CPA Firm Automates Client Intake with Captaris® Workflow™
Integrates Disparate Applications to Replace Paper with Online Processes
Story Highlights
- Captaris Workflow™ integrates with Microsoft® Exchange Server and SQL Server; CRM; time and billing system; document management
to automate processes and create less-paper environment
- Centralized, end-to-end view of the process improves the firm’s efficiency
- Tracking controls and information history support AICPA compliance
Bellevue, WA — August 9, 2007 — 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 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 a 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 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.
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