Efficiency Unlocked: A strategic move to Active Workpapers

Aintree Group is a mid-sized accounting practice offering tax compliance, advisory, and business services across Australia. For years, Smart Workpapers served as the backbone of their compliance process. It provided a familiar framework and got the job done. As the organisation grew and collaboration demands increased, challenges with document access, and link integrity began to surface, prompting a closer look at how the process could evolve. They knew it was time for a change. The firm began exploring cloud-based platforms that could offer real-time collaboration and eliminate the versioning issues that plagued their workflow. After trialling several options and involving team members across departments, transitioning to Active Workpapers emerged as the clear winner.

The firm quickly identified several features that made Active Workpapers a no-brainer:

• True version control with seamless revision uploads
• Automatic import of Xero general ledger data
• One-click export of complete workpaper binders
• Direct ATO integration for ICA/ITA accounts

These weren’t just nice-to-haves, they were transformative.

WITHIN THE FIRST YEAR OF ADOPTING ACTIVE WORKPAPERS, AINTREE GROUP ESTIMATES A 15% IMPROVEMENT IN EFFICIENCY.

IMPLEMENTATION & ADOPTION

Aintree Group took a structured approach to implementation. They appointed an internal ‘champion’ to lead the rollout and act as the go-to person for basic questions. “Appointing an internal ‘champion’ proved invaluable as they were able to quickly address the more basic questions, ” they note. Before going firm-wide, they ran a pilot with a small group to test the system and refine their templates and layouts. That phase took about a month, they share, “having the IT team online and available to help at all times was one of the key highlights of the transition.“

EFFICIENCY GAINS BECAME CLEAR WITHIN 2–3 MONTHS, AS STAFF GREW MORE CONFIDENT WITH THE ACTIVE PLATFORM’S FULL FUNCTIONALITY.

After initial training, the team embraced Active Workpapers quickly. Everyone was expected to use it for new workpapers, and most found it helpful from day one. An internal FAQ sheet and the presence of a dedicated point person helped accelerate adoption. “We found the adoption process simple and fluid. Real-time tech support and clear online administrative setup instructions made a big difference.”

Other key contributors to efficiency gains include:

• Reduced setup time for initial workpapers and final exports
• Seamless ATO integration
• The inter-entity loan matrix, which aligns loans across all entities with minimal effort
• Streamlined reconciliations that have virtually eliminated manual errors
• Xero GL exports
• Versioning of documents

REAL RESULTS, REAL IMPACT

Since implementing Active Workpapers, the firm has seen measurable time savings and performance improvements:

• Admin time for ATO integration and final binder exports dropped from 35 minutes to just 15 minutes per job
• Review time has decreased by 15–20 minutes per file, thanks to the inter-entity loan matrix and improved reconciliation tools
• Compliance turnaround has accelerated noticeably since July 2025
• Automation has reduced manual errors, freeing up time for advisory work and client engagement.

“Workpapers are also now more systematically organised and easier to prepare, thanks to Active’s built-in tools. The option to assign notes to specific people means that partners and senior reviewers can focus directly on matters that require their attention, speeding up the review cycle."

UNEXPECTED WINS

Beyond the expected efficiencies, several standout features have transformed day-to-day operations:

• The checklist feature ensures junior staff follow all necessary steps, reducing oversight risk
• The “lock” function on binders preserves file integrity post-review
• Integrated document review tools reduce time spent switching between Excel files
• Historical templates can be migrated into Active Workpapers, keeping client layouts familiar
• Tagging and labelling documents within a central hub makes file management easier than ever
• Notes can be assigned to specific team members, allowing partners and senior reviewers to focus directly on what matters most

THE FUTURE OF ACCOUNTING WITH ACTIVE WORKPAPERS AT THE CORE

The accounting industry is undergoing rapid transformation, driven by automation and artificial intelligence. As compliance work becomes increasingly streamlined, firms are shifting their focus toward higher value advisory services, operational reviews, and strategic client engagement.

Aintree Group is embracing this evolution head-on, and Active Workpapers is a key part of that strategy. They’ve also integrated an in-house AI-powered chatbot to support their team with calculations, documentation checks, and faster task completion. But they’re careful to balance automation with skill development. “The accounting industry is rapidly evolving, particularly with the integration of artificial intelligence (AI) into daily operations. If we ignore advancing technology such as AI, we risk falling behind and diminishing our relevance.”

By combining technology like the Active Platform with thoughtful team development, Aintree Group is building a future-ready practice, one that’s efficient, strategic, and deeply client-focused.

Active has helped Aintree Group move beyond compliance and into a more strategic, advisory-focused future. The efficiencies are real, the team is empowered, and the firm is better positioned for what’s next.