Transforming Administrative, Operations and Billing Workflows

Client Background

An educational program provider was managing their operations using labor-intensive manual processes. Despite having a small team, the client was responsible for managing all program operations, including client communications, payments, and record-keeping in addition to educational development and administration. 

Problem

The client was primarily using Google Sheets and Google Drive to manage their operations. Previous attempts to solve these issues were limited to using templates, but the manual effort required to move data across platforms and update clients was significant. 

Challenges

• Manual Data Entry: Templates were used, but all data had to be transferred manually.
• Client Communication: Sending emails to clients about their setup, payments, and status updates were done manually, leading to inefficiencies.
• Payment Tracking: Payment status was manually checked and recorded, causing delays and potential errors.
• Record-Keeping: Searching through multiple Google Sheets for client history, orders, and payments was time-consuming and error-prone.

Solution

Ace Workflow’s ‘Minimize Manual’ approach automated key tasks using Airtable, Zapier, and QuickBooks.

• Automated Client Communication: Implemented an automated system for sending emails regarding client setup, payment confirmations, and overdue notifications, reducing the need for manual follow-ups.
• Streamlined Payment Tracking: Integrated QuickBooks with Airtable to automatically send reminders for pending payments and confirm payment receipt, eliminating manual checks.
• Consolidated Record-Keeping: Centralized client data, including orders and payments, in Airtable, allowing easy access and real-time updates, replacing the cumbersome process of manually compiling data from multiple sheets.

The Transformation

• From: manually transferring data between Google Sheets and Drive, sending emails for client setup and payment tracking, and consolidating records, leaving team members overwhelmed by multiple manual processes.

‍

• To: automated data transfers in Airtable, client communication and payment reminders, centralized records, and more team capacity for strategic tasks.

‍

Direct Impact

The implementation of the 'Minimize Manual' process led to the following significant improvements:

• Time Saved: Freed up significant time for team members, allowing them to focus on high-value tasks.
• Error Reduction: Minimized errors associated with manual data entry and tracking.
• Improved Efficiency: Automated workflows resulted in faster processing and response times for clients.
• Employee Satisfaction: Reduced workload and streamlined processes improved overall team morale.