Automate FreshBooks with security, accuracy and speed.

Automate your data entry, data validation, data cleansing, and data migration.

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hrs

Averaged Time Saved / mo.

Averaged Money Saved / mo.

Tasks Automated

What Processes can you automate in FreshBooks?

There are many processes that can be automated in FreshBooks, a cloud-based accounting software. Some examples include data entry, data validation, data cleansing, and data migration. Other processes that can be automated include invoice processing, billing, and payment reconciliation. Bots can also be used to automate tasks related to financial reporting, such as generating financial statements and creating budget reports.

In addition, bots can be used to automate tasks related to customer relationship management, such as managing customer accounts, handling customer inquiries, and resolving customer issues. Finally, bots can be used to automate tasks related to project management, such as tracking project progress, managing project budgets, and generating project reports.

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Voucher Entry

Automating the coding of transactions to the correct G/L accounts and adding them as vouchers to the Accounts Payable module provides several advantages. By using automation, the process of coding transactions becomes faster and more accurate, reducing the risk of errors and increasing efficiency. The automation process also ensures that all transactions are coded consistently, reducing the risk of non-compliance and improving the overall accuracy of the financial records. Automation also reduces the time and effort required for manual coding, freeing up valuable resources that can be redirected to other vital tasks. Additionally, automated systems provide real-time tracking and reporting capabilities, allowing stakeholders to monitor the status of transactions and ensure that all necessary information has been accurately captured. Automating the coding process makes the Accounts Payable process more efficient, accurate, and secure, providing a clear advantage for businesses and organizations.

Vendor Portal Invoice Retrieval

Thoughtful offers EHR administrators the advantage of automating access to vendor portals and retrieving invoices and corresponding data. The platform integrates seamlessly with multiple vendor portals, reducing the need for manual data entry and increasing the speed and efficiency of the process. EHR administrators can access invoices and corresponding data with a few clicks, saving valuable time and effort. The platform also provides real-time tracking and reporting capabilities, so administrators can monitor the status of each invoice and ensure that all necessary information has been retrieved. Thoughtful's secure platform protects sensitive information, ensuring it is only accessible to authorized personnel. By automating access to vendor portals and retrieving invoices and corresponding data, Thoughtful makes the invoice management process more efficient, accurate, and secure for EHR administrators.

Time & Expense Billing

This bot is designed to consolidate employee expenses by location and profile type and submit monthly eBilling on the revenue reports.

Trust Account Deposit Audit

This bot checks to make sure that Client Name and Matter is written on the memo line of every check.

Time Sheet Entry

The bot gets time sheets from time tracking system, verifies overtime, time-off and enters into Accounting/ERP system.

Three-Way Document Matching

The bot ensures that the Purchase Order, Inventory Receipt and Invoice all match.

Three-Way Trust Account Reconciliation

This bot matches the checkbook trust balance, to the bank balance, to the individual client ledger balances.

Skipped Invoice Intervention

This bot locates skipped invoices and notifies the customer.

Scrubbing / Data Cleansing

This bot ensures discrepancies within an application data is identified and cleaned or scrubbed.

Sales Order Automation

This bot automatically receives, processes and extracts data from email and fax orders.

Retainer Management

When a retainer balance is getting low, this bot automatically notifies the client.

Reseller Sales Tax Certificates

This bot updates Customer record with Reseller Sales Tax Certificate number.

Purchase Order Matching

After retrieving the Vendor invoice and Purchase Order, the bot checks that each quantity, item, and amount on the invoice match what is on the Purchase Order.

PDF Creation & Indexing

When a document is retrieved, this bot creates indexable PDFs with Bates Numbering.

Product Catalog Cross-Referencing

This bot will get product catalog information from supplier and make sure that the product catalog/items match in the Accounting/ERP system.

Packing Slip Recognition

The bot reads the packing slip using Optical Character Recognition (OCR), gathers the data for further use.

Non-PO Matching

Based on a defined set of rules, this bot either codes and enters Non-PO invoices directly into the acocunting/ERP system or sends to approver.

Onboarding New Clients

This bot performs all the necessary tasks to onboard a new client.

Legal Document Management

This bot manages and tracks documents from creation to final signature.

Multiple Case Invoice Parsing

This bot parses and separates single invoices into individual transactions by case.

Month-End Reporting

The bot gathers month end financial statements, organizes and sends to various stakeholders.

Legal Contract Abstraction

This bot reads a contract and prepares a Contract Abstraction.

Legal Document Creation

This bot creates standardized agreements, motions, and other legal documents.

Legal Contract Risk Assessment

This bot locates missing signatures or inconsistent data in contracts.

Lawfirm Employee Onboarding Checklist

When an new employee is hired, this bot performs the new hire tasks.

IOLTA (Trust) Account Self-Audit

Monthly, this bot performs a self-audit on the Client Trust bank account.

IOLTA (Trust) Account Reconciliation

This bot reconciles the IOLTA (Trust) account.

IOLTA Account Interest Transactions

Monthly, this bot records interest on lawyers trust.

Invoicing

The bot gets customer invoice information from a data source and creates a new invoice in the accounting application.

Inventory Receiving

After retrieving the Packing Slip data and locating the Purchase Order, the bot receives each quantity, item, and amount on the Packing Slip into the system.

