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Tutorial: Accountants and bookkeepers

Three test projects to run in your office. Each shows what you give your staff, what comes back and where you stay in control.

Today staff write the drafts and you approve them. Connections to email, chat, calendars and shops are being added one at a time, so early customers copy or send approved text themselves.

Your office map

You sit at the top. The director sums up the week, managers oversee their teams and each staff member does one job.

YouDirectorYou approve everything firstFinance & LegalManagerContracts & deadlinesBookkeepingInvoicingCustomer & SalesManagerEmail support

Staff on this map are the ones suggested for this type of business. You can hire fewer or more.

How one task travels

Every task follows the same path, whatever the business.

1A message arrivesEmail, chat, an order,a request2Staff draftsA reply, post, entryor invoice3Waiting for youIt sits in theapproval queue4You decideApprove, editor reject5It is recordedActivity log andweekly reportIf you edit or reject, the draft goes back to your staff.
1

Your first task

Run one real message through your office from start to finish.

It arrivesThree clients have not sent their receipts for the quarter.
Contracts & deadlines draftsThree polite reminders listing what is missing and the date you need it by.
You decideApprove
It is recordedActivity log and weekly report

What to do

  1. Join Colleo and choose this type of business. Your office is set up with the staff on this page.

  2. Open your office and go to the staff member below.

    Contracts & deadlines

  3. Give them this message.

    Three clients have not sent their receipts for the quarter.

  4. Wait for the draft to appear in your approval queue. It is a draft only, nothing is sent yet.

    Three polite reminders listing what is missing and the date you need it by.

  5. Read it, then approve, edit or reject it.

    Approve

What you should see

  • The draft is waiting in the approval queue, not sent
  • The activity log shows what was done and when
  • One task is counted in your usage
2

A normal week

Feed your staff a few days of normal work and see the weekly report.

What comes inFiling deadlines
Email support draftsOne draft for each item
You approveClient emails
What you getMissing documents chased

What to do

  1. Add three or four items of this kind over a few days.

    Filing deadlines

  2. Let Email support draft a reply for each one.

  3. Approve the ones that are right, edit the rest, and keep the approval list short each day.

    Client emails

  4. At the end of the week open the Overview and read the manager report for each team.

  5. Read the director's weekly summary: what was done and what needs you.

What you should see

  • Missing documents chased
  • The manager report counts every approved draft
  • The director's summary lists what still needs you
3

A tricky case you keep for yourself

See how your office holds sensitive work for you, and how trust is earned.

What comes inInvoices and fees
Bookkeeping flags itIt is held, not sent
You decideInvoices
Your next stepKeep Draft only for this type

What to do

  1. Send something sensitive or unusual to your staff.

    Invoices and fees

  2. Check that the draft is held for you and marked as needing your decision.

  3. Edit the wording yourself and approve only when you are happy.

    Invoices

  4. After a few good weeks, you may move routine staff to Auto low-risk. Keep sensitive work on Draft only.

What you should see

  • Sensitive wording is held for you every time
  • Nothing about refunds, complaints or money leaves without you
  • You can step staff back to Draft only at any time

Ready to try it for your business?

Colleo is in private pilot. Tell us about your business and we will set up the staff above.

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