Silver Sea’s Integrated System is transforming the way accounting firms collect and manage client information. In a world where data is often fragmented across CRMs, practice management tools, and spreadsheets, manual entry can lead to errors, inconsistencies, and wasted time.
Our system solves these challenges by automating the entire client intake process—from digital forms to seamless integration with CCH Axcess™ Practice Management and CCH Axcess™ Tax. This article explains how Silver Sea’s Integrated System works and how it helps your team focus on higher-value tasks.
Why Choose Silver Sea’s Integrated System?
Silver Sea’s Integrated System offers unmatched efficiency by removing the need for repetitive data entry and manual reconciliation. For example, when a client submits their information through a digital intake form, the system automatically transfers those details to both your Customer Relationship Management (CRM) and Practice Management (such as CCH Axcess™) platforms. This means your admin team no longer has to copy and paste data or update multiple records by hand.
Accuracy is built in from the start. The system enforces validation rules—such as checking for correct phone number formats or requiring all mandatory fields—so every piece of data is clean and standardized before it reaches your practice management or tax software. This reduces errors and ensures that your records are always reliable.
Consistency is maintained across all platforms. As soon as a client’s data is entered, it syncs automatically between your CRM, CCH Axcess™, CCH Axcess™ Management, and other business systems. This keeps all teams working with the most up-to-date information, reducing confusion and mistakes.
Finally, the system delivers a better client experience. Onboarding is faster and smoother, with fewer emails and less back-and-forth. Clients appreciate the streamlined process, and your staff can focus on higher-value tasks rather than chasing missing details or fixing inconsistencies.
Step 1: Digital Intake Forms
The journey with Silver Sea’s Integrated System begins when a new client receives a custom digital intake form. Features include:
- Required fields for essential information (name, contact, entity type, etc.)
- Real-time validation checks (correct phone/email formats, mandatory fields)
- Easy-to-follow instructions for clients
Clients fill out the form online, ensuring that all necessary details are collected accurately.
Step 2: Automated Data Validation
After submission, Silver Sea’s Integrated System automatically reviews the data for completeness and correct formatting. If anything is missing or incorrect, clients are prompted to fix it before the form is accepted. This step ensures that only complete and accurate data enters your workflow. We could embed AI to ensure your data is clean and consistent, and is in the proper format.
Step 3: Instant Sync with CCH Axcess™ Practice Management
Once validated, the system instantly creates a new client record in CCH Axcess™ Practice Management. Each field from the intake form is mapped directly to the appropriate fields in CCH Axcess™, including:
- Client ID
- Entity type
- Contact details
- Assigned staff
- Selected services
This eliminates double entry and keeps your records consistent.
Step 4: Seamless Integration with CCH Axcess™ Tax
For clients using your tax services, Silver Sea’s Integrated System automatically transfers the relevant data into CCH Axcess™ Tax. This guarantees that client information remains consistent between your practice management and tax compliance platforms, reducing errors and saving time.
Step 5: Automated Notifications and Task Assignment
As soon as a new client is set up, the system sends automatic notifications to your team—accountants, advisors, or admin staff—so they can take the next steps, such as sending engagement letters or requesting additional documents. Tasks are assigned according to your firm’s workflow, keeping everyone aligned and efficient.
Best Practices for Using Silver Sea’s Integrated System
To get the most out of Silver Sea’s Integrated System, it’s vital to follow proven best practices that promote accuracy, efficiency, and reliability throughout your client intake and data management processes.
Standardize Forms for Consistency
Begin by creating a unified digital intake form for all new clients. For example, design a template that includes required fields such as client name, business entity type, contact information, and selected services.
By using the same structure every time, you ensure that data is always collected in a consistent format. This standardization makes it much easier to integrate with platforms like CCH Axcess™ Practice Management and your tax software, reducing confusion and streamlining onboarding.
Train Your Team for Effective Use
Comprehensive staff training is essential. Hold regular sessions to show your team how to review incoming data, verify its accuracy, and update records in your practice management and CRM systems.
For instance, demonstrate how to spot missing or incorrectly formatted information and how to resolve these issues before the data moves into CCH Axcess™ Tax. Well-trained employees can quickly identify problems and maintain high data quality.
Audit Regularly for Quality Control
Schedule periodic audits of your client intake process. Use business intelligence dashboards to review data completeness and highlight inconsistencies. For example, run monthly reports to check that all mandatory fields are filled and that client records are up to date. Regular audits help maintain data integrity and ensure compliance with internal standards.
Expand Automation for Greater Efficiency
Continuously look for routine tasks that can be automated. For example, set up automated reminders for clients to submit missing documents, or use robotic process automation (RPA) to handle repetitive billing entries. By expanding automation, you save time, reduce manual errors, and allow your staff to focus on higher-value activities.
Troubleshooting Common Issues
- Missing Data: If you discover incomplete records, check that all required fields are marked as mandatory on your intake forms. This prevents critical information from being skipped during submission.
- Integration Issues: When data fails to sync between the intake form and CCH Axcess™ Tax or Practice Management, review your field mappings and data formats. Accurate mapping is essential for seamless data flow.
- Access Problems: Make sure every user has the right permissions in both Silver Sea’s Integrated System and CCH Axcess™ platforms. Incorrect access rights can block data entry or updates, causing delays in your workflow.
By applying these best practices and troubleshooting steps, your firm can fully leverage the power of Silver Sea’s Integrated System to streamline client onboarding, improve data accuracy, and boost overall operational efficiency.
Conclusion
Silver Sea’s Integrated System turns the basic information collection process into a seamless, automated workflow. By connecting digital intake forms directly to CCH Axcess™ Practice Management and CCH Axcess™ Tax, your firm can save time, reduce errors, and deliver a smoother experience for both staff and clients.
With less time spent on manual data entry, your team is free to focus on what matters most—advising clients and growing your business.
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