Managing documents is part of the heartbeat of any accounting firm. From tax returns to audit support files, invoices, and client communication, every client engagement generates a stream of paperwork that needs to be printed, sorted, packaged, reviewed, and often delivered in both digital and physical formats. Despite the push toward digital tools, many accountants still lose hours each week to time-consuming manual printing tasks that feel outdated but remain unavoidable.
That’s exactly where print automation for accounting firms changes the game. With Xerox® workflow tools and multifunction printers designed for high-precision, high-volume environments, accounting teams can reclaim meaningful time on every client file. All this, without reminders or sacrificing accuracy, compliance, or consistency. Instead of treating printing as a necessary chore, automation turns it into a smooth, predictable, and reliable part of the workflow.
Let’s understand how Xerox® automation works, why it matters for accounting operations, and what kind of time savings firms can expect when they automate the most repetitive parts of their day.
Why Printed Output Still Matters in Accounting Workflows
Even in an era of cloud portals and e-signatures, printed financial documents haven’t disappeared. They remain deeply embedded in accounting work for several reasons:
a. Regulatory and audit requirements: Certain filings and audit support packages must include printed records or be stored in physical form for compliance.
b. Client expectations: Many clients, especially business owners and older taxpayers, prefer printed copies of returns, statements, and year-end summaries.
c. Internal review processes: Accountants often find it faster to annotate printed pages, assemble review binders, or cross-check supporting documents on paper.
So, printing still plays a major role in how accounting teams communicate, verify, and finalize work. The issue isn’t the printing itself but the time sink caused by managing the repetitive tasks manually.
What Xerox® Print Automation Actually Does
Xerox® offers a set of automation tools built specifically to streamline document-heavy workflows. For accounting professionals and teams, these tools simplify the printing and packaging of tax returns, reports, correspondence, and supporting materials that cycle through the office daily.
Key components of Xerox® print automation include:
Xerox® Workflow Central
A cloud-based platform that runs automated tasks, such as converting files, tax documents, routing documents, merging PDFs, or sending output to designated print queues, without relying on manual steps.
Xerox® Connect Apps
These integrations allow accountants to pull high-impact documents directly from cloud storage (Box, Dropbox, OneDrive, Google Drive, etc.), use automation to streamline and push the files to print or digital delivery instantly (in real-time).
Xerox® Multifunction Printers (MFPs)
Equipped with ConnectKey® technology, these devices support automated print presets, batch printing, and workflow templates your staff can trigger with one touch. (This includes differences seen when comparing Xerox AltaLink vs VersaLink, depending on the volume and complexity of your firm’s needs.)
Automated Tasks Accounting Firms Use Most
a. Batch printing organized by client ID
b. Automatic file conversions
c. