Curiosity and Automation Propel The Bookkeeping Factory Forward

Since 2004, The Bookkeeping Factory has been redefining bookkeeping services for small to medium businesses in Perth. Guided by one of the founders Jody Burton, the firm specialises in offering tailored solutions across a diverse range of industries, including legal and professional services. Jody’s leadership style is driven by curiosity and a desire for continuous improvement

“We adopt technology to try and make our administration more efficient. So we can actually spend more time on the clients work.”

The struggle for seamless operations  

Like many growing firms, The Bookkeeping Factory encountered significant operational inefficiencies before adopting FYI. These challenges included:  

  • Disjointed Email Access: Email management relied on manual processes that required IT intervention to access client emails during staff absences. 
  • Spreadsheet Overload: Task allocation and workflow management depended on spreadsheets, leading to inefficiencies and potential for errors. 
  • Outdated Tools: While our older system offered a step forward, it failed to meet the growing demands of the firm, lacking flexibility and robust automation features. 

Reflecting on the pre-FYI era, Jody shared:  

“We were juggling too many systems that didn’t talk to each other. If someone was sick, we had to call IT to access their emails. It wasn’t just inefficient—it was stressful and disruptive.” 

The Role of Curiosity  

A defining trait of The Bookkeeping Factory is its curiosity-driven culture, which inspires innovation and client-focused solutions. Jody emphasizes:  

“Curiosity is essential in bookkeeping and accounting. It’s about understanding the story behind a client’s numbers—how they operate, what they need, and how to make their processes smoother. Without curiosity, you’re just plugging in data and sending unnecessary queries.”

This mindset drives their exploration of technologies like FYI, enabling them to adopt tools that align with their mission of delivering meaningful client outcomes.  

A leap forward with FYI  

In 2024, The Bookkeeping Factory partnered with FYI to transform their workflows, focusing on automation, collaboration, and efficiency. Key solutions included:  

Centralised Email Management: The implementation of FYI’s Email AutoFile feature was a turning point for the team. All client-related emails were automatically filed and accessible to anyone working on a particular client.

“The big one was having easy access to everyone’s emails associated with a client. If someone was sick or on leave, we didn’t need to get IT involved. Everything was saved in one place, and the search function made it so much easier to find what we needed.”  

Powerful Search Capabilities: FYI’s search functionality allowed the team to quickly locate documents and emails, even if they hadn’t been named correctly. 

“We’re now much better at finding documents—whether it’s something like ‘LSL’ or ‘long service leave.’ Even older, poorly named files are easy to locate. It’s been a game-changer for us.” 

The Automation Advantage: FYI’s automation capabilities has now become an integral part of The Bookkeeping Factory’s operations, enabling the team to streamline repetitive tasks. 

  • Custom Workflows: Tasks for recurring processes like BAS lodgements, payroll tax, and IAS are automatically generated based on client-specific custom fields. 
  • Flexible Scheduling: Tasks are auto-scheduled, allowing team members to adjust due dates as needed while ensuring deadlines are met. 
  • Personalised Automations: FYI’s flexibility allowed the firm to build client-specific automations for unique needs. 
“Our favourite automation generates tasks based on custom fields, like whether a client lodges BAS monthly or quarterly. It saves us so much time and ensures nothing falls through the cracks,”

Task Reassignment Simplified: Before FYI, task management was a labour-intensive process involving spreadsheets and manual updates. FYI transformed this workflow with automated task reassignment and custom fields. 

“Previously, we’d sit with spreadsheets and manually reassign tasks whenever a staff member was on leave or left. Now, all tasks are tied to the client, and reassigning them takes seconds. It’s been a lifesaver during staff transitions.” 

Templates & Merge Fields for Consistency: Predefined email templates standardised client communications, reducing time spent drafting repetitive messages while ensuring brand consistency.  

“The email templates also provide consistency in language and make it easy for clients to find key details like amounts or dates. It’s familiar and expected, improving client satisfaction” 

Seamless Onboarding Experience 

The onboarding process was another highlight of The Bookkeeping Factory’s journey with FYI. While the team jumped ahead in some areas, FYI’s support ensured a smooth transition. 

“We were very impressed with the onboarding experience. Day one was so easy—we were almost fully operational because FYI had guided us so well. Moving tasks across staff members was seamless, and it felt like we were three months ahead on day one.”

The transformation   

The adoption of FYI didn’t just improve efficiency for The Bookkeeping Factory—it fundamentally redefined how the team operated, empowering them to focus on delivering value where it mattered most. 

  • Reduced Admin Burden: FYI’s automations and templates streamlined time-consuming tasks, enabling the team to reclaim hours that were once spent on repetitive admin. 
  • Stronger Client Relationships: Predefined email and document templates introduced consistency and professionalism across all client communications. Clients knew what to expect, reducing confusion and strengthening trust. 
  • Work-Life Balance: For Jody, FYI meant fewer late nights and weekends spent on admin.“FYI took so much pressure off me. I can finally focus on what matters, and that’s a healthier way to work.” 
  • Future-Proofing the Practice: Beyond the day-to-day, FYI aligned perfectly with Jody’s vision of leaving the firm with systems that would stand the test of time. “I’m retiring soon, and I want to leave the team with systems they won’t have to revisit for at least five years. FYI gives me that confidence.” 

At The Bookkeeping Factory, technology and curiosity go hand in hand, driving their ability to deliver outstanding results for clients. Jody sees tools like FYI as essential for modern bookkeeping. FYI’s impact goes beyond operational improvements—it empowers practices to build stronger client relationships, foster innovation, and prepare for the future with confidence. 

“Bookkeepers must embrace technology to make their jobs easier and more fulfilling. At The Bookkeeping Factory, we encourage curiosity about tools like FYI that simplify processes and free up time for meaningful work.”

Embracing the future  

The Bookkeeping Factory isn’t stopping here. Looking ahead, the team plans to unlock even more of FYI’s potential: 

  • Scaling Automations: Building and refining additional automations to streamline client-specific workflows further. 
  • Enhancing Collaboration: Exploring FYI’s Collaborate feature to improve client interactions while reducing reliance on third-party tools. 

Jody captures the team’s enthusiasm for what’s ahead: 

“We’re just scratching the surface of what FYI can do. The potential to automate and streamline even more processes is exciting.” 

When asked if they would recommend FYI, Jody’s answer was unequivocal: 

“No question—we’ve already recommended it. We even convinced one of our accountants to make the switch. FYI is an essential tool for any firm looking to streamline and grow.”

Ready to take the leap?  

Transform your practice with FYI’s advanced automation and document management.

Book a personalised platform tour to see how you could be using FYI in your practice.