Client
Blue Amber Bookkeeping, an ISO9001 certified bookkeeping firm in Australia.
Challenge
While the firm maintained high standards, their internal processes were managed across disjointed platforms including Word, spreadsheets, and Dropbox video.
Key Results
- Consolidated quality management system (QMS) and improved audit outcomes
- Automated repetitive tasks — resulting in significant time savings
- Streamlined staff training
The Challenge: Disjointed Systems and Version Control
Before adopting a centralized system, Blue Amber Bookkeeping struggled with fragmented information management.
- Fragmented Resources: Checklists, procedures, and training materials were stored in separate locations
- Inconsistency: The disjointed nature of their documentation led to repeated information and the use of incorrect or outdated versions
- Manual Overload: Staff had to manually create quarterly checklists for client reporting — a task that required generating roughly 100 checklists every quarter for Business Activity Statements (BAS)
- Repetitive Training: Training for new staff was conducted face-to-face on a one-by-one basis, leading to redundant work for senior team members
The Solution: A Unified Quality Management System
The firm transitioned to Way We Do to integrate their entire QMS into a single location
1. Integrated Documentation
Way We Do allows Blue Amber Bookkeeping to link checklists directly to procedures. This ensures that when a team member opens a checklist, the corresponding instructions are immediately accessible. Additionally, checklists can now be incorporated into one another, meaning updates only need to be made in one spot to reflect across the system.
2. Automated Workflows
Blue Amber utilizes automation features to eliminate manual administrative burdens:
- BAS Automation: The 100 quarterly checklists that were previously created manually are now generated automatically.
- Reporting: Quarterly client reporting checklists are now handled by the system’s automation tools.
3. Streamlined Onboarding
Lucy Milekovic highlighted the training modules as a favorite feature. The firm now embeds training videos followed by quizzes to verify comprehension. This automated approach replaced the repetitive face-to-face training sessions.
“It’s made their lives easier on a day-to-day basis, so who wouldn’t embrace that? Time-saving, that’s the biggest one.”
— Lucy Milekovic, CEO, Blue Amber Bookkeeping
Results: Improvements to Efficiency and Culture
The implementation of Way We Do has delivered measurable improvements to their efficiency and culture.
- Operational Efficiency: Significant time savings through automation and easy access to tools.
- Cost Reduction: Reduced overhead by consolidating multiple software subscriptions into one platform.
- Quality Control: Ensured the team has the right tools to produce work to the promised standard and timeframe.
- Compliance: Quality management is simplified during audits; Blue Amber’s ISO auditor noted the improvement.
- Team Morale: Initial resistance to change was overcome once staff realized the system made their daily tasks easier and less frustrating.
By moving away from a mix of spreadsheets and manual folders toward an automated, centralized platform, Blue Amber Bookkeeping has solidified its position as a leader in quality-certified bookkeeping. The firm credits much of this success to the support received during the transition, particularly the extra support package which ensured they used the software to its full extent.
