LedgerDocs offers bookkeepers a way to streamline the process of receiving and organizing important financial documents and is a highly valuable tool for many firms when properly implemented. One of the main questions we receive from bookkeepers is how to begin the process of getting their clients to use the application.
 
How you deploy LedgerDocs will be based on your firm, your clients, and your vision for apps and the role they play within your organization. Here are three steps to help you get started with LedgerDocs which we have seen work really well.
 
 1. Prepare
 
Familiarizing yourself with an app can take some time, especially when you are jumping right into playing with features without taking the opportunity to think through the implementation steps. If you're an accounting or bookkeeping Pro Advisor, we can give you a free account for your firm so you can test it first before introducing it to your clients. Our friendly support staff can also help at this stage, and we offer a variety of resources to assist the moving of your clients to LedgerDocs. 
 
Proper preparation will ensure that you get started on the right foot, and can answer your clients with any questions they may have.
 
 2. Invite 
 
Invite your clients so they can upload documents through the web, scanner, or mobile apps. If your clients only need to upload by email, just provide them with the company email address.
 
To invite users to your company:
 
  • Click on the Company on the left
  • Go to the 'Members & Invitations' tab
  • Enter in name and email address and click Invite
 
Keep in mind that this individual will only have access to the given company, while any other companies in your account will remain hidden. This allows for you to have multiple clients and control who has access. Finally, note that only the Company Admin can invite / remove members.
 
 3. Introduce
 
One of the most important aspects of implementing a new system into your firm, whether it is LedgerDocs or any other new tool, is to start slow. One simple way to do this is to start with one client. Firms can pick one (or a handful) of clients to begin with, which will give both parties an idea as to how the application will work and fit in the workflow. It is also important to not get overwhelmed working with too many new tools at once. In the long run though, apps can greatly improve your bookkeeping workflow and help to position you as the trusted advisor providing value based services. 
 
Here is a sample email you can use when introducing clients to LedgerDocs – feel free to customize it as necessary.
 
Hi [Client Name],
 
[Your Personalized Introduction here]
 
LedgerDocs Access:
 
You will receive a separate invitation to create your account. Simply click on the link and select your password to register. Once you have done so, you can either log in to the app (www.ledgerdocs.com) to upload documents, or you can use the unique LedgerDocs email address for each of your companies (See below).  Keep in mind, you only need to get documents to the inbox and our bookkeeper will take it from there. 
 
Your unique email upload address is: (This email address is being protected from spambots. You need JavaScript enabled to view it.). 
 
3 ways to get your documents to LedgerDocs:
 
  1. Upload within LedgerDocs – Log in at www.ledgerdocs.com with your email and click on the green “Upload to Inbox” button.
  2. Use your smart phone (Windows, Android, iPhone or BlackBerry) by taking a photo and emailing it to the necessary email address. You can also download the iPhone and Android app (www.ledgerdocs.com/features/extras).
  3. Email directly from your email client (e.g. Outlook, Thunderbird, Gmail, Apple Mail) with the attachments using your unique company email address above. 
Best Regards, 
[Your Signature]
 
 
Your Implementation Checklist
 
We recommend determining which clients are a good fit and developing a timeline complete with milestones to help ensure that all involved in the transition are ready to 'go live'. By developing an overall familiarity with the LedgerDocs app and its features, you and your firm will be able to streamline the process of receiving and organizing important financial documents, which will ultimately enable you to operate more efficiently. 
 
  1.  Create Company
  2. Create email address
  3. Connect to QuickBooks Online (if applicable)
  4. Invite User
  5. Send 'Introduce' email

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LedgerDocs is a small business tool for managing & filing accounting documents in the cloud.

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