CPA Firm Automates Client Intake with Captaris(R) Workflow(TM)
August 09 2007 - 10:00AM
PR Newswire (US)
Integrates Disparate Applications to Replace Paper with Online
Processes BELLEVUE, Wash., Aug. 9 /PRNewswire-FirstCall/ --
Captaris, Inc. (NASDAQ:CAPA), a leading provider of software
products that automate document-centric processes, announced today
that Vitale, Caturano & Company, Ltd. has deployed Captaris
Workflow to completely revamp client intake processes and to create
a centralized, end-to-end view of its major operational processes
through integration with Microsoft Exchange Server and SQL Server,
CRM, time and billing and document management systems. Read the
full case study at http://www.captaris.com/case_studies
Boston-based Vitale, Caturano & Company (VCC) is New England's
largest regional full-service CPA, business advisory, wealth
management and technology consulting firm. It is also an
independent member of Baker Tilly International, a global alliance
of accounting and consulting firms focused on serving the needs of
growing multinational enterprises. Rapid growth put pressure on VCC
to review its operational efficiencies, particularly in the area of
client intake, a critical process that must be compliant with
requirements from the American Institute of Certified Public
Accounts (AICPA). A cumbersome paper-based intake system was not
keeping pace with VCC's rapid growth. Employees struggled to
navigate and communicate within the complex system, according to
Jon Holmes, Director of Technology. "The lack of consistency
negatively impacted productivity." Holmes' mission was to
orchestrate tasks and communications and then to create a central
location where processes could be viewed and tracked. VCC automated
its client intake process with Captaris Workflow and turned the
process from a time consuming expense into a business asset. The
firm now uses Workflow to not only review and approve potential
clients, but also to track its sales pipeline. The solution is
integrated with several VCC applications, including CRM, document
management, and time and billing systems. As a result, the firm is
leveraging existing applications as well as providing a central
resource for users to check process status or to provide updates,
approvals and more. For each new client lead, information is
entered via a Web-based form, which activates the Workflow process
and creates visibility in the pipeline. Workflow keeps a history of
the checks and notifications that are required to meet AICPA
standards for independence. VCC managers can link to proposals,
engagement letters and other documents from within the opportunity
manager interface powered by Workflow and can view files and
provide feedback that is immediately made available to the entire
team. All activity is logged in the CRM system and the solution
uses Microsoft SQL reporting services to provide status reports at
any time. For marketing purposes, partners may easily query the
system to conduct comparisons on year-to-year sales activity. The
Captaris Workflow system also validates the data at every step of
the process and will not move forward until necessary data is
entered. Workflow enforces adherence to details and timelines.
"That's why it's being used more where standards and compliance is
required," Holmes said, "thus supporting compliance with AICPA
standards." The firm plans to employ the solution to manage
Sarbanes-Oxley compliance and quality standards related to ISO
9000. "We wanted to improve the quality, consistency and visibility
of our processes and that's where Captaris Workflow shines," Holmes
noted. Data resources that were previously paper-based and
unreliable are now immediately accessible and comprehensive. It's a
dramatic change for operations staff members and it frees
consultants and CPAs from having to worry about the details of
setting up new clients. "Although VCC has seen impressive
time-savings through Captaris Workflow, that has been secondary to
the benefits of overall process visibility," according to Holmes.
"Now I can easily monitor our business, and feel I have a pulse on
our sales." This assurance even extends beyond the company. "Our
system has made it easier to start the process with clients...and
it gives them added assurance that we are consistent and compliant
with industry rules." As an end-user VCC was so impressed with
Captaris Workflow that it has decided to join the Captaris Partner
Program and market Captaris Workflow to other firms through its
Technology Consulting Services division. About Captaris, Inc.
Captaris, Inc. is a leading provider of software products that
automate business processes, manage documents electronically and
provide efficient information delivery. The products of Captaris
and its subsidiary Castelle, including Captaris RightFax, Captaris
Workflow, Captaris Alchemy and the Castelle FaxPress line of
products, are distributed through a global network of leading
technology partners. We have customers in financial services,
healthcare, government and many other industries, and our products
are installed in all of the Fortune 100 and many Global 2000
companies. Headquartered in Bellevue, Washington, Captaris was
founded in 1982 and is publicly traded on the NASDAQ Global Market
under the symbol CAPA. For more information please visit
http://www.captaris.com/ The following are registered trademarks
and trademarks of Captaris: Captaris, Alchemy, RightFax and
Captaris Workflow. FaxPress is a trademark of Castelle. All other
brand names and trademarks are the property of their respective
owners. DATASOURCE: Captaris, Inc. CONTACT: Dan Lucarini of
Captaris, Inc., Web site: http://www.captaris.com/
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