DOK Accountants and Advisors

How Documentaal with its DMS and dStyle365 is further modernizing the digital work processes at DOK Accountants and Advisors.

DOK Accountants and Advisors sets new standard in digital documentation with Documentaal

DOK Accountants and Advisors, a firm that focuses on small and medium-sized businesses with a specialization in family businesses, wanted to get rid of the traditional, paper-based way of working. "Just a few years back, we were still often walking around with binders under our arms, which no longer suits modern times," says Niels Houwen, co-owner and tax specialist. "If you want to work fully digital, it is essential to put the right digital structure in place. A good digital file is now indispensable."

"Other systems were too complex and offered features we didn't need. Instead, we wanted something that was uncluttered and intuitive, without unnecessary bells and whistles."

Why Documentaal?

Niels Houwen, co-owner and tax specialist, researched - together with his associate Marcel Janssen - various providers to better shape the digital work process. During an accountancy fair, they came into contact with Documentaal. "What immediately appealed to us about Documentaal 's DMSwas its simplicity and ease of use," says Niels. "Other systems were too complex and offered functions we didn't need. We wanted something that was clear and intuitive, without unnecessary bells and whistles. In addition, the link with dStyle365 from Documentaal, for document creation and templates, was an added plus."

Work with greater ease and logic

After the choice fell on Documentaal , Sabine Hartjes - tax consultant at DOK, became involved in the project. She joins us during this interview and explains how the transition to Documentaal works in practice. "Creating documents using templates and linking to our CRM system, Exact Online, makes our work so much more efficient. When we create a letter, the name and address information is filled in automatically. This not only saves time, but also ensures consistency and prevents errors."

The new way of working brought immediate improvements: documents are automatically saved in the correct file, and emails are sent and saved directly from Documentaal . "Version control is also much better now," Sabine adds. "We can see exactly who has made which changes."

Customers benefit from faster service

The improved digital structure has not only brought benefits internally, but also improved service to customers. "Our customers notice the increased speed and accuracy," says Niels. "Whether it's an application to the bank or any other question, we can arrange and deliver everything within minutes. This increases our professionalism and reliability."

"New files are automatically created every year, complete with subfolders. As a result, old data is easily deleted after seven years and we comply with the AVG."

Working AVG-Compliant

Complying with AVG regulations has also become easier with the new digital solutions. "New files are automatically created every year, complete with subfolders. This makes it easy to delete old data after seven years and comply with the AVG," Sabine explains. "In addition, we have a permanent folder per client for things that are permanent, such as advice."

Niels is already looking ahead to the next step in DOK's digital transformation. "We want to delve further into AI and other new technologies, and for that we rely on the expertise of Documentaal and other partners."

A combined digital strategy

Moving to a digital work environment was a big change, but the benefits are clear. "We made the switch quickly, and our tax department in particular has embraced the new way of working very well," says Sabine. "Documentaal has helped us establish the new processes, and now the accountants are also gradually going along with the new way of working."

Niels emphasizes the importance of an integrated approach: "Combining different cloud applications, such as ValidSign for digital signatures and Visionplanner for financial statements, ensures that everything fits together seamlessly. This not only increases our ease and pleasure of work, but also the quality of our services."

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