How Monthend killed spreadsheets and supercharged getting answers from clients

From Spreadsheet Sprawl to a Single System of Record

Before implementing Controllr, Monthend managed unspecified and suspense transactions through a patchwork of spreadsheets, emails, and manual updates. This fragmented approach eventually ballooned into 157 separate tracking files, each with its own format and level of completeness. Managing this "spreadsheet sprawl" made it nearly impossible to maintain a clear view of which transactions were unresolved or who was responsible for the next step. As client volume grew, the process became an unsustainable operational bottleneck that was increasingly prone to error.

Centralizing Transactions and Ownership

By adopting Controllr, Monthend replaced this disjointed workflow with a single, centralized hub. This transition allowed the team to surface every unresolved transaction in one shared workspace where they could assign ownership and track status in real time. Instead of juggling dozens of parallel files, the team finally gained a comprehensive view of all open items across their entire client base. This new structure standardized how questions were presented and ensured that every client response was captured directly alongside the relevant transaction.

Streamlining Client Communication

The shift to a centralized system fundamentally changed how Monthend interacted with its clients. In the past, inquiries were buried in long email threads or spreadsheet comments, leading to lost context and significant delays. Controllr established a dedicated communication channel tied directly to each transaction, allowing clients to see exactly what was needed and respond in context. This eliminated the friction of searching through attachments and made the follow-up process predictable and structured for everyone involved.

Automated Updates to QuickBooks Online

Beyond communication, Controllr solved the major inefficiency of manual data re-entry. Once a transaction was resolved and approved, the platform automatically published the updates directly back to QuickBooks Online. By removing the need to manually copy client responses into the accounting software, Monthend achieved a faster month-end close with fewer posting errors. This automation ensured that accounting records remained in perfect alignment with client communications without the need for constant human intervention.

A Foundation for Scalable Growth

By replacing manual spreadsheets with a systemized workflow, Monthend transformed an ad hoc process into a repeatable and scalable operation. This new foundation provided managers with better visibility and simplified the onboarding process for new team members. With the confidence that every resolution was fully documented and accurately reflected in QBO, Monthend turned what was once a growing liability into a streamlined engine for future growth.