TROI Helps Petersen CPAs and Advisors Streamline Technology Platforms
Like a lot of small businesses, Petersen CPAs and Advisors had managed its information technology in something of a "duct tape" fashion – a fix here, a patch there, a bandage there – until its tech infrastructure was a miscellany of outdated equipment and disjointed wires. One or two of the accounting professionals in its office, who happened to know a thing or two about computers, were saddled with double duty as IT managers, devoting as many as 10 to 15 hours each month addressing server outages and PC maintenance – hours that would be much better spent serving clients. Occasionally, IT fixes were outsourced, but providers weren't always able to respond quickly or offer dependable long-term solutions.
Though this was a fairly serviceable approach, the firm's owners understood it was far from ideal and really quite risky. Data backup and security were unreliable, and on-site equipment was vulnerable to loss in the event of a fire or other damage to their facility. Plus, staff had no remote access to documents and email, making offsite work, such as audits, cumbersome and inconvenient. They also realized that the current technology system wouldn't easily accommodate additional staff or business growth, a top concern for smaller firms like Petersen. Ultimately, they were keeping their fingers crossed and hoping for the best. "It definitely was not a good plan," says Abby Sanders, one of the firm's owners.
And Petersen isn't alone in their concern. Security of data and connectivity are the top two issues facing all CPA firms according to the 2010 AICPA Top Technology Initiatives Survey. Proper information security protects the integrity, confidentiality and availability of information and reduces the risk of information being compromised. And the ability to make and maintain an instantaneous connection between two or more points using connection devices is critical for staying competitive in today's marketplace.
By their collective nature, CPAs want information. "We don't like not knowing what we don't know," says Abby, so Petersen engaged TROI for a full assessment of its IT infrastructure. Taking a strategic approach to this evaluation, TROI was able to provide a full report on exactly what Petersen needed to accommodate its tax and audit software, time and billing systems, and communications – all within the context of the firm's current situation as well as its future plans.
TROI provided a fully integrated IT solution including Managed IT services for day to day operational support; System Performance Tuning to ensure productivity and security; Remote Connectivity for access to critical application on the road; Offsite Backup services to ensure appropriate disaster recovery planning; and VCIO services to assist Petersen in monitoring how well technology is supporting business goals.
Knowing that business and client data are secure and recoverable, that technical support is a phone call away at any hour of the day or night, and that these services are remarkably cost-effective has left Petersen with an unprecedented level of comfort. "The upshot of working with TROI is confidence and peace-of-mind," Abby says. "We're able to execute our business plan more effectively, and we're much better equipped to grow as well."
And the savings are real and substantial. With staff time at $140 an hour plus outsourced costs, time restored to serving clients more than pays for TROI's monthly managed services fees. Remote access gives staff the latitude and flexibility to work from home or on the road, and server outages are a thing of the past, so productivity is up.
One of the best things, according to Abby, is TROI's user support team and CPA industry experience. "If I have a tech issue on April 14 at 7:00 p.m., TROI gets the urgency of that," she says. "They understand our deadlines and industry pressures, and they respond to them immediately. We never feel like we're an inconvenience." She also adds that TROI's help desk team has familiarity with audit and tax software platforms and can readily support them.
Petersen exchanged its crossed-fingers approach to information technology for smooth-running service, reliability and security, and industry expertise – and saved money while they were at it. The investment in TROI has paid dividends in comfort and peace-of- mind as well, and positioned the firm for future growth: a much better plan given today's competitive landscape. "Overall, our firm gets the benefit of having an in-house IT person that is readily available without the full-time cost of an actual in-house staff person," says Abby. "Because of our positive experience with TROI I have no reservations referring my clients to them."