Optimizing Operations: Mari Ramirez CPA Firm's Journey with Soraban

Company Profile

Overview

Mari Ramirez runs a CPA firm that processes approximately 350 individual tax returns annually. The firm primarily uses ProSeries for tax preparation and SmartVault for document storage.

As the firm grew, it became increasingly difficult to manage client data, tax organizers, and signatures effectively. This led to inefficiencies, manual processes, and a need for more streamlined operations, particularly during tax season.

Challenges

The firm faced several operational challenges, especially related to tax season workflows:

Tax Organizers: The process of sending tax organizers was cumbersome, and many clients failed to complete or return them.

Solution

Soraban offered Mari’s firm an all-in-one platform that addressed the pain points related to tax season operations. The solutions provided are:

• Centralized Document Management: Soraban brought all client data and documents into one platform, simplifying access and reducing the need to juggle multiple systems.
• Automated Text Notifications: The ability to automatically send reminders to clients for missing documents or incomplete forms improved follow-up and reduced delays.
• E-signature Integration: With Soraban, clients could sign engagement letters eliminating the need to chase down physical signatures.

By adopting Soraban, Mari was able to automate several aspects of her workflow, reducing the administrative burden on her team and improving client interactions.

Implementation

The transition to Soraban was smooth, with the platform’s team assisting in the data migration and setup process. Key implementation steps included:

• Client Data Import: Soraban’s support team helped Mari import client data from ProSeries, ensuring a seamless transition to the new system.
• Bulk Document Management: Soraban’s platform allowed Mari to attach client documents directly to their tax organizers, reducing the need to manually search through multiple files.
• Automated Workflows: Automated reminders and notifications ensured that clients received timely follow-ups without manual intervention from Mari’s team.

With Soraban, the firm was able to streamline operations quickly, and Mari noticed an immediate improvement in how tasks were managed throughout tax season.

Results

Since implementing Soraban, Mari Ramirez’s CPA firm has seen significant improvements in efficiency and client satisfaction:

• Streamlined Processes: All client data and documents are now managed within a single platform, drastically reducing the time spent on manual tasks.
• Improved Client Experience: Clients found the new system easy to use, with automated reminders and electronic signatures simplifying their interactions with the firm.
• Enhanced Document Organization: The ability to automatically attach documents to organizers allowed Mari and her team to stay organized without searching through multiple files.
• Reduced Administrative Load: Automated text notifications and reminders ensured that clients followed up in a timely manner, reducing the manual burden on the team.

Conclusion

Soraban transformed the way Mari Ramirez’s CPA firm operates, particularly during the hectic tax season. By centralizing client data, automating reminders, and simplifying document management, the firm significantly improved its operational efficiency.

Mari is now able to focus on higher-level client service, knowing that the administrative side of the business is running smoothly.

With Soraban in place, the firm is well-positioned for continued growth and success, and Mari & team can look forward to future tax seasons with far less stress.