KriyaGo - Blog #automate

7 Reasons Why Your Business Needs Accounts Payable Automation

Wed, 14 Sep 2022 09:00:00 -0400

There are multiple layers of work in an Accounts system. Accounts Payable is probably one of the most crucial parts of it. It is what runs the cash flow of the company and determines your expenditure. From invoice tracking, recording keeping, processing and clearing payments, it has many different aspects.

When the bookkeeping season starts the process becomes even more hectic because of a lot of extra work to close books. It can become extremely hard to keep track of all accounts if your business is set out for growth. But you also can not afford to miss out on payments to avoid conflict. An automated Accounts Payable system is the best answer to this.

7 Reasons why an automated Accounts Payable system will work for your business

Are you overwhelmed by the increasing and complicated accounts payable lists of your company? Then outsourced accounting services might be the best solution for your business. KriyaGo’s back office accounting services can help you automate your system. We will guide you every step of the way and make the transition smooth and hassle-free. Pick up a call with us today and discuss your business needs with us. This will ease the life of your back office employees and you can reassign them to better front office work.

Here are a few of the reasons why you should start automating the accounts payable system immediately.

1. Save overhead cost

When you automate and outsource your Accounts Payables you get expert help when needed. Highly skilled professionals will work on your account and there will be no chance of discrepancies. Why is this important? Not only do you not have to pay for these experts throughout the year, but these people will also give you valuable insights. Your in-house semi-skilled team might not be well equipped with the minute industry knowledge and will reflect in your bookkeeping if you don’t take charge. These insights will also save you from further penalties.

More than 60% of companies feel that they have very little knowledge of accounting and that is the crux of the matter. You need to identify your weakness and get back office outsourcing services to address the matter.

2. No chance of losing manual invoices

If you have an automated system then both your invoices and payments will be electronic. This leaves no chance for disparities and loss of documents or money. As many as 64% of businesses across the world insist that they want to shift to e-payments to avoid the hassle.

The automated system will not need you to process each payment individually and there will be no delay. You shed the load off your back and reassign your staff to other work. Get the heavy lifting accounting work done by the outsourcing partner.

3. Complete track of all transactions

When you do things online or in the cloud all transactions have history and evidence. There is hardly any chance for fraud or missing cash in such systems. There can be no financial fraud because all payments in an automated system are approval based. No transactions can work without the authorities giving a go-ahead, saving you the headache of money loss.

When the system is automated you also have evidence of who authorised which payment making the process hard to breach.

4. Get easy and quicker approvals

When vendors are breathing down your neck, getting manual approval on each invoice can become a hectic task. When all the invoices are uploaded in the automated system you can get approvals on the go and process transactions in a few clicks. You can also process approvals and payments remotely without physically being at your office desk.

5. No chance for human errors

Human errors in the Accounts Payable process can lead to a lot of double payments or non-payments due to gross overlook. Any vendor or supplier is bound to lose trust if they do not receive payments on time due to minor errors by your accounting team. To avoid such bad business you need an Accounts Payable automation system in place.

The data tells you why. Market statistics say that a business that depends on automated system accounting is 33% more likely to pay their Accounts Payable on time than manual ones.

6. Benefit from early payment discounts

There are many vendors out there who give early-bird discounts to loyal customers. You can reap the benefits of this with an automated Accounts Payable system. Re-evaluate your strategy and leadership well and understand how this can save money for you. Vendors provide as much as 1.5-2% of average discounts on early payments which means you can add them up and save thousands of dollars at the end of the year. The same survey also reveals that more than 62% of vendors want to be paid early. You can leverage this data with an automated Accounts Payable system to spend less money.

7. No legal or audit issues

As an automated Accounts Payable system works in a systematic manner there can be no delay in payments. All transactions work on their own based on set dates and other criteria. You can land into legal or audit issues due to non-compliance with regulations. The analysed data will be quickly ready on the automated system and can be readily produced in front of audit enquiries.

KPMG findings also say that audit and tax are making a digital shift all across the world, post-pandemic. This means if you automate your accounts system then the whole system will be easier for you as well. Audits will no longer mean sweating over discrepancies in Account Payables and Receivables and an easy end to the tax season.

Final Thoughts

Research data says that when a company automates their Accounts Payable process it cuts down paperwork significantly. It also increases the work efficiency of employees when the tedious data entry is lifted off their shoulders.

