Learn now how to optimize accounting routines?

Accounting routines: learn now how to optimize them!

Accounting routines are part of the day-to-day of every office and need to be managed with great attention to details and deadlines, as they can interfere with other areas and compromise processes.

Therefore, it is important to keep the focus on the accounting routines not only of the accounting firm itself, but also of the clients’ businesses, avoiding errors and collaborating for greater productivity.

In this content, we selected the main accounting routines for you to be aware of and some tips on how to optimize them, making the flow of this process more agile and practical.

What are accounting routines and what are they for?

Accounting routines involve the financial activities of a company, as well as payments, receipts, salaries, taxation, taxes, among other movements of the same type.

In addition to these activities, the preparation of budgets , balance sheets, accountability and financial reports are also part of the accounting routines , documents that are essential for the company’s decisions.

To speak in general terms, accounting routines are involved from the beginning of a company to its framing and formalization, persisting throughout everyday life. They involve specific activities, but that are directly related to business management.

What are the accounting routines of an office?

The processes involved in accounting routines can be divided into larger areas, which encompass all activities of the same type. However, it is necessary to remember that some factors interfere in this routine, mainly the size of the company and the tax regime, for example.

See below some areas involving accounting routines:

Tax deed

This area includes financial issues in general, which are not related to employees, as well as activities related to the tax regime  adopted by the company.

Tax writing comprises activities such as recording incoming  and outgoing invoices, producing the tax books required by the government, and also approving tax withholdings, taxes and contributions related to the invoices.

Protocol

The protocol is the area responsible for organizing and identifying all documents under the responsibility of the company. This organization also involves the receipt, filing and distribution of documents  internally to other areas.

Personal department

In the personnel department, as the name implies, it involves activities related to the company’s personnel, teams and employees. In this area, activities involve admission and dismissal control, as well as the records of all employees and the preparation of payroll  and paychecks.

Accounting department

Finally, the accounting department is responsible for managing all accounting data made available by the other sectors of the company. The team in this area prepares reports, using the information collected, and delivers them to management, who will use them as a basis for making certain decisions.

How to optimize accounting routines?

Since accounting routines are part of the office’s daily work, it is interesting to review the way they are done and think of ways to optimize these processes, saving time and increasing productivity.

In addition, the quality of work will stand out and the office’s internal processes can be improved, making the flow of activities more organized and practical.

See below for some practical tips to optimize office accounting routines.

Divide the departments

As we said, accounting routines can be divided into sectors, according to the origin and type of activity. Thus, dividing the departments and establishing the tasks of each one are the first steps for the organization.

If your company or office has an accounting sector  without this division, perhaps it is time to think about implementing it and ensuring that there is a team responsible for each flow of tasks.

Make a plan

Invoices and legal documents involve deadlines to be met, so ensure that the team involved in each sector is aligned with the delivery date and the necessary requirements for each demand.

Planning is essential to keep the whole team on the same page and working in a complementary way, to increase productivity and deliver with more quality.

Map processes

The basis for a smooth operation of processes is documentation. We know it’s almost impossible to get it right the first time, so we’ve perfected processes and improved the flow of activities, defining steps and filling gaps.

With process mapping,  it is easier to keep activities running correctly, in the best possible version of the workflow, and to ensure that the process will be maintained even if there is a change of employee or a new admission.

Use digital tools

We have already commented on the importance of digitizing the office  to increase work productivity and information security. However, in addition to this, relying on digital tools can save the team time in performing manual tasks, such as issuing invoices, for example.

Other important tools  are: platforms for saving documents in the cloud, shared schedules, task and demand management, and a good communication tool to keep the team aligned.

Empower the team

We mentioned the word “team” a few times in the last topics, because it is the center of carrying out accounting routines. Therefore, invest in training for the team, such as workshops, lectures, online courses on agile methodologies, work formats and use of tools.

Set goals

To ensure the focus on delivering activities in order of importance, deadline, requirements and production time, it is a good idea to establish goals  for each sector and team. With well-defined goals, each team can focus on its deliveries and divide the demands between each member, increasing productivity.

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