Getting Started: Accounting CRM and Practice Management Application
- All Apps
- Oct 20, 2021
- 6 min read
Updated: Jan 26
Welcome to DataGrows.
Let's get started!
Please select the option that best applies to you.
Setup
DataGrows automates all of your tax and accounting-related tasks. Once set up, these tasks will continue to be scheduled for future dates. The most important part of the setup is to get your clients into DataGrows and switch on services so tasks can start scheduling.
The setup consists of 5 steps:
1. Integrate & import clients.
DataGrows has a few options to get you started. Please select the option that best relates to your firm.
*If you do not have the capacity or time to do the onboarding, please email support@mydatagrows.com. Our team will provide a quote to set up your data from your current Excel files or your current app.
Onboard my Clients through Sage
Onboard my Clients through Xero
Onboard my Clients through SARS
Use an Excel template for onboarding
Migrate my data from another application into DataGrows.
2. Adding Users
DataGrows was designed so each user can take responsibility for their tasks and time in the system while they work. DataGrows has helped hundreds of firms to save time and increase efficiency and productivity. However, this is only possible if the team uses DataGrows as intended. It is vital to add all of the managers, accountants, auditors, bookkeepers and clerks on your team. This will allow you to get accurate performance and profit reports. You can add as many users as you want during your 30-day free trial. If you do not add a team member, you will not be able to assign tasks to them and you will lose out on key functionality in the system.
To add a Team member/User:
Click on your Accounting CRM database.
Click on Setup, then Accountant. This will open the Accountant table. You will have been added as a Super User already. Please leave your role as Super User. This is the highest-ranking user role and will give you access to the entire Accounting CRM and Practice Management Tool.
Role definitions
Super User: This is the highest-ranking role. They will have access to your entire database.
Partner: This is the second-highest-ranking role. For data protection purposes, they will have access to your entire database but cannot delete a client.
Team Lead: This is for managers and team leads who need to see all task tables and review work for their team. They cannot access any billing tables or information.
Accountant: Select this role for accountants who need to focus on completing tasks.
Clerk: Select this role for staff in training or newer staff who need to focus on completing tasks.
Custom: This post will explain more about customizing a role.
Assistant: You can only select 1 Assistant for every 10 users on the system. Assistants can only access the client table to update client information.
3. Generate a template
The template will help you to easily switch on additional services and capture more details for your clients.
If you didn't manage to download the template with the steps above, please reach out to support@mydatagrows.com. Our team is here to assist.
4. Prep the template
If you do not have time to prep the template, please email support@mydatagrows.com and we will provide a quote to do the prep and upload for you.
We highly recommend completing as much information as possible in this step. If, however, you do not have the time, you can request a quote from us to do the prep for you by emailing support@mydatagrows.com, or you can fill in the minimum required fields listed below.
For a quick upload, fill in the four minimum required columns marked in pink, namely:
Client Name,
Status (you can mark all your clients as active)
Entity Type
Accountant
5. Upload the template
Once you have completed the necessary columns in the template, please save your file as an Excel Workbook file (.xlsx.) NOT a CSV.
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.
If you didn't switch on services for your clients and only filled in the four pink columns for a quick upload, please click here.
If you got stuck, please book a FREE data upload session via the button below so we may assist you.
Additional Setup
You have now set up the system, and your tasks will be scheduled. You can now start working. DataGrows offers some additional features that can also be set up, but these are not essential when starting to use the system. Here are links to those steps should you choose to set them up now or move on to the 'Using DataGrows section' to see how to use the app.
Rates for Billing: This setup is essential for timekeeping and billing. Your team can start using the system and timer while you continue with this setup.
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.
Training
DataGrows has an in-app training module consisting of short 3 - 5 min videos you can watch in your own time. The training will ensure that you understand the app and get the most out of your experience on DataGrows.
This video will show you how to access the training.
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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Additional information for the Quick Upload Option
Switching on Default Services
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
To allow DataGrows to switch on services for you:
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.
If you have multiple pages shown in the bottom right corner, you will need to do this for each page.
The services will be switched on immediately, and the tasks will be scheduled overnight. You can amend services at any point by clicking on the client record in the Client table and scrolling down to services.
If you got stuck, please book a FREE data upload session via the button below so we may assist you.
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