Handling this humongous and complicated process on your own is troublesome. You must get outsourced accounting services to simplify it. We at KriyaGo are waiting to help you get your Accounts Payable system automated and error-free. Want to know the minute details about how it works? Book a free consultation with and talk soon.

Why You Should Use VoIP For Your Business Calls

Wed, 10 Nov 2021 15:26:48 -0500

If you are looking for a reliable communication system for your business, you have probably heard about VoIP systems. As the name suggests, VoIP or Voice Over Internet Protocol uses the internet to make phone calls. More than one-third of businesses already use VoIP due to its cost-effectiveness and productivity.

Regardless of the size and type of your business, VoIP systems can be an excellent choice for their numerous benefits. If you are considering VoIP systems for your office, read on to know about how they can help your business.

Greater savings

The primary benefit of implementing VoIP is the low cost as compared to other phones. Traditional phone systems require wires to relay phone data from the caller to the receiver. As the number of wires increases, the calls also get more expensive. The price of each call also increases along with the distance.

But VoIP needs minimal equipment as the service provider hosts most of the infrastructure. This means you will have to set up little to no hardware, especially if you choose cloud-based VoIP. Usually, your mobile phones and computers act as softphones through a VoIP application. You can also use your old desk phones for VoIP, which adds to the cost savings.

Additionally, VoIP calls are independent of distance. You can place a call within your area or outside your country, the charges will be the same. This is because VoIP uses the internet instead of a wired network to make those calls. Telzio estimates that companies can save over 50% of their telecom costs by switching to VoIP.

Ideal for remote work

Recently, many employees have started working remotely due to the pandemic. A Nextiva survey found that 1 in 3 companies have teams that work remotely. Communication over the phone and the internet has been key to managing remote teams. But, is it possible to make your company communication system for all your remote employees?

Traditional phone systems have limited mobility. It was almost impossible to use the same business numbers at remote locations without services like call forwarding. But businesses that used VoIP could easily make this transition.

VoIP works mostly through phone apps which makes it accessible from anywhere. These apps display your business number regardless of the device it is used from. For example, consider using your phone for business calls during remote work. By placing your calls through the VoIP app, the receiver will see your office number instead of your personal one.

More than just a call

VoIP systems come with extensive features that are suitable for small and large businesses. One such feature that is commonly used is the conference call. VoIP comes with built-in features that allow you to call multiple people at once. In addition to video conferencing, it also lets participants share documents and files within the call, making the discussions easier and fruitful. This feature is especially beneficial as more businesses are relying on video calls for office communication.

Another popular feature used by over 77% of businesses is the find me/follow me feature. Through this, you can ensure that your business calls always reach you, no matter where you are. The find-me/ follow-me service directs business phone calls to a single device or location.

For example, if you are away on a vacation, you can direct the calls to your personal phone without purchasing additional equipment. All you need to do is set up the VoIP app on your phone and choose to take calls on your device. You can also direct calls to multiple devices, which is helpful if you often work from different locations.

Better call quality

A common misconception is that calls over VoIP have poor voice quality. This might be true if your only VoIP experience is through free calling services. These services are only meant for personal use and cannot provide the quality required to make professional calls.

But paid VoIP systems are different. They are built to support business calls which means longer distances and better quality. As long as you have a reliable internet connection, you can sail through both video and voice calls with minimal disturbances.

Additionally, VoIP systems also come with features such as noise suppression and voice activity recognition. This ensures that any background noise does not interfere with your call, making it a better experience overall.

Higher scalability

Growing businesses need to ensure that their business systems can adapt and grow with them. But traditional phone lines are simply very difficult to scale. If your company has additional communication requirements, you will need to add more devices and lines. Scaling such systems not only costs more but also requires additional space.

VoIP systems provide hassle-free scaling options. Adding more devices is as simple as installing an app and completing the registration process. This can be done within a few minutes at little to no additional cost. Moreover, you can scale across several geographical locations using the same number.

Efficient data usage

VoIP uses features like voice detection to save data during calls. About 50% of every telephonic conversation is silent, which lets VoIP systems save about half the amount of data used by traditional phone lines. Voice detection activates data transfer only when someone speaks into the line. This means better use of bandwidth and higher savings.

