How Copernic Can Help Accountants Reduce File Searching Time
All accountants know that time is money, and the use of time is a valuable commodity. Unfortunately, not all accounting tasks are time efficient. One of the most time-consuming aspects of accounting is the need to search for files. A recent survey by Canopy found that 69% of accountants report spending too much time gathering documents for their clients. 83% say that looking for the right document is more problematic than clients not showing up for appointments.
The Multi-Platform Accounting Challenge
While many (if not most) accountants have migrated to fully digital documents, this hasn’t provided the efficiency boost that the transition seemed to promise. All too often, accountants must deal with a different digital platform and file storage structure for every function. There may be one for invoices, another for tax documents, another for historical records, and yet another just for sharing documents with clients. 76% of accountants use separate systems for client and coworker document management. Accountants often find themselves losing time toggling between applications and searching for the exact documents they need.
Fortunately, there is a solution that doesn’t require the massive migration to a single unified document system. The answer is Copernic Desktop & Search, an advanced file-searching program that can index and identify file locations across multiple local, network, and cloud file systems in the blink of an eye. This can help accountants achieve a 51% increase in productivity from using a single platform without abandoning the multi-platform workflow that has formed organically for each firm.
If you are one of the 71% of accountants who want a better file-searching solution than you have today, Copernic can help accountants reduce time searching for files to achieve their true efficiency potential. Let’s take a closer look at Copernic Desktop & Cloud Search capabilities and how they will streamline your accounting file search and workflow.
Centralized File Search Across Platforms
Copernic can access files across multiple platforms, including locally stored files, files on the business network, and files stored through various cloud-based services.
One of the biggest challenges faced by accountants today is the multi-platform approach to finance management. Each financial task is often handled on a different platform with different document storage. Invoices, payroll, taxes, and investments may each be handled through different software and separate cloud servers. Data also shows that accountants often deal with separate internal and external document sharing with a platform wall between coworkers and clients. While this may be secure, it doesn’t make finding the right document easy in a comprehensive day’s workflow.
Rather than losing hours switching between platforms and trying to remember where you last saw a needed file, you can connect commonly accessed platforms to search them all at once.
Advanced Search Filters for Precision
Copernic also allows you to search your documents for specific details with a fine-tooth comb. Advanced search filters give you a level of precision that most platform built-in search features never achieve. For accounting, refined search filters are essential because many documents are identical except for a few small differences. When every invoice has a formulaic document title, but for slight changes in the date, amounts, or itemized charges, you can search with the level of precision you truly require for quick efficient location of exactly the right document in each task.
You can search for files by date range and use operators like AND, OR, NOT, and NEAR. You can search by title and the content inside each file. You can even search by metadata, like who created the file, file type, and file size.
Instant Results with Indexed Searching
Copernic accomplishes its multi-platform search performance through advanced indexing. This allows Copernic to keep a record of document data that can be instantly referenced once the index is completed. Through indexed search, you can see instant results of your current search parameters and watch the search results adapt in real-time as you continue to adapt your filters and refine your search.
As you watch your indexed search results load you will learn what works best to improve your search strategies and skills. The instant response can save literal hours that were once spent waiting for search quests to load and then trying again when the document you need hasn’t been found due to the wrong platform or imprecise search filters.
Integration with Email Platforms
In addition to the many local and cloud platforms that accountants rely on, many documents are also sent by email. This can take email overload to an entirely new level. Even if you are meticulous in sorting emails as they arrive, document attachments are often difficult to locate. Most email platforms do not scan attachment contents easily, and clients all too often send critical documents.
Once Copernic is connected to your email, it can quickly index and then help you search for documents stored in thousands of emails in your inbox, email folders, and expansive email archives.
User-Friendly Interface
Lastly, Copernic makes navigation of your files easy no matter how many platforms you connect with our user-friendly interface. Copernic keeps it simple while managing the complexity behind the scenes in a way that accountants will understand. You enter your initial search terms in the top bar, then can refine your search with advanced filters along the left-hand side.
Copernic provides helpful tooltips to guide your search process as you add filters and conditions to your search until the right documents appear in the results panel. Copernic then tells you where the file is stored and helps you access it directly without opening half a dozen platforms to get the job done.
Unlocking Your Accounting Firm Efficiency with Copernic
Whether your accounting workflow involves three or four document platforms or a dozen, Copernic Desktop & Cloud Search can help you optimize your workflow. Find every file you need with instant indexed search results and advanced search filters that you will soon be navigating expertly to find every document you need in moments. Try Copernic’s potential for yourself with a 30-day free trial and find your files fast!