How to reduce ATO document processing by 90%

Oct 14, 2019

Smart automation technology can now take care of the end-to-end processing and distribution of ATO correspondence for you.

Automating repetitive process is one of the easiest ways you can create capacity in your practice, streamline and systemise your existing processes, and reduce the errors and delays that inevitably come with manually completing these cumbersome tasks. And is there anything more clunky than managing the constant stream of client correspondence from the ATO? 

As ATO systems and communication channels become increasingly digital and direct, it’s never been more important for practices to be able to efficiently and effectively process, review, and distribute ATO notices to clients. Yet the administrative burden in doing so comes at a cost – countless hours spent manually filing, cross checking, and communicating what matters (like payment amounts and due dates) are taking you and your team away from value added tasks and services. 

For a typical accounting practice, processing ATO documents generally involves:

  1. Receive ATO notices in the mail, manually sort into batches based on correspondence type;
  2. Compare each notice or statement against the estimation in your Tax or Practice Management program;
  3. Manually redact / erase Tax File Numbers for all notices;
  4. Prepare correspondence to email or post to clients, manually pulling contact details from your client database;
  5. File everything against your client in your document management system as a complete record of the communication;
  6. Repeat for notices received via the Tax Agent Portal, manually downloading each statement. 

A task that really should be completed each day to ensure swift communication with clients can quickly consume an entire morning, taking your client service team (or even accountants themselves) away from more valuable practice administration and client-focused activities. Not to mention the potential for human error that can occur at multiple points throughout the process and the impact that can have on your clients.  

The good news is that this is no longer an administrative burden you have to bear. 

ATOmate is an innovative automation platform that combines cutting edge robotic process automation technology with AI to cut your ATO document processing time by 90%. 

ATOmate’s smart AI technology reviews ATO documents including Notices of Assessment, Statements or Account, and Tax Debts, that have been scanned or downloaded electronically, comparing key details such as due dates, and amounts payable/refundable against those stored in your client database and tax programs.

Discrepancies and variances are automatically flagged for review, while matching notices are fully redacted of private details and attached to emails and letters, ready for you to send on directly to your clients within minutes. 

ATOmate even takes care of the tedious task of filing and archiving your correspondence – integrating with leading document management platforms including Virtual Cabinet, to automatically archive a complete record of what has been communicated.   

With more and more ATO notices being sent to clients directly through myGov, ATOmate’s unique bulk downloading function also makes light work of retrieving client correspondence from the Tax Agent Portal you may have otherwise missed.    

“ATOmate allows our admin staff to spend less time processing ATO documents and more time contacting and communicating directly with clients.” – Steve (Director of Kennedy King Chartered Accountants)

Developed by Business Automation Works in Geelong, Victoria, ATOmate is the only provider in the market that gives you and your clients the power to choose how you like to communicate, and be communicated to.

As your client’s most trusted adviser, you want them to hear it from you first, and with the help of automation solutions like ATOmate, they do. The speed and ease with which you can process and distribute ATO correspondence from multiple channels means you can proactively keep on top of key notifications, and keep your clients coming back for what they value most – the strong and stable relationship you now have the time to maintain.  


If you’re still manually processing and distributing your ATO correspondence, book a complimentary discovery meeting on the calendar below to uncover how ATOmate’s powerful automation technology can benefit your practice. 

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