Highly reliable

Unlike traditional phone lines, VoIP systems come with many alternate options in case your primary communication system fails. For example, if your desk phones fail due to an internet outage, the calls can be directed to personal phones so you never miss an important call. VoIP poses a lower risk of communication failure by reducing the dependency on a single system.

Next steps

Using VoIP aids in clear and crisp business communication. If you want to upgrade to VoIP for your business, then finding the right service provider is essential. KriyaGo can help you implement VoIP systems by providing every resource that you require. Our experts have already helped several clients successfully implement VoIP for their businesses.

We assess your requirements to find the most suitable solution for you. Our experienced staff will provide you with the required assistance to make the most out of your VoIP systems. Our unique strategy helps clients make the necessary improvements to reach their target goals through VoIP.

Want to implement VoIP at your office? Book a free consultation with KriyaGo!

How To Use VoIP Calls In Your Business

Fri, 10 Sep 2021 09:00:00 -0400

With the advancement in technology, more companies are implementing VoIP for quality business communication. A survey by Software Advice found that most companies preferred VoIP over other forms of communication systems. The cost-effectiveness and high reliability make it one of the best systems for your office.

Choosing the right VoIP system requires thorough research and planning. Without proper guidance, upgrading to the VoIP system can look complicated and tedious. If you are unsure about where to start with VoIP implementation, then our guide will help you.

Determine your VoIP needs

Your VoIP requirements depend on your business goals as well as your current infrastructure. Some VoIP features let you use existing equipment while some others require additional tools. You need to determine the following requirements to set up the VoIP system for your business.

The number of users

Determining the number of employees that will use your office VoIP can give you an estimate of how much equipment you will require. For every additional user added to the system, you will need a new line and phone set. But, not every employee needs to be on your VoIP system. According to PCWorld, a business saved about $1200 per month with just 30 VoIP phone users. You can also choose to give employees an extension, instead of their own number and line.

Features

VoIP phone systems come with a lot of different features. According to Finances Online, some of the top features of VoIP are the find me/ follow me function (77%), conference calling (65%), and managing messages (63%). Depending on your business needs, you can choose what to include in your VoIP system.

Certain features like conference calling are in high demand due to the increase in remote work. Similarly, the follow-me option is also helpful if you frequently work from different locations. Instead of having a large number of fancy features, include only those that actually add value to your VoIP system.

VoIP budget

The costs of VoIP differ according to the plan you have chosen. On average, VoIP costs you between $20 and $30 per user per month. Due to a large number of features and attractive plans, it is easy to overspend when planning your business communication system. Having a budget helps you focus on what’s important and spend only on what’s essential.

Set up your VoIP system

Now that you have determined your overall requirements, you can set up your VoIP system for your business. For a VoIP system to work efficiently, it needs the following technology and hardware.

Internet connection

As the name suggests, VoIP runs on internet protocol. A high-speed internet connection can provide excellent call quality. Despite the dependency on an internet connection, a VoIP system does not take up much bandwidth. The minimum download speed for a single VoIP call is less than 0.5 Mbps.

For each voice line you add, the required download speed multiplies. So, a system of 10 phone lines will require a download speed of 5 Mbps. It is better to have higher bandwidth to accommodate additional lines. A congested bandwidth can compromise the overall system quality and efficiency.

Phone system

There are several ways you can make phone calls using VoIP. While desk phones are common, more than 50% of businesses use a combination of fixed and mobile phones for their VoIP calls. Some common ways to set up VoIP phone devices are:

Modifying regular phones: Convert your regular phones into a VoIP device by installing an adapter and connecting it to a LAN.

IP Phones: Ip phones can be directly connected to a LAN. Some IP phones also let you place calls over a WiFi network.
Computers: You can make VoIP calls through your computer by installing a web-based application in it.
Mobile Phones: Similar to computers, you can make VoIP calls through mobile applications.

Training

A VoIP system is as efficient as its user. If your staff does not have adequate knowledge, then your VoIP implementation will be unsuccessful. Provide adequate materials to your employees and train them to use different VoIP features.

Configure your VoIP system considering the needs of your staff. The easier it is to use, the better will be its performance. Constantly interact with your staff in the initial period so they can seamlessly use the new technology.

