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Case Studies » Debra Kilsheimer

How Behind The Scenes Financial Saves Over 50 Hours Per Month With Keeper’s File Review Tools

  • Debra Kilsheimer
  • Founder/CEO

“I added all 50 clients immediately. Keeper was powerful and simple to use.”

Debra Kilsheimer, a seasoned accountant and solopreneur, has been running her own practice for over 20 years.

Before Keeper, Debra relied on conventional accounting tools and a detailed Google spreadsheet to manage tasks and workflows. “I was copying, pasting, updating, and deleting – and even with the formulas and automations that I built, there was still a manual effort.” Debra knew she needed a system to streamline and automate her close process. “ I was tired of the manual workflows, extra clicks and tedious administrative work that was keeping me up at night and blocking me from meeting deadlines.” After hearing her peers rave about Keeper, Debra knew she needed to check out the tool.

“I’ve spent far more than $10 a client in personal time working to stay organized and keeping my spreadsheets updated.”

Finding the Right Solutions

Debra understood the benefits of automating her practice, but found her workflows scattered across multiple tools that did not integrate with one another. “I tried other applications, but they did not provide the end-to-end visibility I was looking for. I always fell back to the same old spreadsheet I created for myself,” said Debra.

After taking a demo with Keeper and engaging in a free 14-day trial, everything clicked. “Keeper was simple, powerful, and made sense for my accounting brain.” It also helped consolidate the fragmented systems and tools Debra was using into one single platform. “Keeper integrates directly with QuickBooks Online so there’s no more tabbing between the different apps I would use to run my close; I can do everything I need with Keeper.”

After choosing Keeper, Debra took an all-or-nothing approach and onboarded all 50 clients immediately. “I’ve spent far more than $10 a client in personal time working to stay organized and keeping my spreadsheets updated. I was running out of time, energy, and patience – Keeper was the solution to my problems.”

Rescuing Time with Keeper’s Core Features

With the help of Keeper’s Customer Success Team, Debra’s transition to Keeper was smooth and easy. When questions arose, Keeper’s support team and Debra’s dedicated Customer Success Manager were ready to jump in and help. “I was so excited, and willing to pay for clients I didn’t even have yet.”

Working in your workflow software

Debra emphasized the immediate benefit gained from using Keeper’s QBO-integrated file review tools. “Instead of compiling ‘ask my accountant’ questions into a spreadsheet and sending an email out each week, I use Keeper’s Uncategorized Transaction report to reduce the painful email ping-pong. Debra noted that Keeper’s uncategorized transaction report saved her multiple hours per week. “It was easy and simple to identify and mark transactions that required client input, and with only a few clicks, I could upload them directly in my client’s portal.”

To further increase the response rate from her clients, Debra set up automated email reminders to be sent at the beginning of each week. “I no longer worry about whether I sent that email. Keeper’s automation does it for me and it saves me hours of time and headaches.” After receiving an answer from her client, Debra can code those transactions directly in Keeper and push everything back to QBO.

Efficient collaboration with Keeper’s Client Portal

Debra appreciates how easy it is to collaborate with clients using Keeper’s Client Portal. “I despised having to bother and harangue my clients because they forgot to answer my questions and send me documents,” said Debra.

Keeper’s Client Portal is far less intrusive and provides an additional layer of security when questions need to be asked. “My clients are responding twice as fast, and they love that the portal uses a magic link, so they do not have to manage another password.”

At the end of the month, Debra uses Keeper’s financial reporting tool to build and create an executive summary containing key statements, metrics, and KPIs; all custom-built to her clients’ industries. “I no longer have to jump back and forth between multiple applications to create the reports I want – and similar to the transaction questions, I can post everything directly in the portal.”

A 360-degree view with Keeper’s Dashboard

Keeper not only gave Debra the quality controls that she desperately desired, but also helped her stay organized.

Debra processes sales tax and payroll for over 25 clients. Prior to Keeper, Debra would consult her spreadsheet and cross her fingers, hoping that she would not forget a step. Jumping through multiple tabs and windows, Debra would slowly work her way through each client’s monthly close. Using Keeper’s CRM Dashboard, Debra can now get a high-level view of all her clients’ properties, which of her clients require sales tax and payroll assistance, what may be outstanding down to the task level, and how the month-end close is tracking as a whole. “My ducks are in a row, and nothing falls through the cracks.”

Building a Firm of the Future

Debra has significantly reduced the time spent manually reviewing client files each month, thanks to Keeper’s automated workflows and her increased organization. “The flossing of my teeth is done automatically,” she humorously noted.  “I would not be able to manage 50 clients by myself without Keeper. The money I’ve made being efficient has more than paid for this software.”

“Instead of worrying if my tasks are done, I can advise my clients and help them make educated decisions.”