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Draft letters with ease thanks to our new documentation feature

Draft letters with ease thanks to our new documentation feature

As an accountant, writing legal documents is a task you’re likely familiar with and is one that can be manual and time-consuming. It can also be frustrating having to repeatedly rewrite and tailor these documents, such as an audit engagement and audit representation letter, to your specific clients. It is, however, a necessary job. An engagement letter for example, outlines the terms and limitations of your services with a specific client and can act as an essential piece of evidence if problems do arise.

Thankfully, there are ways you can automate this process. Surf Accounts Production has introduced a new documentation feature allowing you to automate the creation of the most frequently required letters. This can be done from within the accounts production software, making your life easier and saving you time. If you require a legal signature from your client, the letter can also be sent to your clients from within Surf Accounts Production, requesting an e-signature.

What letters are available?

Our new feature allows you to automate the creation of your:

  • Audit engagement letter
  • Audit representation letter
  • Audit letter to solicitors re balance sheet
  • Audit letter to solicitors re documents of title
  • Audit bank confirmation letter
  • The first 2 letters can be created once you log in, however the rest can only be created after you have set up a solicitor and bank in in your system.

    How are the letters produced?

    Creating the letters couldn’t be easier. To create, you simply navigate to our Compliance function and select the Documentation section under ‘Other Information’. You then select the letter you wish to make changes to. You can then edit the defaulted text provided and enable/disable certain parts of the letter.

    Once you are happy with your settings, you then navigate to the Documentation module on the left-hand side of the screen and select the letter you have been working on. Once clicked, the system will then automatically generate your letter.

    Direct editing

    Once you have produced your letter, you can make direct edits to its content. It works in a similar way to Surf Accounts Production’s feature that allows you to directly edit your year-end accounts – through a pop-up box.

    If you spot any errors or need to change any phrasing, you simply hover over the section and a hyperlink will appear. Once clicked, a pop-up box will open, showing the default text we provide and the current input which you can edit. There is also a ‘Restore Default’ function allowing you to revert back should you wish.

    To see the letter creation and direct editing process in action, watch the video below.

    Watch Video

    Letter distribution and e-signatures

    When your letter is ready to be distributed, you can send it from within Surf Accounts Production, requesting an e-signature. Once sent, the system will track the status of your signature through a colour coded system:

  • Blue = No progress
  • Amber = In progress
  • Green = Fully signed
  • Once your letter has been signed, you can simply download the fully signed version from within the cloud accounts production software.

    Interested in learning more?

    To learn more about our new documentation feature, or any of our other accounting software solutions, please book a free one-to-one demo with one of our product experts.

    Surf Accounts Production Demo

    Related articles:

  • Why is Surf Accounts Production ranked number one for compliance?
  • Explore Surf Accounts Production’s effective E-Signing feature
  • Surf Accounts Production: Flexibility to create financial statements in any format