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Getting Started: Accounting CRM and Practice Management Application

Updated: Jan 27

Thank you for trying DataGrows.


Let's get started!


There are 4 steps in the setup:

  1. Adding Users

  2. Data Upload Preparation

  3. Data Upload

  4. Using DataGrows


1. Adding Users


The first thing you need to do is add your Accountants/Users.


To add an Accountant/User:

  • Click on your Accounting CRM database.


  • Click on Setup then Accountant. This will open the Accountant table. You will have been added as an Admin user already. Please leave your role as Admin. This is the highest-ranking user role and will give you access to the entire Accounting CRM and Practice Management Tool.

  • Click on 'ADD RECORD' in the top right corner of the screen to add more Accountants/Users.


  • Add a name and email address.

  • Leave all the checkboxes UNCHECKED. We will explain the roles and how to give your team access later.

  • Click 'SAVE & NEW' at the bottom of the screen. A new blank form will open for you to add your next Accountant/User.

  • Add all Accountants/Users that will eventually be using the app. This will allow you to assign them to clients in the data upload. Once you have added all the Accountants/Users, click on the x in the top right corner of the form.


2. Data Upload Preparation


Below is the template you will use to upload your clients onto the app.

Please download the 'Your Client Upload' File.

26-01_YOUR CLIENT UPLOAD FILE (3) (1)
.xlsx
Download XLSX • 42KB

This example file is a visual reference of what a populated template will look like.


26-01_Example Client Upload File
.xlsx
Download XLSX • 49KB

The downloaded template:

  • Open the template in Excel.

  • Go to the Tips & Format tab/sheet.

  • Go to the Accountant column.

  • Add the names of the staff you just added in the Accountant table in DataGrows to this column.


  • Next, go to the Client Import sheet.

  • Follow the guide in the second row to add your client details correctly. The more information you add here, the more complete the upload will be. Any client record can be altered in the app after the upload has been done, so don't stress if you can't complete all fields now. You also have the option to only add a few clients to test out DataGrows and upload more later.


For a quick upload, fill in the four columns marked in pink, namely:

Client Name,

Status (you can mark all your clients as active)

Entity Type

Accountant (you can assign yourself as the accountant for all clients and change it later)


*Too much work? You can email your data to support@mydatagrows.com in its current state, and we will assist you.


3. Data Upload


Once you have completed the necessary columns in the template, please save your file as a .xlsx.


You are now ready to upload your clients!


Please follow the steps in the video below to do the upload.



If you switched on services in the Excel template, i.e. completed columns with dates or true/false, these tasks would have been created immediately after the upload. You can now skip to Step 4.


If you didn't switch on services for your clients in the Excel template, please read on.


You can switch on services as you work, or DataGrows can switch on services for you based on the entity type.


To switch on services as you work:


  • Click on the Client table

  • Click on any client

  • Scroll down to Services

  • Check the checkboxes that apply

  • Click Save


Allow DataGrows to switch on services:


DataGrows can switch on the services below based on the entity type.


To switch on default services:

  • Go to the Client table and select all your client records by clicking on the square to the left of the client name.

  • Click on Actions

  • Then Set Default Services.


The services will be switched on immediately, and the tasks will schedule overnight. You can amend services at any point by clicking on the client record.


4. Using DataGrows


Now you can start experiencing the benefits of the app.

This video will show you how to navigate and get comfortable with the app.



Some other features and details to explore:

Giving Accountants/Users access to your database

Billing: Setting up retainers and rates

Capturing backlog


If you have any questions or if you would like to attend a demo to get more comfortable with the app, email support@mydatagrows.com or send a WhatsApp to 063 426 0080.


Enjoy your journey with DataGrows!

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