Invoice Status Verification

The bot verifies and ingests information from invoices, verify the status of the transaction, and update systems downstream.

Intercompany Transactions

Based on predefined rules, this bot locates intercompany transactions and makes the journal entries to each company's Accounting/ERP system.

Government Form Creation

This bot gets basic information from a spreadsheet, setups up a Box folder and fills out anywhere from 15-75 government forms.

Flat Fee Payment Reconciliation

This bot checks to make sure that Flat Fee payments are deposited into the correct account.

Financial Statement Auditing

This bot prepares the backup reports necessary to audit the Financial Statements and performs preliminary discrepancy report.

E-Discovery

This bot automates the gathering and processing of discovery information.

Expense Report Receipt Recognition

The bot reads the receipt using Optical Character Recognition (OCR) and gathers the data for further use.

Expense Tracking by Case

This bot gets legal expenses from variouos portals and enters them into Case Management Software.

Expense Report Processing

The bot gets the expense report data, validates it, and enters it into the Accounting/ERP system.

EDI Translation

This bot takes custom in-house documents and converts them to EDI standards.

EDI Parsing

This bot takes EDI standardized documents and converts them to in-house document format.

E-Filing Case Update

When there are updates to a case, this bot updates and submits the new version in E-Portals.

E-Filing Management

This bot files and tracks communication for new cases in E-Portals.

Customer Statements

At the end of each month, this bot sends statements to customers with any open balances.

Customer Intake & Setup

When a new customer fills out their intital form, the bot sets up all of the teams, groups, applications, and processes associated with the new client.

Credit Workflow

This bot cycles through entire Credit workflow and performs tasks based on status in Credit Dashboard.

Credit Scoring

After retrieving Credit Application and corresponding data, this bot reviews the results and sets the terms in the Accounting/ERP system.

Credit Card Fee Trust Account Adjustment

This bot locates and transfers back to the IOLTA account credit card processing fees.

Credit Bureau Investigation

After retrieving a Dispute letter, the bot,automatically gets information from four credit bureaus and Accounting/ERP system.

Contract Renewal Invoicing

Each month the bot will prepare contract renewal invoice.

Conflict Checking of New Clients

This bot performs conflict checking on new clients.

Contract Renewal Notification

Each month the bot will send contract renewal notification via email.

Credit Application

The bot gets the credit application, creates a Dun & Bradstreet report and records the result.

Commission Calculation

At the end of each month, this bot calculates complex tiered sales commissions.

Collections

This bot executes collections workflow on past due invoices.

Case Preparation

This bot locates and prepares case documents.

Closing Client File Checklist

When a case is closed, this bot performs the closing necessary tasks.

Client Trust Ledger Reporting

This bot attaches a Client Trust Ledger Report to every invoice prior to sending it to the client.

Client Trust Ledger Creation

Daily, this bot creates a separate ledger for each client with funds held in trust.

Cash Application

Automating Cash Applications has several advantages for companies, especially in accounting and finance departments. By automating this process, companies can significantly reduce the time and resources required to process payments and post them against invoices manually. This, in turn, leads to faster and more accurate payment posting, reducing the risk of errors or delays. Automation also enables companies to identify and resolve payment discrepancies more efficiently, improving customer satisfaction and reducing the workload on staff. Furthermore, automated Cash Applications can provide real-time visibility into payment status and trends, enabling better decision-making and improved cash flow management. Ultimately, automation can help finance departments work more efficiently, reduce costs, and improve overall operational performance.

Case Settlement Disbursement

When a case settles, this bot makes all of the entries both in the Accounting/ERP software and the Case Management software.

Bank Reconciliation

After retrieving the bank statement, the bot compares the amounts debited and credited from the bank to the ledger.

AP Document Storage

This bot gets the Vendor Invoice and uploads it to either the Accounting/ERP system or designated cloud folder.

Bill Payments

The bot gets what bills to pay from spreadsheet and pays them on payment website.

Bad Debt Write-Off

At a specific frequency, this bot will make the journal entries to write-off bad debt.

AR Journal Entries

At the end of each month, this bot makes the predefined Accounts Receivable Journal Entries.

AR Discounts

This bot applies credit to an invoice when the customer has paid within the discount period.

AR Invoice Entry

This bot gets invoice information from Slack Channel and creates a new Customer Invoice in Accounting system.

AP Invoice Data Capture

The bot gathers Vendor invoice data either by using Optical Character Recognition (OCR) or from email, web portal or other predefined source.

AP Invoice Coding

Based on the vendor matching, this bot codes the invoice to the correct general ledger account.

AP Discounts

This bot applies credit to a vendor bill when it has been paid within the discount period.

Account Reconciliation

The bot will reconcile each balance sheet account against source statements.

AP Approvals

The bot sends a list of vendor invoices for approval and pays the invoice when approved.

What other process automations can we do?

One example of a data migration process that can be automated in FreshBooks using Robotic Process Automation (RPA) is the transfer of financial data from one accounting system to another. This can involve using software to extract data from the source system, validate the data for accuracy and completeness, and then load the data into the target system. The RPA system can also be programmed to handle any necessary data transformations or mappings that may be required to ensure that the data is properly formatted and structured in the target system. This process can be time-consuming and error-prone when done manually, but we can help to automate it and improve efficiency.

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