Backup

VoIP systems are extremely versatile and have a low risk of failure. Yet, for more than 19% of businesses, VoIP reliability is a top concern. Prepare for the worst case scenario by having the right backup options.

The first backup you will need is an additional broadband connection. This prevents your VoIP system from shutting down in case your primary connection fails. Additionally, decide where your calls get directed if your office system fails. Directing calls to your personal phone is an excellent option in case of emergencies.

It is also important to prepare your employees to handle any system failure. This prevents panic and helps you get your communication system on track as fast as possible.

Test your VoIP system

Even with a well-planned VoIP strategy, it is essential to test your system for any potential problems. Recreate several real world scenarios to check the performance of your VoIP system. Does it perform well during high call volumes? Does your internet connection have sufficient bandwidth? Troubleshoot any problems you find so your VoIP system runs smoothly.

Streamline your business communication throughout KriyaGo

Selecting the right service provider makes VoIP implementation easier. KriyaGo works with the top VoIP service providers to help you set up your own channel. Our experts carefully assess your requirements to suggest the right strategy for you. Our high-quality service ensures that you have the best VoIP experience.

We also take care of your data security and privacy by setting up private VoIP networks. This is more convenient, easier, and reliable. Our experts help you throughout the process right from strategy to implementation.

For high-quality VoIP service, contact KriyaGo!

Top Business Tasks You Can Automate

Fri, 06 Aug 2021 09:00:00 -0400

Are you wondering how to implement workflow automation in your business? KriyaGo provides software support to companies with the aim to automate a maximum number of tasks. With this, you can optimize workflow and improve your overall business processes.

Automation can do almost everything, from replacing manual replies with scheduled emails to managing your company's finances.

What business tasks can you automate?

1. Marketing

With marketing automation, you can identify highly qualified leads without going through a complex lead conversion process.

Other marketing tasks that can be automated include:

Content posting: Through software like WordPress, you can feed bulk blogs in the system and use the software to schedule their posting.
Monitor website traffic: Software can track organic traffic and send you timely reports to your email.

Analysis and research: By analyzing the lead response to your marketing campaigns and social media, automation software can send your reports from a lead's perspective.

2. Emailing

Emails serve many purposes in a company. You can automate email processes like;

To improve client service: Send automated emails to a service query along with a notification to the sales staff.

To send reports and alerts: Configure emails to send reports to relevant clients and staff.
To nurture leads: Set up an email series to convert leads.

3. Maintenance requests

AI bots can receive maintenance requests and ask intelligent questions to collect details. These details are automatically logged into the software and forwarded to the appropriate employee. AI can also track the status of these requests and send reminders and updates to your staff as well as the tenant.

4. Rent collection

With automation, tenants receive monthly rent reminders. It also allows easy online payments and logs all the data in the software. It can also send you details of payments and non-payments.

5. Finances

With automation, your company's finances are easily and accurately handled. You can use software to:

Handle payroll: Employee compensation can be a time-consuming task, especially if you are issuing payrolls weekly or twice a month. Automate payrolls to ease the burden off your employees.
Receipts: Keep track of all your receipts by scanning them and letting the software store all the essential details for you.
Paying bills: Recurring payments can be handled by automation by setting up an account and issuing payments through it.

6. Help desk

Instead of having an employee reply to all queries in person, an AI chatbot can quickly handle questions and collect additional details. If a lead asks a question in the chatbot, AI can send the most appropriate reply by analyzing the lead's response. It can also forward the query to an employee if the query needs it.

7. Data management and insights

The software enables easy data access for all employees from any remote location. It also provides better data backup and data security. Automations can also generate valuable insights and pictorial data interpretations for easy analysis and planning.

The top automation tools and platforms

Automation is efficient only if you find the right tool for every task. The below tools can handle your automation needs, while some also offer additional features:

1. UiPath

The platform helps organizations scale automation by focusing on top-down, cross-enterprise opportunities.

Using RPA, you can match peak workload speeds successfully while reducing manual errors. From copying files and folders to filling in forms, RPA robots can do pretty much anything when it comes to repetitive, high-volume tasks.

The robots run without any human intervention, and UiPath offers extensive application compatibility. You can use the robots across cloud environments or virtual terminals. The increased scalability and reliability, from handling day-today applications like Excel to Java, Flash and more means greater flexibility.

2. Spacio

Spacio, an automation software, helps in generating leads for your company. This tool handles everything right from property listing to hosting communication with a qualified lead. The best features of this software are integration with CRMs, scheduled follow-ups, and customizable lead generation forms.

3. Lead Assign

Lead Assign helps in the automation of lead management. Through data collection and lead nurturing, it increases the lead conversion rate for your business.

With AI assistance, it also automatically distributes leads to the appropriate real estate agent, so the workflow is efficiently managed.

4. Zapier

Zapier integrates and streamlines multiple automation tools integrating over 2,000 apps for different functions like emailing, lead generation, and customer relationship management.

It is ideal for agents who work on the go.

Zapier syncs data on the Cloud, which allows you to access data through multiple devices.

5. Salesmate CRM

Salesmate is a customer relationship management software that organizes the company's sales process. It has a good outreach and follow-up system, allowing users to reach out to more leads and effectively close the deal.

Manage workflow better by assigning work to teammates directly through the app. You can also send pre-scheduled emails to clients and staff.

6. Paperform

Paperform is a tool meant for creating online forms, collecting information from potential buyers, and generating leads. Unlike Zapier and Automate.io, Paperform has its own tools that can be used to streamline workflow.

Data collected through the online forms can be directed to CRM software, email tools, or any other software you want.

It is an excellent tool for generating automated responses to online forms, data collection, and even sending follow-up emails.

7. Microsoft Power Automate

Microsoft Power Automate is another software that works by integrating multiple tools. What makes it different from Zapier and Automate.io is the depth of customization it offers. It can be a little challenging to work with initially, but it has a wide range of options and integrates tools on the Cloud once it is set up.

It has several templates that you can use to set up workflows. It also checks for any customization in the process every fifteen minutes. That means the software is constantly updated for any new information.

It also has a mobile app so that you can access your work plan on the go. This is useful when you are trying to capture leads through online forms, as it allows you to engage with the lead instantly.

8. Sage Intacct

Sage Intacct is an accounting software meant for real estate companies. By analyzing real-time data and metrics, it can help you manage your company's finances and increase efficiency. It also helps with developing advanced insights into your company's financial strategies. It easily works with your CRM and other tools and also stores data on Cloud.

It can provide you with revenue reports and forecasts, improve efficiency, and reduce overall costs through the right insights. This is a good tool for managing accounts of both large and small businesses.

How to make an automation strategy?

With the right automation strategy, you improve the overall outlook of your business. After knowing the different tasks and tools, combining them smartly makes your automation much more effective. Make an automation strategy with these three steps:

1. Choosing the right tasks to automate

We have briefly discussed all tasks that can be automated. Depending on the type of your business, you might need to automate some, many, or all of the discussed tasks. Choose tasks on a priority basis, as step-by-step automation is more efficient.

2. Choosing the right tools for each task

Similarly, we have also discussed a variety of automation tools. There are different areas to keep in mind while choosing the tools:

Finance: For handling the accounting and finance of your business, ERP software works best. KriyaGo's back-office accounting automation provides excellent software and expert resources at affordable prices.

Data Analysis: Data analysis can direct you towards good investment areas. For intelligent data analysis and interpretation, you can use tools such as Zoho Analytics and Hubspot.

Bots: Bots can handle several aspects such as live chatting, collecting information, and sending alerts. Yardi's RENTCafé Chat IQ is an excellent tool to set up live chatbots with immediate and accurate responses to messages.

CRM: Customer relationship is probably the most valued asset of any business. With Salesmate CRM, you can ensure that you share excellent relationships with your customers.

3. Set automation targets

Automating all tasks at once might not be feasible. By deciding on automation milestones, you can improve, change or continue an automation option depending on short-term results. There are two aspects you should pay attention to:

Grouping tasks on a priority basis and automating them one by one.
Planning a better use of the freed-up time due to automation.

If you are sure, you can also opt to completely automate your business at once. This will also save a lot of time.

Automate the Smart Way

Automation aims to increase productivity and profit for your business. KriyaGo can help you with your real estate software needs and help your business achieve targets within your budget.

6 Advantages Of Outsourcing Back Office Operations

Tue, 13 Jul 2021 09:30:00 -0400

A company's back office employees do not directly contact a client. They are also not the face of the company. But the back office handles crucial tasks and functions to make front office management easier. Back office staff usually handle administrative and operative functions.

