The practical setup Jane L Noller & Co team used to automate job creation and fix inconsistent contact records

Jane L Noller & Co was experiencing recurring bookkeeping work that was taking more effort than it should. Repeat jobs were being created manually, email attachments weren’t always filed correctly, and contact details across the client base needed a tidy-up.

Using AccountKit, the team:

• Tagged clients based on how often they needed bookkeeping
• Automated job creation using filters and default assignees
• Linked each client to the right SharePoint folder via SmartDocs
• Used bulk edit tools to update client roles and authorities

This gave the team a structured, centralised way to manage repeat work, reduce admin, and keep records consistent.

Tagging clients by frequency

The first step was to apply tags to every client based on how often they needed work done — weekly, monthly or quarterly.

“You could have Bookkeeping Weekly, Bookkeeping Monthly, Bookkeeping Quarterly. You could set that up as client tags.”

Rather than edit clients one by one, the team exported their client list, added a ‘Tags’ column in Excel, and re-uploaded it.

This simple setup made it easier to filter clients when assigning jobs, setting schedules, or updating workflows.

Automating job creation using filters

With tags in place, the team used AccountKit’s filtered repeat workflows to automate job setup. Each repeat is filtered by tag and created on the right day, for the right person.

For example:

• Clients tagged ‘Bookkeeping Weekly’ get a new job every Tuesday
• ‘Bookkeeping Monthly’ clients are scheduled on the first of each month
• Quarterly clients follow a lodgement-based schedule

Each job is automatically assigned, removing the need to duplicate templates or reassign work every cycle.

“So if we add the filter for Bookkeeping Weekly, and they are tagged with Bookkeeping Weekly, that’s when the job gets created. That’s great.”

Team members use the 'My Tasks' dashboard to see what’s due without opening every job manually.

Filing documents with AccountKit and Outlook

The team also streamlined document management. SharePoint was already in place, but the filing process wasn’t consistent. Some emails were missing, and attachments didn’t always land in the right folder.

They added in AccountKit to link each client to a default folder and began filing emails through the AccountKit Outlook add-in.

“If I reply to an email and it doesn’t get attached, where does it go?”

Now, emails and attachments can be saved with a click. If anything is missed, the SmartDocs screen shows what needs action so nothing falls through the cracks.

Updating contact records in bulk

Next, the team addressed inconsistencies in client records, especially around their companies, through NowInfinity access. They noted specifically that this work had fallen through the cracks as the team member was not keeping up with the tracking. They will absolutely start to use AccountKit for this so that it doesn’t happen again.

Using AccountKit’s bulk edit tools, they selected multiple clients and updated the necessary details in one go.

“In the contacts tab, you can just select multiple and hit edit. You don’t have to go in and out of each one.”

This made it easier to:

• Set consistent ‘authorised contact’ roles
• Confirm NowInfinity access across clients
• Clean up records across the entire base in a single process

This helped standardise key contact information and reduced time spent chasing client data later on.

A system built around how they actually work

With tagging, filtered workflows, email filing and contact updates all in place, Jane’s team created a system that matches how they work, not the other way around.

Tasks now land on the right day for the right person. Documents are stored where they belong. And client data is consistent across the board.

Are you still setting up repeat work manually or chasing missing emails?