The Future of Accounting: Technology, Security, and Empowering Clients with Dawn Brolin, CPA, CFE

Summarized Video Transcript

How do you see technology shaping the future of the accounting industry?

Dawn Brolin: It’s been fascinating to watch over the last five years. Accountants are finally embracing the technology we’ve been advocating for over the past decade. Now we’re in a phase of filtering through the many options and apps available. It’s an exciting time of transformation in our industry.

With so many options available, what are the main factors you consider when evaluating technology for your firm?

Dawn Brolin: Integration is critical. We need one source of truth, or at least data that matches across platforms. Without proper integration, we end up with duplicate entries, excess data, or inconsistencies – think “Dawn Brolin” or “Brolin, Dawn,” for example, in your folder structures. All of these complicate our work. But technology is crucial for firm growth, especially considering the current exodus of professionals and the need to attract younger talent. Technology can help firms growth without needing to hire.

Speaking of young talent, what advice would you give to a recent graduate looking to start their own accounting firm, particularly regarding technology evaluation?

Dawn Brolin: I’d recommend taking advantage of free learning resources like webinars and platforms such as CPA Academy. It’s crucial to understand how accounting principles translate into actual systems. The younger generation wants flexibility and mobility – they don’t want to be stuck in the chair all day – which the right technology can provide.

Let’s talk about SmartVault. It’s been in your tech stack for years. What was your experience when you first adopted it?

Dawn Brolin: With young kids at the time, I wanted the flexibility to work from anywhere without being tied to a physical office. I remember doing client work from the beach: A client texted me a question, and I was able to go into SmartVault, access their tax return, and quickly answer the question while using just my phone. Of course, I could’ve shut my phone off and not done that, but I didn’t have to worry about remembering to take care of that when I returned to the office. SmartVault eliminated the need for file cabinets and the burden of using paper, giving me the freedom to travel and work on my terms.

How have SmartVault’s newer features benefited your workflow?

Dawn Brolin: I particularly love the document request feature that lets us request exactly what we need from our clients and that submitted documents are saved in the correct folders every time. Of course, one of my favorites is the eSignature integration for 8879 forms. I request my client’s signature through SmartVault, it sends it to them to digitally sign, and the signed document comes back and saved in the right folder. The automatic labeling of signed documents also creates an excellent audit trail.

Security is a major concern in today’s digital landscape. How does this factor into technology decisions for newer accountants?

Dawn Brolin: Security is paramount. With regulations like Pub 4557, we’re required to have secure document storage. SmartVault provides a secure way for clients to access their information, whether they’re buying a house or need a W-2. It only takes one breach to potentially destroy a business. I rely on SmartVault to have that secure place for myself and my clients. I can sleep at night comfortably knowing that SmartVault has me covered.

Lastly, let’s talk about organization. How has SmartVault’s folder structure impacted your productivity?

Dawn Brolin: The consistent folder structure in SmartVault has been a game-changer for both clients and our team. Clients always know where to find their documents, and our staff can easily locate files when covering for each other. If I need to go to a conference for a week, my tax partner can go into SmartVault and have everything he needs to prepare a client’s tax return. I don’t have to email him a link – he just knows where to go because it’s so consistent with our folder structure. This consistency significantly boosts our productivity, especially during tax season when we aim to be productive rather than just busy.

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