Ascentis Accountants


Streamlining and simplifying business processes

A move to G Suite for Business has simplified document management, streamlinedAccentis business processes and improved communication at Ascentis Accountants.

The Challenge

Ascentis, a firm of accountants, tax advisers, business development specialists and registered auditors was facing an expensive upgrade of their old document management system. Incompatibilities in formats also made filing a complex and time consuming task and the whole package had become inflexible and costly.

The company, with offices in Leeds and Ilkley, was also looking to improve business processes and employee communication and already wise to the benefits of cloud computing, knew there must be a simpler and faster solution to both problems.

The Solution

Refractiv, a G Suite Premier Reseller, implemented G Suite for Business to provide email, contacts and calendars for Ascentis by replacing Microsoft BPOS/Office 365 and Microsoft Outlook with the intuitive Gmail and Google Calendar.

A comprehensive migration of existing documents and metadata from the old Invu document management system to Google Drive made everything easier to find and view from the office, home or on the road, immediately improving accessibility and collaboration.

Refractiv also integrated the Iris practice management system with Google Drive, so that the large quantity of documents flowing through the business were automatically synchronised to Google Drive and could be easily found thanks to its powerful, simple search capabilities. The ability to scan incoming post and subsequently find it using the OCR capabilities of Drive further streamlined document management within the practice.

The migration from our old system was painless and we immediately felt the benefit of flipping to G Suite as a business and as people. Like any service industry, communication is key and being able to access everything we need, wherever we are is essential. The improved accessibility and intuitive organisation of things like Drive and Gmail have meant that issues are resolved quicker, so we are working more efficiently and our clients are getting better value for money. The collaborative and ‘joined up’ approach of G Suite is a great fit for for us and it has undoubtedly had a really positive impact on how we work and how we communicate amongst ourselves and with our clients


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