Stop wasting time, start adding value - An introduction to FYI Automated document management for accountants in practice - FYI Docs
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Stop wasting
time, start
adding value
Automated document management
for accountants in practice
An introduction to FYI
An introduction to FYI 1
www.fyidocs.com
Contents
What is FYI? 3
Platform Features 4 “FYI is more than a
Proven Return on Investment 8 document management
Best-of-Breed Integrations 11 solution. It’s a way of re-
Security and Trust 12 casting all of your processes
Easy Onboarding 14 internally and automating
them – it’s an absolute
game-changer.”
ROB STONE, DIRECTOR OF OPERATIONS
ASIA & AUSTRALIA – XERO
An introduction to FYI 2
What is FYI?
The world’s most automated
document management
platform – built for
accountants in practice
Are you ready to spend less time on admin and
FYI’s core feature set
compliance – and more time creating value for
your clients? delivers productivity gains
Welcome to the ultimate in online document
management, collaboration and automation for
of up to 20% in the first 3
the modern accounting practice. At FYI, we’ve months. And that’s just the
looked at every aspect of how an accountancy
practice works, leaving no stone unturned to beginning.
enhance your efficiency.
FYI was born in the cloud – giving your practice
the most robust foundation for a cloud-based
future.
Take advantage of enterprise-grade security and
full integration with Microsoft 365, your Practice
Management software and other industry-leading
apps. With FYI, you can collaborate faster and more
effectively, automate processes and reduce the
time spent on repetitive tasks.
With proven ROI, you have nothing to lose.
And with our simple assisted onboarding process,
you can go live in as little as 4 weeks.
Over 500 leading accounting firms have transitioned to FYI,
with more onboarding every day.
An introduction to FYI 3
Platform Features
Making every second count for more Create and file documents in a flash
Create standard documents in the blink of an eye
Spend less time on repetitive tasks and more time
using practice templates that merge client data
adding real value for your clients. FYI’s unique
from your practice management system. Get
approach to document management and process
hyper-productive in Office, filing documents and
automation delivers next generation efficiency –
assigning tasks without leaving Word, Excel or
even when working from home.
PowerPoint. Link, view and share documents faster
Enjoy practice-wide visibility with single mouse clicks for a range of powerful
Know where every job stands for every client at document actions.
any moment. Save time with instant access to all
Speed up document retrieval, practice-wide
client emails, documents, phone call records and
Instantly locate emails, documents and client
meeting notes in a central location.
interactions securely. Navigate seamlessly between
Create and file client emails in seconds group, client and job workspaces, and use powerful
Turn a giant time-waster into a big time-saver, search tools to find the right documents faster.
with instant access to every client email, self-
Take client relationships to the next level
filing emails and attachments, and templated
Synchronise with your practice management
emails created in seconds. Deep integration with
software to maintain a single source of truth for
Microsoft 365 means you can assign a task, initiate
client data. With a dedicated workspace for each
a workflow or add comments to an email to share
client, it’s easy to collaborate on client work. Access
with your team – all without leaving Outlook.
emails, documents, jobs, recent interactions and
Manage everything in one place, with outstanding tasks for each client or group, with
customisable client views to suit your practice.
shared client workspaces accessible
from anywhere, at any time.
“FYI has been a huge boon
for our practice given the
challenges around COVID.
We are comfortably able to
send the majority of our staff
to work from home thanks
to your great software.”
Client Workspace ALISTAIR SCANLON, PARTNER
– SCANLON RICHARDSON ACCOUNTING
An introduction to FYI 4
“FYI’s task system is
outstanding and has had a
profound effect on limiting
Same more time in more places
every day the number of emails we
With FYI you can shave minutes off a huge range of send as a business.”
daily tasks, adding up to hours every week.
Delegate and manage tasks in seconds
JARROD BRAMBLE, PARTNER – CUTCHER & NEALE
Delegate tasks without leaving Outlook or Office.
Add tasks to any email, document, phone call
record or meeting note, with clear to- do lists
for every team member. Share task lists and
use comments and notifications to enhance
collaboration and efficiency.
Accelerate workflow and be more responsive
Speed up the review and approval of documents
and get work done faster. Control approvals, save
time with electronic signatures and know the
workflow status of any document.
