by integrating with our Outlook calendars!
There is much more to say but that’s a good start. Perhaps at this point you’re thinking that none of that really sounds like a big deal. And you’d be right. We’ve become so accustomed to mediocrity that we’re too easily impressed. Almost all of the data that WFM will give us to truly manage our practice is in our existing system. On a day-to-day basis, our users won’t have to do much different to what they have always done. They enter their time each day, allocate it to a job/client, nominate a task, and hit enter. But it’s one thing to have data. It’s something else entirely to have information. We thought we already had a practice management system. It turns out all we have is an invoicing and debtors system – and not a great one at that.