Why is Back Office important?

The back office handles several key tasks like database administration, HR management, finance, IT, and technical support. Having an efficient back office helps in the smooth functioning of your business processes. Additionally:

They handle multiple tasks

Your back office handles most of your financial tasks. They manage accounts, keep track of revenue and expenses, and ensure that all functions go smoothly.

They ensure front office productivity

While the front office focuses on building the company's image, the back office handles all tedious tasks. They make sure that front office employees have all the information they need. This ensures the front office is productive and focused on building the brand reputation.

They manage company data

Every day the company generates a lot of data in the form of client information and transactions. Your back office collects, organizes, and stores the data on a secure platform like the cloud. More than 90% of companies worldwide store data on the cloud. They also help make the data ready for analysis to gain valuable insights from the information.

Get more from back office functions through outsourcing

Having excellent back office management is crucial for a company's growth. The company relies on the back office for a majority of its functions. But, 60% of customer dissatisfaction is traced back to the company's back office teams. If you find it difficult to manage another in-house team, you can outsource your back office operations. Outsourcing has several benefits over managing an internal team.

They manage company data

Even if you have to pay for outsourcing services, it can reduce the overall costs of your back office operations. Companies that provide back office services have pre-trained staff that have hands-on experience. You can cut down on training and induction costs through outsourcing. They also have a well set out approach to all back office functions. This increases productivity and cost-effectiveness. According to EY estimates, you can save from 20-60% by automating your back office operations.

Moreover, most outsourcing services operate from cities with lower living costs. This can reduce your back office expenses while providing you better services than an in-house team.

Since the primary goal of the back office is cost reduction, outsourcing to an expert team is a smart choice.

Better resource management

Most businesses do not have a consistent workload for their back office team. For example, during tax season, the back office team may have to work overtime. This company will have to increase its employee compensation to account for the extra hours. While in other months, the back office team may not have much work at all. Regardless of the workload, the company will have to keep paying them a certain salary.

With outsourcing, you can utilize the services as per your requirements. Most outsourcing companies require payment on a project-to-project basis. You can hire them during a busy season and keep away from back office expenses when the business is slow.

Easy scalability

Depending on your clientele, your company may require additional back office staff. Or, you may also need to lay off a few employees if there is no business. With an in-house team, it is difficult to do so every time your clientele changes. Back office outsourcing provides easy scalability options.

These services have a team of experts working on different projects. You can always increase or decrease the amount of work assigned to them and pay accordingly. By outsourcing, you can improve your clientele without worrying about finance and data management operations.

Better expertise, services and technology

Back office functions require more than just trained staff. If you handle large amounts of data every day, you will need specific tools and software to make your back office functions more efficient. For different operations, you will require additional software. These tools can be expensive and add unnecessary expenses to your company's budget.

You can also choose to host your data on the cloud to make it accessible to you at any time. This keeps you in the loop with your back office operations while also leveraging the benefits of outsourcing. Data storage on the cloud also ensures that your data is secure.

Outsourcing services have a variety of software available with them. Companies like KriyaGo can also integrate features from multiple software to fit your requirements. This can save costs of buying and training staff for different digital tools.

Investment more time in other business functions

Outsourcing services take care of everything from employee training to payrolls. This reduces the burden of managing an in-house team. You can focus on other business operations such as marketing and data analysis. Tasks that increase the company's revenue, such as market expansion and product management, require more attention.

Outsourcing frees up your time to concentrate on your company's growth.

Better business opportunities

With easily scalable back office operations, your company can focus on increasing your client base. Most back office services use software capable of bulk work. Whether it is payroll management or bank reconciliation, back office services can handle everything. As you increase your market reach, you can scale your back office operations accordingly.

Automate your back office operations through KriyaGo

At KriyaGo, we believe the back office is the backbone of your company. Our back office services offer you better software and expert resources at lower costs. By outsourcing to us, you can drive core functions, ensure data security and get better control over the operations.

Additionally, we offer other software solutions for property management companies. If you are looking to integrate the best features from various software, KriyaGo is the right place for you. We work with platforms like Yardi, Procore, and SAP Concur to build customized software for our clients.

If you want to get the most out of back office outsourcing, book your consultation with KriyaGo!