Every business function can be classified in 5 buckets – HR, Admin, Sales and marketing, Servicing and Billing. We have compiled various options and tools available for each of the area in digital space.
Greythr: Employee portal for maintaining every single document of employee, tracking pay slip, IT declarations, apply leaves, creating employee directory etc. this is a good SAAS model, it works to track leave, exam leave, keep documents, it is good. You could visit the website of www.greythr.com
Reimbursement and expense management: Use Google form for internal employees to make a claim and disburse the amount
Employee rating: Build a performance review tool of all the employees. This helps in rating each employee on 3 buckets, 1st the employee rates, 2nd the manager rates, and 3rd partner rates. If the rating is not done in 2 days’ time, then the rating of the employee is considered final and increment is given based on that.
Employee Exit portal: You can construct this in a Google form
HR Helpdesk: Use Google form for internal employees to raise an issue related to HR
HR Policy Acceptance: To provide consent on acceptance of HR policy by formulating an in-house tool, but you can construct this even in a Google form.
Zoom, GoToWebinar: With the changing times, the way sessions are conducted is also changing. You can have weekly sessions where latest amendments/ notifications can be discussed. Zoom and GoToWebinar both offer similar set of functionalities to conduct online sessions.
Accountingbuzz: A monthly newsletter to share knowledge update monthly within the organisation. You can visit www.accountingbuzz.in
Gmail For exchange of mails and communications: Of course all of us would be using this, but a paid version would give disaster recovery plus it can also give a domain name of your firm. Instead of having a Gmail id of email@example.com, you could have the mail id of firstname.lastname@example.org in Gmail. You could get 30 GB of data, no intrusions of ads, a large control of all your office mail, you can have control of mail id of employees, even if they quit. I think this cost some 1500 to 2000 per ID per year i.e. is a cost of 125 rupees a month per employee id.
IT Helpdesk: Use Google form for internal employees to raise an issue related to IT
Fyle: https://www.fylehq.com/ this is a beautiful web enabled tool we use. This is SAAS model. When the reimbursements to many employees are there it is beautiful, because employee will have to just take a picture of the invoice, and the invoice will get auto approved and the data is pushed post approval on auto basis to the software of QB or tally. This removes the process of data entry, approval by management in standard cases, data entry and voucher depository.
Client acceptance form: To maintain the basic client database. This is also done on PHP, but you can construct this even in a Google form, but a tool is better
Induction Process: To record the detailed process of induction. You can construct this even in a Google form
Asset Management Traxx: For maintaining fixed asset register (date of acquisition, location, tracking ID etc). This is also done in a Google form, but a tool is better
Vaulten: Backup Auto back up tool, it is very useful, you don’t have to take back ups. Your entire hard disk can be backed up. Alternatively, we also use icloud for our own back up or skydrive or Google drives.
Flock: It is superb tool which functions like a whatsapp, but it is good to exchange documents, it has a track list, it has a document manager, it has a poll, it has a reminder, scheduler, tick able list. So, it is much more, it is a chat platform also. It is very useful when too many people in one office are interacting with client.
Papilio: A tool where the data can be stored on cloud and accessible from anywhere in the world. From scratch document of working papers, engagement letter to final deliverables, everything can be uploaded and stored in papilio. Leading to a paperless office.
Google drive: Data sharing and storage tool, all are paid version; we would get better protection and rights.
Onedrive: Data sharing and storage tool, all are paid version; we would get better protection and rights.
Dropbox: Data sharing and storage tool all are paid version; we would get better protection and rights.
O365: Microsoft office tool
Zoho Books: For maintaining Books of accounts
Quick Books: Standard tool, but we use it more as a depository of invoices bills, because in this tool the best we find is, there is a dash board, it is web driven, it is easy to import or export anything, plus we have a drill down from the voucher entry to the scanned copy of the bills, so for doing audit, just a password is enough and there is no need to maintain voucher files
QR Code: Digital Visiting Card www.qrstuff.com. The cost of this is around 8000 per year, and it can create beautiful visiting cards, which will remove all the visiting cards, and you can be presented in a much better manner.
Power BI: It is a presentation tool; you would need to learn how to use it, but one of the best for audit presentations, group presentations, consolidations.
Survey: SurveyMonkey is common; this is also a free tool. Surveyanyplace.com is a better tool, which is much nicer, faster, it is fun. We use this for client engagement.