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How to improve the digital management of an office with an ERP

Digitization is a reality in all business sectors. Even those most reluctant to digital transformation have seen that it is a competitive advantage that they cannot ignore. Professional offices and consultancies are usually among the least digitized sectors, let’s see how an ERP can help them improve profitability and productivity.

Before “getting into the flour”, let’s see what an ERP is and what it is for. An ERP software, it is a tool for business management. ERP stands for “Enterprise Resource Planning”, that is, we are dealing with software for planning business resources.

So, an ERP is a tool with which we can manage and automate multiple tasks within our organization. The most common modules offered by an ERP to use are: Purchasing, sales, stock management, billing, accounting, HR or CRM.

As we are dealing with a product that can be customized for each business sector, there may be a multitude of different modules depending on which sector the ERP is aimed at.

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ERP for professional offices: The new paradigm

As in other sectors, there are ERP programs for offices. Let’s see what are the characteristics of these consulting software and the advantages of using them.

An ERP software for offices must offer, at least, taxation, accounting, invoicing and work area modules. In any case, most already offer those modules and more features that we will see now.

Let’s see in detail the characteristics that each module must offer:

  • Accounting: An ERP for consultancies must allow accounting for companies or self-employed workers. In addition, it usually offers all the exercises online, from different years. It will allow the legalization of books, the deposit of the annual accounts and the presentation of taxes to the administration.
  • Taxation: Here you must allow the creation of state models (some ERPs also offer regional and Canarian models).
  • Labor module: In this module, it should allow us to automate tasks to create payroll in a matter of minutes. They usually offer all the updated agreements so that they are automatically filled in with each payroll. There is usually a direct relationship with all the agencies involved: SILTRA, SEPE, DELTA, AEAT, forales, etc.
  • Billing: In this module we can automate billing, assigning quotas, managing warehouses, orders, delivery notes. In addition, they usually allow you to automatically calculate invoices and manage those of suppliers.

These characteristics are, in general terms, those offered by any ERP for offices. Then, due to the high competition that exists today, each tool offers different benefits. For example, tenERP is an ERP for consultancies that offers some very interesting modules:

  • Digitization of invoices: tenSCAN is an OCR by which the clients of an office will be able to digitally share the invoices and, in this way, the advisor will not have to pass the data by hand (with the time savings that this means) .
  • Client portal: They also offer the Advisor portal, a tool through which they can share all the relevant information with their clients immediately: Accounting, billing, notices, shared document manager… In this way they avoid wasting time on calls, sending of documentation by email, etc.
  • Business intelligence to improve the firm’s profitability: We have the false belief that the more clients we have, the more profit we will obtain. But that doesn’t have to be like that. With the Profiture module, of business intelligence, we will be able to analyze which clients are more profitable for us, how much time we invest in each one, how we can improve the productivity of our employees and much more.

How does my firm benefit from having an ERP?

Everything we’ve read so far sounds good. It is clear that any process of digital transformation will bring us benefits, there is no doubt about it, but let’s look specifically at all the advantages that the implementation of an ERP can offer us in our consultancy or professional office:

  1. Productivity improvement: The possibility of automating those tasks that do not bring any benefit to our company, but are merely administrative, will mean an improvement in the performance of our teams.
  2. Advisor… to advise: The elimination of tedious tasks will allow us to dedicate ourselves to the core business of our company, which is advising our clients. In this way we will improve our clients’ confidence in us, offering them a differentiating service.
  3. Improved profitability: As we have seen, taking advantage of business intelligence will allow us the possibility of increasing the profitability of our office, analyzing the data and benefiting from the information that is returned to us.

In short, as expected, the use of digital tools in our business is a safe bet. Not only does it allow us to work more efficiently, but it will also increase our profitability and customer satisfaction.

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