"Thanks to Abacus, we now have more resources to help us proactively advise our customers."

What is your favourite function in the Abacus software?

Steven My: For me, it's clearly Electronic Banking, especially the rules and regulations. The combination of DeepBox and Abacus Electronic Banking is perfect because it enables us to automatically allocate receipts to a booking. We used to have to type everything in and drag it manually into Electronic Banking. Now the recurring accounting processes run automatically.

How does automated document processing work?

SM: Our customer pays the invoice themselves and sends us the receipts on an ongoing basis or collectively over a certain period of time via DeepBox. The receipts are automatically entered in Abacus. Since the invoices have already been paid, we only post the account transactions. This is done automatically with DeepO's AI recognition and the electronic banking rules.

How does the set of rules work?

SM: Defined rules can be used to automatically post account transactions. When I receive a message that a receipt could not be booked automatically, I define a new rule. In the future, the receipt will also run automatically. These booking rules are an enormous added value.

What are the advantages of the process for you and your customers?

Martin Brenner: Oftentimes, we receive the physical receipts for an entire year from the individual customers for the preparation of the annual financial statements and taxes. In terms of advisory services, this is extremely late. If we receive these documents regularly via DeepBox, we know in real time where the customer stands and can advise them on liquidity, profitability and taxes. DeepBox gives us the opportunity to gain an up-to-date insight into the customer's situation. The more regularly we receive the receipts and the more current our insight is, the better we can advise the customer in a targeted manner.

How have your customers reacted?

SM: The reactions are consistently positive. Even if the customer provides us with the receipts physically, they still have access to the DeepBox digital document repository. Using the search function, the user can quickly find the desired document and access the filing system from anywhere, which complies with the current, highest data protection guidelines. This allows the customer to shred the physical receipts without worrying. A definite direct advantage for customers, which is very much appreciated.

How was the implementation?

SM: We have been using Abacus Electronic Banking and the automatic posting of account transactions for some time now. During a visit from the AbaFiduciary team, we learnt about the possibilities of the DeepBox. Actually, I only wanted to set up Electronic Banking for one customer, and the DeepBox was set up at the same time. The configuration at the customer's premises was really very simple. Occasionally, questions arose that could be answered quickly thanks to the close proximity to our distribution partner and the AbaFiduciary team. Within six months, we were able to switch around a dozen customers to DeepBox. We plan to migrate all customers with a promising level of added value by the end of 2025.

What projects are coming up next?

Benjamin Gämperli: The next step is the introduction of EBICS contracts with the banks. This lets us significantly increase quality and minimise potential sources of error. We are also taking a closer look at AbaPlato. I would like to see a comprehensive cockpit in Abacus that combines a range of information such as CRM, time recording, document storage, etc. We will also be looking at Hoop. This process enables us to demonstrate the benefits of automation and digitalisation to our customers in the best possible way.

Where do you see the biggest challenges and success factors in the implementation of IT projects?

MB: I see three obstacles in such projects: not wanting to relinquish control, fear of change and not having time for implementation. We were lucky that Steven My was willing to just get on with it and also had the resources to do so. As the interface between our customers and IT, he is in the right position.

BG: The psychological process is at least as complex as the technological one. Internally, the responsible client managers must be convinced of the new process, which should not be underestimated. This is the responsibility of the company and has nothing to do with the software.

How is your day-to-day work changing?

BG: The digitalisation and automation of accounting processes is changing the day-to-day work of our employees. Thanks to Abacus and DeepBox, we have more resources to proactively advise our customers. Accounting should not only serve the tax office reactively but should also function as a financial cockpit and management tool with timely interim financial statements. We are in the midst of a paradigm shift. Different employee competences are required.

What three words would you use to describe Abacus?

SM: Future-orientated, efficient, automated.