In the modern accounting landscape, managing client correspondence, especially from the ATO, can be an overwhelming task. With the shift to digital communication, practices face the daunting challenge of processing, reviewing, and distributing ATO notices efficiently. Enter ATOmate, an innovative automation platform designed to transform how accounting practices handle ATO document management.

The Challenge of ATO Document Management

For many accounting firms, the process of managing ATO documents is tedious and error-prone. A typical workflow might involve:

1. Receiving ATO notices and manually sorting them into batches.
2. Comparing notices against estimates in Xero Tax and Xero Practice Manager.
3. Redacting Tax File Numbers (TFNs) manually.
4. Preparing and sending correspondence to clients, often pulling contact details from Xero.
5. Filing documents systematically to maintain a record.
6. Downloading statements from the Tax Agent Portal and addressing client queries.

These tasks not only consume countless hours but also risk human error, leading to potential privacy breaches and client dissatisfaction.

Introducing ATOmate

ATOmate combines robotic process automation (RPA) with artificial intelligence (AI) to drastically reduce the time spent on ATO document management by up to 90%. Here’s how it works:

1. Automated Document Review: All ATO documents, including Notices of Assessment(NOA), Statements or Account, Tax Debts, and other ATO notices, that have been scanned or downloaded electronically are examined by ATOmate’s intelligent AI technology, which compares important information like due dates and amounts payable/refundable with those kept in Xero Tax.
2. Discrepancy Alerts: Any discrepancies are automatically flagged for review, ensuring that accountants are aware of any issues without sifting through every document manually.
3. TFN Redaction: ATOmate simplifies compliance with privacy obligations by automatically redacting TFNs from all correspondence, allowing secure communication with clients.
4. Effortless Communication: The platform generates and attaches emails or letters for quick dispatch to clients, pulling contact details directly from Xero.
5. Integrated Archiving: ATOmate seamlessly integrates with popular document management systems like FYI Docs, SuiteFiles, Google Drive, and Sharepoint, automatically archiving communications while ensuring TFNs are redacted.
6. Bulk Downloading: With ATOmate’s unique bulk downloading feature, firms can retrieve missed client correspondence from the Tax Agent Portal, allowing them to proactively inform clients.

Key Features of ATOmate

• RPA and AI Integration: Streamlines repetitive tasks and enhances accuracy.
• Automatic TFN Redaction: Meets privacy obligations effortlessly.
• Multi-Channel Processing: Handles documents from various sources, including myGov and the Tax Agent Portal.
• Easy Integration: Works with leading cloud-based applications to streamline workflows.
• User-Friendly Interface: Requires minimal training, allowing for quick implementation.

Subscription Pricing

ATOmate offers flexible subscription pricing tailored to the needs of different practices. Pricing typically depends on the size of your team and the volume of documents processed. For detailed pricing information and to explore which plan suits your practice best, you can visit the ATOmate website or contact their sales team directly.

Managing ATO documents doesn’t have to be a burden. With ATOmate, accounting practices can automate repetitive processes, reduce administrative overhead, and enhance client communication. By leveraging advanced technology, firms can reclaim valuable time to focus on strategic initiatives and deepen client relationships. Ready to revolutionize your document management? Discover how ATOmate can transform your practice today!

Credits

Vigneshkumar Muthiah, Services Management Team