How CyDo Tech Automated
Tedious Tasks for an
Accounting Firm, Saving 20 Hours
a Week and Boosting Efficiency
In today's fast-paced business world, accounting firms juggle endless data entry, invoice processing,
and compliance reporting – tasks that drain time and resources. At CyDo Tech,
we're not just about managing IT and cybersecurity; we're about transforming how you work. Enter our new CyDo AI Automation Accelerator service, which uses AI agents and no-code tools like Zapier and n8n to automate repetitive processes via API integrations. This isn't futuristic hype – it's practical, secure automation that saves money and frees up your team for high-value work.
and compliance reporting – tasks that drain time and resources. At CyDo Tech,
we're not just about managing IT and cybersecurity; we're about transforming how you work. Enter our new CyDo AI Automation Accelerator service, which uses AI agents and no-code tools like Zapier and n8n to automate repetitive processes via API integrations. This isn't futuristic hype – it's practical, secure automation that saves money and frees up your team for high-value work.
Let me share a real success story from one of our clients, a mid-sized accounting firm in Florida specializing in tax services for small businesses.
The Challenge
The firm, let's call them Apex Accounting, was overwhelmed by manual workflows. Their team spent hours each day:
With 15 staff members, this added up to about 20 hours weekly – time that could be better spent on client advisory services. Plus, as an accounting firm handling sensitive financial data, they needed any automation to be secure and compliant.
- Entering client invoice data from emails into QuickBooks.
- Generating weekly compliance reports for audits, pulling data from multiple tools like Xero and Google Sheets.
- Reconciling expense receipts from scanned PDFs, which often led to errors and delays.
- Sending follow-up emails for overdue payments, a mundane task prone to oversight.
With 15 staff members, this added up to about 20 hours weekly – time that could be better spent on client advisory services. Plus, as an accounting firm handling sensitive financial data, they needed any automation to be secure and compliant.
Our Approach
We started with a complimentary consultation (similar to our free risk assessments), sitting down with Apex's managing partner to map their tools: QuickBooks, Xero, MS Office 365, OneDrive for file storage, and Slack for internal communications. Using our expertise from Managed Cyber Security Services (SOC), we identified API-friendly tasks ripe for automation.
Here's what we automated using Zapier and n8n:
Here's what we automated using Zapier and n8n:
- Invoice Processing Pipeline: Set up a Zap that scans incoming emails for invoices (via MS Office 365 API), extracts data using AI-powered OCR (integrated with tools like Parseur), and auto-enters it into QuickBooks. If discrepancies arise, it flags them in Slack for review – reducing data entry errors by 90%.
- Automated Compliance Reporting: An n8n workflow pulls data from Xero and QuickBooks APIs daily, compiles it into an Excel Sheet report, and emails it to the compliance team.
- Expense Reconciliation and Reminders: Zaps automate receipt uploads from OneDrive, match them against bank feeds in QuickBooks, and send automated payment reminders via email. For security, we layered in two-factor authentication and encrypted data flows.
- The entire setup took two weeks, with minimal disruption. We ensured all automations were monitored 24/7 through our SOC for any anomalies, tying into our Overwatch package for proactive threat detection.
The Results
- Time Savings: 20 hours per week reclaimed – equivalent to hiring a part-time assistant without the cost.
- Cost Reduction: Annual savings of $15,000 in labor, plus fewer errors leading to faster client billing.
- Efficiency Boost: Staff reported 30% higher productivity, allowing focus on strategic services like tax planning.
- Security Assurance: No compliance issues, with dark web scanning confirming no leaked data post-implementation.
Apex's managing partner said: "CyDo Tech didn't just automate our tasks – they became our phantom partners, making our operations smoother and more secure. It's like having an extra team member who's always on."
Why This Matters for Your Firm
In the accounting industry, where precision and speed are key, AI automation isn't optional – it's a competitive edge. If you're using tools with APIs (like most modern software), we can do the same for you. Whether it's automating payroll integrations or client onboarding, our CyDo AI Automation Accelerator integrates with your existing IT and cybersecurity setup for a one-stop solution.
Ready to automate?
Ready to automate?
Unlock the ultimate potential
of your business.
of your business.
CyDo Tech is your reliable partner with specialized experience in cybersecurity, managed IT, and cloud services. We help healthcare providers, law firms, and accounting & finance clients reduce their technology worries and get a working solution.
Working with CyDo Tech means getting:
Working with CyDo Tech means getting:
- 24/7 monitoring with rapid response protocols;
- Advanced cybersecurity measures;
- Cloud integrations;
- Infrastructure assessments;
- Data backup and storage, and more.
Schedule a Free Security Assessment
and take proactive steps to secure your firm from cyber threats.