Managing Tasks
Discover more effective ways to collaborate
“FYI’s jobs board will Co-edit documents with your team and clients, and
share documents with clients securely to deliver
completely transform the way exceptional client service.
we manage our workflow, Work with Xero Practice Manager Jobs in FYI
reports and meetings. It’s a Automatic two-way sync with Xero Practice
Manager means you can maintain jobs from within
real game changer!” FYI. File emails and documents to XPM jobs, work
from a dedicated job workspace, and keep track
of time spent versus budget without leaving FYI.
ADAM WILSON, PARTNER – WILSON ACCOUNTING Kanban-style job boards make it super-easy to
visualise work, and see where bottlenecks might be
arising.
Take the pain out of time recording.
Save an estimated 15 minutes per user per day with
pre-populated time sheets that can be completed
in just a few clicks and automatically sync to XPM.
Jobs Board
An introduction to FYI 5
“We use FYI automations in the
background, so that as soon
Automate your practice to save hours as a document is approved,
of routine work the processes that our admin
With FYI you can automate documentation, filing, team need to follow are now
communication and other repetitive tasks, freeing
up time for your team to concentrate on what fully automated.”
really counts – creating more value for your practice
and your clients.
JARROD BRAMBLE, PARTNER – CUTCHER & NEALE
Leverage sample processes to get started
Auto-capture and file your client’s latest tax returns
from Xero Tax. Import client ledger reports with
a single click, and auto-file in FYI for easy access.
Auto-import and file tax assessments from the
ATO, and documents from BGL, NowInfinity and a
growing number of accounting practice apps.
Examples:
• Tax Return AutoFile
• Client Ledger Reports AutoFile
Automation Dashboard
• Tax Assessments AutoFile
• Automatic Import of ASIC Statements
Create your own automated processes
Use FYI to schedule recurring work to repeat
automatically. Automate any repetitive, multi-step
task across client service, marketing, admin or
HR. Control when automations run and configure
process steps to suit your practice, saving hours of
routine work every week. “The deeper you go into
exploring what FYI can
Examples:
do, you realize that it’s the
• Automated ITR checklists (create, send
and co-edit with your client) automations that make
• Automated reminders to contact a client your life so much easier.”
• Automated outbound email campaigns
ANDREW HOLDSWORTH, PRACTICE MANAGER –
BBB PARTNERS
An introduction to FYI 6
Client story: BBB Partners
“We just want to
automate more
ANDREW HOLDSWORTH
and more now.” Practice Manager – BBB Partners
Practice: BBB Partners Size: 48 staff including 4 partners
Established: 1980s Legacy system: MYOB
Locations: South Melbourne Move to FYI: January, 2020
BBB Partners decided to move to the cloud FYI prides itself on really smart integrations
in order to offer full workplace flexibility to with complementary solutions that make
their team – including the ability to work day-to-day tasks in an accounting firm so
from home. much easier to complete.
The firm was using MYOB but found it “We use the wealth app, MyProsperity, and
wasn’t integrating with other aspects of we approached FYI to see if they could
their business, or supporting how they saw integrate with it. They made it happen for
themselves working in the future, and so the us. They are an incredible business in the
Partners made the switch to Xero. way that they listen to their clients.”
“FYI was a natural choice given its capacity “What FYI has really
to integrate so well with Xero, and other
solutions in the Xero eco-system.” says helped us with is taking
Andrew Holdsworth, Practice Manager at
BBB Partners. “Such integrations are so
away those menial, small,
useful; and each one has been carefully and tedious tasks that
considered by FYI in terms of how firms
can reap very real benefits in efficiency,
just don’t need to be
time-saving and more.” done by an individual.”
“At the time we had no idea that in just a “They can be part of an automated process
few short months the world would change, that, once created, will trigger a chain of
COVID would hit, and working from home small processes, and assign the right task
would become a necessity.” to the right staff member.”
BBB Partners commenced onboarding with “We just want to automate more and more
FYI towards the end of 2019. “FYI was with now – it’s a fantastic feature.”
us the whole way through,” says Andrew,
“the support was amazing. We were very Andrew believes FYI is a product that every
lucky to be fully operational when the accounting practice needs to have “purely
pandemic hit. All team members easily for the ability to grow and to make the lives
pivoted to working from home – all they of accountants far easier.”
had to do was log in to FYI as if they were FYI has definitely been a game-changer for
in the office.” BBB Partners and is sure to contribute to
their future success.
