How to Escape the Email/QuickBooks Chaos
If you run a search/filing business, your primary goal is efficiency. But if you’re like many of the professionals we talk to, your “workflow system” is a fragile house of cards built on emails, shared spreadsheets, siloed and shared folders, and inefficient workarounds in QuickBooks.
It’s not just inefficient; it’s a time sink and a financial risk.
At RDS, we offer a powerful, yet flexible, workflow solution designed to streamline the entire process. Here’s how we fix the most common order intake and management headaches our customers face every day.
The Problem: When Emails and Spreadsheets Fail You
Let’s face it: using general-purpose tools for specialized operational tasks causes more problems than they solve.
1. The Email Black Hole : Clients emailing requests directly to a specialist or a central inbox is a recipe for disaster.
- The Challenge: Orders get buried, requirements are missed, and it’s impossible to get a quick overview of what’s active and who’s responsible.
2. The Shared Spreadsheet Nightmare – Attempting to track orders in a shared spreadsheet is a temporary fix that quickly becomes a burden.
- The Challenge: Spreadsheets are easily overwritten, outdated within minutes, and offer zero visibility into real-time progress. It’s impossible to know what’s genuinely “due today” or how to balance workloads effectively.
3. The QuickBooks “Workaround” – We often see clients using QuickBooks to create an Estimate or Future Order for each request. This is perhaps the most inefficient method of all.
- The Challenge: QuickBooks is for accounting, not workflow management. Using it for order intake inflates your user costs, clutters your financials, and provides none of the tools needed to manage a job in the field (status tracking, expense capture, document delivery).
The Solution: A Dedicated Order Management Hub
Our software replaces that chaos with a single, integrated platform designed specifically for the document search workflow. We centralize your process, giving you control and clarity.
Here are three core aspects of our solution that tackle these issues head-on:
1. Centralized, Structured Order Intake
Clients submit orders through a dedicated, branded portal or a single intake point within our system. This ensures you collect all necessary information upfront, eliminating back-and-forth emails. Every order is immediately logged in a central database, not a specialist’s inbox.
- Result: No more lost orders. No more missed requirements. Easy to balance workload. No more delays when someone is sick or off work.
2. Real-Time Status Tracking and Load Balancing
We provide a visual, real-time dashboard that instantly shows the status of every job. You can sort by due date, client, or assignment.
- Result: You can immediately see what is due today and who has the capacity for the next request. This allows you to load balance your team effectively and hit every deadline without stress.
3. Integration Without the Clutter
We manage the operation of the job, and then integrate that final, completed job data into your existing accounting software (like QBO).
- Result: You use the right tool for the right job. You avoid unnecessary QBO user fees, keep your accounting records clean, and ensure accurate, automated invoicing once the work is done.
Stop the Chaos and Start Streamlining
Don’t let manual, outdated processes hold your business back. It’s time to move beyond emails, spreadsheets, and QuickBooks workarounds.
RDS offers a dedicated solution built for your industry.
Ready to make Order Intake streamlined and everyone working as a team?
Let’s talk about how RDS helps teams move beyond the intake chaos and into a system built for how you actually work.
👉 www.realdocs.us/contact