GiuliaDesigning Intelligent Robotization for very complex situations: The Mentally’s Multi-Level Approach
In the world of CPA firm accounting and management software, Profis from Sistemi SPA is a name that stands out, worthy of consideration. This software showcases a range of distinctive features that make it an attractive option for some tax consulting firms. However as we will discuss in this article the road to intelligent process robotization for Profis is very complex.
One of the strong points of Profis is its stability. The software is perceived as reliable and robust, capable of handling high work volumes without performance issues or unexpected crashes. Another significant aspect of this CPA specific software is its error-checking system. There are various implemented block levels that minimize the possibility of data entry errors and accounting process mismanagement.
Profis is also appreciated for its advanced tax return management, particularly in complex situations. This functionality is highly valued by firms specializing in tax consulting that face intricate and detailed tax declarations.
A further strength of Profis is its support. The assistance is decentralized across the territory, offering its users a qualified and easily accessible support service. This widespread distribution of assistance service is perceived as a guarantee for a quick and competent response, thus contributing to a perception of quality.
But who are the real users of Profis, and why do they choose this software?
However, quality comes at a cost, and Profis, based on the information we have gathered, tends to cost between 20 and 35% more than other CPA accounting and management software. This makes Profis users attractive to IT service providers, as firms that opt for Profis generally demonstrate a greater propensity to invest in high-quality IT services.
Here nothing in life is free, and from the data we have, it emerges that firms using Profis tend to have a lower IT coefficient compared to the average of CPA firms. This suggests that the cost and complexity of serving these firms with a low IT coefficient are higher than the already high support cost of this professional category.
Let’s therefore look at process robotization inherent to this accounting management software.
But what role does robotization play in all this?
The decision to proceed with process robotization depends on various factors. The return on investment and the payback period of the invested capital are obviously crucial elements, as are the technical complexity of robotization and the frequency and size of the software updates on which the robots operate. The client’s IT coefficient and the potential support cost, the client’s internal organization and staff skills, their propensity for learning and evolution, as well as the time and energy dedicated by management to the process transformation, are all aspects that influence the choice and design of robotization processes for a particular management software.
Professional firms seeking robotization solutions can rely on experts to make these assessments but must understand that the process leading to the choice of a robotization path responds to several and varied factors.
Here’s where it gets interesting: Profis and its migration to the cloud.
Regarding Profis, Systems S.p.A. has chosen to bring the software to the cloud via Citrix virtualization technology. This choice, however, presents significant challenges when it comes to robotization. In a Citrix environment, process automation robots can struggle to recognize user interface controls, instead having to rely on optical recognition techniques. This not only makes robotization more complex and prone to errors but can also negatively impact performance.
Moreover, virtualization through Citrix can present latency issues, resulting in delays between the user’s action and the system’s response. It can also cause application stability issues, unexpected crashes, and interoperability problems with peripheral devices like printers. Finally, in a Citrix environment, legacy applications that have not been designed for simultaneous use by multiple users can present concurrency problems.
In our experience, these problems have made themselves felt in the design of robotization solutions for this management software.
So, what’s the way forward for an RPA solution for Profis?
Even though there are RPA platforms offering specialized solutions for Citrix, these are often beyond the economic reach of CPA firms. Additionally, the technical complexity of Profis robotization is amplified by the large number of annual user interface updates.
Mentally’s decision to work with Profis management software is not a straightforward choice, but rather the result of a multi-level process that takes into account various aspects of this complex landscape.
Initially, given the complexity of the situation with Profis, Mentally decided to focus mainly on the invoice recording cycle. This choice is motivated by various factors. First, there is a high degree of skepticism towards IT among CPA firms, resulting in a certain resistance to adopting advanced technological solutions. Also, there are various limitations discussed earlier, including the high cost of RPA solutions. Faced with these challenges, Mentally has opted for a robotization of the most common workflow in Profis, making the robot economically accessible and relatively easy to manage for this user category. This solution allows for the robotization of between 30% and 60% of the volume of active and passive invoices.
The second level of intervention concerns a more complex aspect: the “vaccination” of the software. By this term, we refer to the introduction of an artificial intelligence “vaccine” into the Profis database, which allows increasing the number of registered invoices by 15-30%, bringing the total number of registered invoices roughly between 75% and 85%. This operation is much more expensive, as it requires a semi-manual and customized intervention on a case-by-case basis. The quality of the results varies from case to case and also depends on the frequency of “boosters,” which need to be carried out at least once every two years but can be carried out even every three months if the firm has the budget for it.
Finally, the third level of intervention concerns the design of customized robotizations. Mentally has already experimented in this area in the past, with interventions in the field of sending tax payment forms, bank reconciliations, transferring input and output data, user alert communications, and automatic user information provisions. The budgets required for complete customizations are significant, and firms wishing to embark on this path must have not only the necessary financial resources but also the managerial determination to carry out a process transformation within the firm.
Discover your path to intelligent automation: how Mentally can help you customize complex process flows.
On the path to innovation with Profis, like many other aspects of professional life, there is no “one size fits all” or standard solution. Every firm has a unique combination of needs, resources, and priorities that determine which level of intervention is most appropriate. Navigating the field of automation and digitization is not always a simple task. However, with the right strategy and appropriate support, this journey can lead to significant benefits in terms of efficiency and service quality.