An introduction to FYI 7Proven Return
on Investment
At FYI, we’re on a mission to liberate
accountants by halving time spent on
compliance and admin. “Putting an ROI on a whole
In 2020, FYI’s process automations helped 340 new way of working doesn’t
accounting practices in Australia, New Zealand do it justice – it’s like a
and the UK save over 900,000 hours combined.
Since then, continuous feature enhancements have whole new company.”
helped even more practices become more efficient
and create more value.
JARROD BRAMBLE, PARTNER – CUTCHER & NEALE
Within their first three months of adopting FYI,
firms who previously relied on manual processes
experience timesaving and productivity gains of
up to 20%. And that’s just the beginning.
The more FYI features and functionality your
practice uses, the faster the efficiencies add up.
Save 2+ hours per fee earner on every compliance job
Save 20 mins+ gathering, • AutoFile client emails
filing and sharing data • Automate document sharing processes
• Auto-create emails and documents using templates
Save 30 mins+ preparing • Name and file documents consistently
work papers • Create cross-links between relevant documents instantly
• Use powerful search and retrieval tools to find information
Save 10 mins+ reviewing and • Use document workflows to fast-track the review and approval of work
supervising work • Delegate tasks instantly and track progress easily
Save 30 mins+ on daily admin • Auto-create and export timesheets into XPM
• Integrate with digital signing apps for client signatures
Save 15 mins+ on completion
• Use templates to save time sending standard emails
and lodgement
• Auto-file signed documents in FYI and auto-update workflow status
Save 15 mins+ collaborating • Delegate tasks that are automatically linked to the source email or document
with your team and clients • Send documents to clients securely
Source: FYI Compliance Time and Motion Study 2018
An introduction to FYI 8FYI = ROI
Every feature of the FYI platform is designed
to supercharge practice efficiency, save time
and increase productivity.
• Automate repetitive tasks and free up your
team to add more value
• Take staff productivity to new heights
• Reduce human error, improve consistency
and deliver a better client experience
• Recover time for work that really matters
• Make auditing easy with automatic records
of everything
Even on our top-tier ‘pro plan’, FYI
• Boost staff productivity in the new world of
costs less than $1.75 per user/per day.
‘work from home’
• Collaborate more efficiently with your team
Compared to standard hourly charge-
and clients out rates, the ROI in timesaving alone
• Recover more time for tasks that add real is compelling.
value for your clients.
An introduction to FYI 9Client story: Cutcher & Neale
“A seismic change
to how we worked
JARROD BRAMBLE
previously.” Partner – Cutcher and Neale
Practice: Cutcher & Neale Size: 145 staff
Established: 1953 Legacy system: HowNow
Locations: Offices in Brisbane, Move to the cloud: 2019
Newcastle, Sydney and the Phillipines
As a thriving practice with teams spanning “As a partner, I have full visibility of all
multiple offices, Cutcher & Neale’s digital tasks happening in the business, which
transformation was carefully planned. They is a seismic change to how we worked
chose Xero Practice Manager for its open previously.”
API and moved from HowNow to FYI for
Cutcher & Neale has seen huge benefits
document management because of FYI’s
from embracing FYI as part of its digital
powerful integration with XPM.
transformation and would never go back to
“We were an early adopter of FYI,” says its old way of working.
Jarrod Bramble, Partner at Cutcher &
“When considering ROI, it’s almost
Neale, “and straight from onboarding, FYI
impossible to put a data point on it. It’s
became an absolutely essential part of our
such a huge move from where the firm
business.”
was to where we are now.”
For Cutcher & Neale, what differentiates
FYI from other document management “Putting an ROI on
solutions is its ability to automate the
capture, creation, filing, and processing of
a whole new way of
emails, documents and client interactions in working doesn’t do it
a disciplined and searchable platform.
justice – it’s like a new
“There are many attributes of FYI that
company.”
we absolutely love. The task system is
outstanding, and it’s had a profound effect “What continues to impress us the most
on limiting the number of emails we send about FYI is that it’s always improving.
as a business.” It’s with us for the long haul and always
Job sign-off, job start, and job budgets are making changes to keep up with new ways
all now tasked in FYI. And the process the of working. You know for sure it’s blazing a
admin team follows when documents are trail into the future.”
approved is fully automated.
An introduction to FYI 10Best-of-Breed
“FYI was a natural choice
Integrations
given its capacity to
Recover more time in more places, with
integrate so well with
seamless integration with partner apps Xero, and other solutions
across the accounting industry. in the Xero eco-system.
