Case study · Full-service CA practice

How RCA became a paperless, manager-less and cashless firm with ERPCA.

Established in 1976, Rajan Chakravarthy & Associates outgrew meetings and Excel once the team reached eight. Partner CA. P T Rajeev explains how ERPCA stopped revenue leakage and now runs the firm as its "eManager".

CA. P T Rajeev, Partner, Rajan Chakravarthy & Associates

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The firm background

Who they are

CA. P T Rajeev completed his articleship at RCA, moved to KPMG for a few years and returned to the firm as a Partner in 2013. At the time there was one articleship assistant and a medium-sized pool of clients.

Around 2014-15 the firm started growing, and by the time the eighth person joined, managing tasks and billing had become difficult.

Firm: Rajan Chakravarthy & Associates
Established: 1976
Partner: CA. P T Rajeev (ex-KPMG)
Found ERPCA: Recommended by a fellow CA at a training event

Operational bottlenecks

The challenges before ERPCA

80% of the day lost to follow-ups

Daily meetings just to follow up with the team. "80% of the time was lost in carrying out people-management tasks that added little value."

Excel did not solve it

The move to Excel "was a big failure as it still did not address most of the problems we faced."

Ten tools evaluated

The firm evaluated over ten practice management products. The best-known one was too complex for a firm its size, and a custom-built application also fell short.

Billing from memory

Bills were raised from memory, so a sizable amount of completed work was never billed, or not billed on time.

The ERPCA implementation

Three pillars, one eManager

After a single demo with Sujeet Karn, RCA ended its search and rebuilt its management around three pillars in ERPCA.

Task management

Every task for every client is created in ERPCA, with a firm focus on zero overdue tasks.

Timesheet management

Everyone books a timesheet daily, helped by alerts and notifications, so people are allocated where they are needed.

Billing management

Every client is billed correctly and on time, tied to the work actually completed.

The "UPI" rule before any task is closed

"Before any task is closed, I look for three things, for which I use the acronym UPI. U is for UDIN; P stands for proof of delivery of the task, and I is for invoice raised. Only if all of these are completed, will a task be marked as closed."

Documented practice outcomes

What changed for the firm

No revenue leakage

Bills follow completed tasks, which "made a difference to both our top-line as well as bottom-line".

1,000+ tasks planned upfront

Planned, recurring work is set up at the start of the year and allotted to assistants. ERPCA made an operations manager role redundant.

A daily midnight summary

Every night the partner gets a message from ERPCA detailing everything done at RCA that day.

“ERPCA has transformed us digitally into a paperless, manager-less and cashless firm. It is our eManager, the invisible manager that helps us run our operations smoothly and seamlessly from anywhere at any time.”

CA. P T RajeevPartner, Rajan Chakravarthy & Associates

“Implementation of software is easy; but the commitment to provide support is often a big issue. We have found Mr. Sujeet Karn and the ERPCA team always open to suggestions; they make continuous improvements to the product based on feedback.”

CA. P T RajeevPartner, Rajan Chakravarthy & Associates

Corroborating CA transformations