"SmartVault is very important in attracting the right clients to my firm. It offers the advanced technology my business clients want to securely access, share, and store their financial documents"Kimmo Jarvinen
Crossing Borders with the Cloud – SmartVault Helps Finland Firm Owner Launch a Completely Paperless Operation
Small business clientele are mobile-driven and, therefore, require service providers who can offer information on the go
Kimmo Jarvinen opened his full-service accounting firm, Axel Tili – ja Controllerpalvelut (Axel), in 2014. From the start, he was determined to launch an all-digital operation.
“As a start-up company, I had the opportunity to design operations from the ground up, and I wanted to be completely paperless. Working in an electronic environment is far more efficient for both the firm and my clients,” Kimmo stated.
He put a great deal of thought into designing his firm’s infrastructure. First, he implemented a leading cloud-based tax and accounting solution (Visma), which serves as the heart of his overall internal system. He then researched online document storage and secure file sharing solutions and quickly found SmartVault.
“I took advantage of the free 30-day trial. I wanted to thoroughly test out the system. I was quickly convinced that I wanted to use SmartVault. It was just what I was looking for to serve my clients.”
Kimmo explained that his small business clientele are mobile-driven and, therefore, require service providers who can offer information on the go. “Many small business owners don’t want to work in the traditional way, dealing with a lot of paper. They want to be mobile and have ready access to their financial documents. With SmartVault, I can offer my clients this level of service.”
In fact, as part of Kimmo Jarvinen’s business model, he requires that clients adhere to his workflow process, which is feasible in the small business sector. This means that clients must scan their source documents or outsource the paper handling to a scanning service provider…no paper copies are accepted. In turn, he provides clients with a secure SmartVault client portal so they can access electronic documents at any time and from their mobile device of choice.
“My goal is to make my services as convenient and efficient as possible. By offering clients a paperless process it helps them to be more productive as well because they are relieved of manual tasks that come with handling stacks of paper,” stated Kimmo.
Creating a Rich Client Experience
Kimmo Jarvinen understands that his clients require real-time access to more than just their current accounting statements and reports. They also need access to historical data from time to time, such as tax declarations and wage documents.
“I use SmartVault’s client portal to offer my clients access to current and historical documents,” said Kimmo. “There are many occasions where clients need to get their hands on past documentation; SmartVault allows me to store historical client data for years back.”
It is very clear that providing a rich client experience is a core principle at Axel. “One of my main goals in operating a highly efficient firm is to pass that value on to my clients. It benefits them greatly to be paperless and productive in their own businesses.”
A great deal of emphasis is also placed on ease of use. “You want to make it easy for clients to get up and running on your system,” Kimmo explained. “SmartVault is so easy, which makes transitioning clients to an electronic process fast and simple. They like that.”
To further ensure client satisfaction, Kimmo takes the time to train clients on the proper use of SmartVault. For example, he coaches clients on best practices for file naming.
“I found so much detailed information on the SmartVault website on topics like file naming and folder structure. It was so helpful to me that I decided to share these best practices up front with each client to ensure their success,” said Kimmo.
Building a Business with the Right Clients
Successful firms understand the necessity of recruiting the “right” clientele. That is, those that accept and adhere to the firm’s processes—rather than the firm adhering to disparate client methods. This allows a firm to implement uniform workflow processes, which in turn bolsters efficiency because everyone is serviced in the same manner.
According to Kimmo, “SmartVault is very important in attracting the right clients to my firm. It offers the advanced technology my business clients want to securely access, share, and store their financial documents, and it supports a standardized paperless process that all clients can easily follow.”
Overall, Kimmo Jarvinen has built a technologically advanced firm—free of paper and the manual, time-draining tasks that go with it. “I knew I wanted my firm to be digital from the start, and SmartVault is a big part of making that happen.”