Integrate FYI with Microsoft 365 and your practice
management software to build a strong foundation
Each integration has been
for your practice app stack. Add integrations with carefully considered to
your chosen apps for digital signing, corporate
compliance and other tools to remove the need
ensure firms can reap very
for portals or scanning solutions and increase real benefits in terms of
productivity through reduced re-keying of data.
efficiency and time-saving.
Microsoft 365
FYI is deeply integrated with Microsoft products
such as Outlook, Word, Excel and PowerPoint. ANDREW HOLDSWORTH, PRACTICE MANAGER –
This provides the backbone to FYI’s intelligent BBB PARTNERS
auto-filing features, the ability to edit documents
natively using the richness of Microsoft’s desktop
applications, and an additional layer of security. You
can also send documents to clients securely using
OneDrive.
Practice Management Software Digital Signing Apps
FYI integrates with a number of Practice Simplify your workflow processes and enhance
Management solutions, including Xero Practice the client experience by integrating with popular
Manager, Xero Tax and GreatSoft. This ensures you digital signing apps Annature, DocuSign, Adobe
can retain a single source of truth for your practice Sign, FuseSign and myprosperity.
data and removes the need to manually update
multiple software platforms. Corporate Compliance Apps
Integrate with leading corporate compliance
Xero Suite providers BGL and NowInfinity to automatically
Integrate with the Xero Suite, including Xero and retrieve and auto-file your client’s corporate
Xero Tax to auto-create direct links to tax returns documents in FYI.
and activity statements, and allow FYI to retrieve
and auto-file key financial reports from Xero files. Practice Apps
Integrate with a range of practice apps – such as
Direct integration with Xero Practice Zapier, FuseDocs, ATO Smart Docs, and more - to
turbo-boost your use of FYI’s full feature set.
Manager syncs your clients, staff and
XPM jobs into FYI. You don’t have to
maintain data in multiple locations
and can merge client data into
templated emails and documents
to boost productivity.
An introduction to FYI 11Security and trust
Enterprise-grade security from the start Cloud Security
With FYI your data resides in enterprise-grade AWS
Secure, fast, reliable hosting
cloud servers, encrypted and stored in line with
ISO27001 for the highest levels of security, reliability For Australian and New Zealand clients, data is
and long-term scalability. stored in Amazon’s AWS data centres in Sydney.
For our UK clients, data is hosted in AWS data
centres in London. As we become a global provider,
we will host FYI in the UK and the US. AWS
ISO 27001 certified
provides inbuilt, offsite backups, multiple sites
synchronisation and disaster recovery.
ATO Digital Service Provider
Encryption at the highest levels
99.99% uptime
FYI encrypts data both at rest in the cloud and
during transit with the highest levels of encryption
GDPR compliant
available. Separate encryption keys are allocated to
each subscription, ensuring that each accounting
practice has its own layer of protection from
Compliance and Certification unauthorised or illegal access.
Tested and proven security Absolute best-practice availability
ISO27001-certified – FYI is certified for ISO 27001, Since our beta launch in November 2019 total time
an international standard for information security offline has amounted to 7 minutes –caused by
management. the Microsoft authentication service going offline
– representing absolute industry best-practice
ATO Digital Services Provider – FYI has been 99.99% availability.
certified by the ATO as a Digital Service Provider.
This means that FYI meets the ATO’s requirements Data redundancy and government-grade
for authentication, encryption, certification, data security - Our architecture and product
hosting, personnel security and security monitoring development lifecycle have been guided by the
practices. AWS Well-Architected Framework. Through this
partnership and regular technical review with
GDPR compliant – We are committed to AWS, FYI can guarantee high availability, data
protecting FYI users’ personal data and privacy in redundancy and government-grade security.
EU and EEA countries by ensuring GDPR (General
Data Protection Regulation) compliance. 24/7 Protection - FYI works with AWS to have the
most up-to-date monitoring and defences against
Privacy – FYI complies with privacy laws in suspicious behaviour, unauthorised attempts to
Australia, New Zealand and the UK. access FYI, and potential ‘denial of service’ attacks.
Future-proofed to grow with your Regular Load Penetration and Testing - FYI is
routinely load tested to prove it can scale to host
practice: We understand that moving
the billions of documents required and undergoes
to the cloud is a significant decision – regular penetration testing to identify and
so FYI uses best-practice architecture eliminate potential security weaknesses.
for long-term scalability.
