Office robot in the digital bookkeeping - automation at its best

16/9-2022 - written by Frederik Kromann

Office robots help in your bookkeeping - as efficiently as possible!

We have selected 3 robots that we would like to tell you about. They help us keep our accounting department running smoothly.

What IS an office robot - and can it help in your bookkeeping?

But first, perhaps we should explain what an office robot actually is: imagine that you have an employee who does EXACTLY what you have asked him to do. Day in and day out - WITHOUT making mistakes.

Unfortunately, there is only one problem. The person can't think for themselves at all, so you need to be very precise about your explanation. That is, you are dealing with an employee who is really just a piece of software that moves your mouse and uses your keyboard without you having to do anything. I.e. the robot runs day and night and does exactly what you have described it to do. Your big challenge is to find tasks that are rule- and logic-based.

We use robots on top of E-Conomic and have a wide range of tasks that are solved automatically every day all year round. All our robots are developed by - so we can concentrate on what we do best. Providing a virtual finance function for our customers.

RPA office robot

Use office robots to increase your efficiency

1. The deposit robot

The deposit robot looks in your bank reconciliation. We make sure that customers ONLY deposit via the joint deposit card +71. This means that each payment has a unique number combination consisting of the invoice number and a check digit. This means that the office robot does the following:

  1. logs into e-conomic
  2. Goes to the bank teller
  3. Finds all FIK deposits
  4. Offsets them at debtor level
  5. Transfers the entries to a draft
  6. Bookkeeper draft
Deposit robot
This is the process for a deposit robot

2. The accounting robot

In fact, the deposit robot has already taken advantage of a feature that we often use in isolation. It is the cashbooking robot. If you have customer jerk systems, these often only work if the cash drawer is pressed book.

You may have Farpay to take care of your deposits but a completely different system to take care of the reminders. In that situation, it's smart to have an office robot to keep the records.

We use Novemberfirst to pay supplier invoices. The payment itself is put in a separate draft. Here it is smart that an office robot posts this draft continuously so novemberfirst can see that there are no open supplier invoices.

3. Bank data robots

This robot is one of the very best we have. If you are an experienced e-conomic user, you probably already use their bank reconciliation module. If you are NOT yet - then this is a huge mistake. It is essential for efficient bookkeeping that you have this part under control.

When you finally start using the bank reconciliation, the problems start:

  1. Either manually download a csv file from your online bank and upload it
  2. Alternatively, use e-conomics smartbank function

Unfortunately, the smartbank module relies on something called Aiia. And once in a while there are burps in their so-called API. This can result in the data you see in the bank reconciliation not being complete. You may also end up deleting an entry. Regardless, there are plenty of possibilities for errors that mean you can't always trust the bank reconciliation.

This means you end up logging into your online bank to validate the figures and make sure your bank is really right.

Fortunately, we had officebot create a robot that gives us a dashboard that compares the bank balance with the balance that the bank reconciliation module in e-conomic thinks it is. That is, it is not a reconciliation of whether the accounting is correct, but simply a reconciliation of whether the bank reconciliation module has valid data.

We have simply experienced too many times that we thought the bank reconciliation was OK, and subsequently it turned out not to be. That's why we invested in this robot. Now we don't have to spend time logging into customers' banks to make sure we have bank data in order. With officebot's solution we have made sure that it is ALWAYS in control.

3 tips for getting started with your first office robot

1. Just jump in - it doesn't hurt to get started - it's just really important that you get started so you can gain some experience

2. Choose a partner so you don't have to develop office robots yourself - that's too time-consuming

3. Eye level - make sure you are able to inform your customers about the options in an easy and understandable way

Written by:

Frederik Kromann

Frederik Kromann

Frederik, also known as "The Luddovne accountant", has over 10 years of experience in digitizing and automating bookkeeping

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