We understand that every decision in this field is crucial and can have a profound impact on your organization operations. For this very reason, at Mentally, we offer a free consultation session to help choose the most suitable solution. This meeting involves no commitment on your part. Instead, it’s an opportunity to shed light on complex issues, explore the different options available, and discover how intelligent robotization can be adapted to your specific needs and maximize your own return on investment.
One of the strong points of Profis is its stability. The software is perceived as reliable and robust, capable of handling high work volumes without performance issues or unexpected crashes. Another significant aspect of this CPA specific software is its error-checking system. There are various implemented block levels that minimize the possibility of data entry errors and accounting process mismanagement.
Profis is also appreciated for its advanced tax return management, particularly in complex situations. This functionality is highly valued by firms specializing in tax consulting that face intricate and detailed tax declarations.
A further strength of Profis is its support. The assistance is decentralized across the territory, offering its users a qualified and easily accessible support service. This widespread distribution of assistance service is perceived as a guarantee for a quick and competent response, thus contributing to a perception of quality.
But who are the real users of Profis, and why do they choose this software?
However, quality comes at a cost, and Profis, based on the information we have gathered, tends to cost between 20 and 35% more than other CPA accounting and management software. This makes Profis users attractive to IT service providers, as firms that opt for Profis generally demonstrate a greater propensity to invest in high-quality IT services.
Here nothing in life is free, and from the data we have, it emerges that firms using Profis tend to have a lower IT coefficient compared to the average of CPA firms. This suggests that the cost and complexity of serving these firms with a low IT coefficient are higher than the already high support cost of this professional category.
Let’s therefore look at process robotization inherent to this accounting management software.
But what role does robotization play in all this?
The decision to proceed with process robotization depends on various factors. The return on investment and the payback period of the invested capital are obviously crucial elements, as are the technical complexity of robotization and the frequency and size of the software updates on which the robots operate. The client’s IT coefficient and the potential support cost, the client’s internal organization and staff skills, their propensity for learning and evolution, as well as the time and energy dedicated by management to the process transformation, are all aspects that influence the choice and design of robotization processes for a particular management software.
Professional firms seeking robotization solutions can rely on experts to make these assessments but must understand that the process leading to the choice of a robotization path responds to several and varied factors.
Here’s where it gets interesting: Profis and its migration to the cloud.
Regarding Profis, Systems S.p.A. has chosen to bring the software to the cloud via Citrix virtualization technology. This choice, however, presents significant challenges when it comes to robotization. In a Citrix environment, process automation robots can struggle to recognize user interface controls, instead having to rely on optical recognition techniques. This not only makes robotization more complex and prone to errors but can also negatively impact performance.
Moreover, virtualization through Citrix can present latency issues, resulting in delays between the user’s action and the system’s response. It can also cause application stability issues, unexpected crashes, and interoperability problems with peripheral devices like printers. Finally, in a Citrix environment, legacy applications that have not been designed for simultaneous use by multiple users can present concurrency problems.
In our experience, these problems have made themselves felt in the design of robotization solutions for this management software.
So, what’s the way forward for an RPA solution for Profis?
Even though there are RPA platforms offering specialized solutions for Citrix, these are often beyond the economic reach of CPA firms. Additionally, the technical complexity of Profis robotization is amplified by the large number of annual user interface updates.
Mentally’s decision to work with Profis management software is not a straightforward choice, but rather the result of a multi-level process that takes into account various aspects of this complex landscape.
Initially, given the complexity of the situation with Profis, Mentally decided to focus mainly on the invoice recording cycle. This choice is motivated by various factors. First, there is a high degree of skepticism towards IT among CPA firms, resulting in a certain resistance to adopting advanced technological solutions. Also, there are various limitations discussed earlier, including the high cost of RPA solutions. Faced with these challenges, Mentally has opted for a robotization of the most common workflow in Profis, making the robot economically accessible and relatively easy to manage for this user category. This solution allows for the robotization of between 30% and 60% of the volume of active and passive invoices.
The second level of intervention concerns a more complex aspect: the “vaccination” of the software. By this term, we refer to the introduction of an artificial intelligence “vaccine” into the Profis database, which allows increasing the number of registered invoices by 15-30%, bringing the total number of registered invoices roughly between 75% and 85%. This operation is much more expensive, as it requires a semi-manual and customized intervention on a case-by-case basis. The quality of the results varies from case to case and also depends on the frequency of “boosters,” which need to be carried out at least once every two years but can be carried out even every three months if the firm has the budget for it.
Finally, the third level of intervention concerns the design of customized robotizations. Mentally has already experimented in this area in the past, with interventions in the field of sending tax payment forms, bank reconciliations, transferring input and output data, user alert communications, and automatic user information provisions. The budgets required for complete customizations are significant, and firms wishing to embark on this path must have not only the necessary financial resources but also the managerial determination to carry out a process transformation within the firm.
Discover your path to intelligent automation: how Mentally can help you customize complex process flows.
On the path to innovation with Profis, like many other aspects of professional life, there is no “one size fits all” or standard solution. Every firm has a unique combination of needs, resources, and priorities that determine which level of intervention is most appropriate. Navigating the field of automation and digitization is not always a simple task. However, with the right strategy and appropriate support, this journey can lead to significant benefits in terms of efficiency and service quality.
We understand that every decision in this field is crucial and can have a profound impact on your organization operations. For this very reason, at Mentally, we offer a free consultation session to help choose the most suitable solution. This meeting involves no commitment on your part. Instead, it’s an opportunity to shed light on complex issues, explore the different options available, and discover how intelligent robotization can be adapted to your specific needs and maximize your own return on investment.