An introduction to FYI 12Service Recovery - In an unscheduled outage, Product Security
business continuity and disaster recovery
procedures are initiated to maintain continuous Authentication Security
business operations and system performance. Leveraging trusted Windows Authentication
- Rather than creating an authentication layer
Incident Management - Our incident
requiring yet another username and password, FYI
management process ensures we rapidly respond
leverages Microsoft Windows user authentication,
to security events that may affect the integrity or
trusted globally for its high security and reliability
availability of the FYI platform and the data stored
standards. To log into FYI, a user only needs to use
within it.
their Microsoft 365 username and password.
Support - FYI support is offered during AEST
Multi-Factor authentication - FYI supports multi-
business hours, including guaranteed responses
factor authentication (MFA) when implemented as
within a maximum of 2 hours. For more
part of Microsoft 365. The decision to apply MFA to
complicated issues, we will initiate an outbound
FYI depends on the administration of Microsoft 365
call.
in your practice.
Storage and Backups
Data Security
Data Storage Space - The amount of data storage
User Permissions - In-app user permissions allow
space allocated to each user is designed to cover
you to control what data a user can access and
fair and reasonable usage of the FYI platform. This
what company-wide actions and settings can be
varies according to your plan.
controlled.
Backup - Your data is dynamically backed up by
Data Ownership - Your practice retains full
Amazon (AWS) as part of their core service. Amazon
ownership rights over content you upload to FYI.
provides inbuilt offsite backups, disaster recovery
If you wish to end your FYI subscription, you can
and multiple sites synchronisation. Practices can
export your documents to a Windows Explorer
also backup their data locally. Data backups are
directory structure.
encrypted and sensitive data is masked in the live
database. Auditing of User Actions - All user actions that
create, modify or remove data in FYI are audited.
Disaster Recovery - Your data is replicated to
These audit records are retained and can be
multiple data centres and backed up in case of
provided to customers on a request-by-request
disaster. In a disaster recovery event, the maximum
basis.
period of modified data that could be lost is 5
minutes. The maximum time expected to restore Unique Tenant Identifiers - FYI is a multi-tenanted
data and service is 30 minutes. system. Each customer account has a unique
identifier used across the entire platform to identify
Constant innovation to deliver new data owned by that account.
efficiencies: We release new features
and enhancements frequently to
deliver on our mission to halve the
time accountants spend on repetitive
admin tasks.
An introduction to FYI 13Easy Onboarding
“The transition from MYOB
Moving to the cloud made easy with FYI
AE to FYI was seamless,
Changing your document management system
may seem like a difficult undertaking – but it and the FYI team walked
doesn’t have to be. Our proven approach to
onboarding makes it easy to migrate your data,
us through every step.”
configure FYI for your practice and train your team.
REBECCA REABURN – TOOHEY REID
Simple assisted onboarding process
Go live in as little as 4 weeks
No downtime for your team
Migrate documents with critical filing
details intact
Migrate your historical documents to FYI Initial Setup and Configuration
Enjoy a seamless transition to FYI, with no loss of • Filing Cabinets and Categories
data and no need to work within two systems. • Custom Views
• Over 60 million documents migrated to FYI • Templates and Stationery
• Tried and tested migration routines. • Email AutoFile Settings
• Your Job Board
• Replicate existing filing structures or create
new • Document Approval Workflows
• Collaborate
• Migrate client and non-client files
• Integrations and Automations
Configure FYI to suit your practice
Training for New Users
Your Onboarding Consultant will guide you
• Learning the Essentials
through the initial setup and configuration of FYI
• Building your Foundations
to suit your practice.
• Working more Effectively
Training to help your team hit the ground • Automating your Practice
running
Training for Administrators
In-product e-learning courses will help each • Managing Templates and Stationery
new user get started with FYI. Our onboarding • Practice Settings
services include live training for both users and
• Getting Started with Automations
administrators – and can be customised to suit
your team and practice.
An introduction to FYI 14“We believe that if you’re not
in the cloud, you’re not a firm
of the future. Straight from
onboarding FYI became an
absolutely essential part of our
business. The commitment that
the FYI team has shown to our
success has been fantastic.”
JARROD BRAMBLE, PARTNER - CUTCHER & NEALE
Book a demo or start a 30-day free trial at
www.fyidocs.com
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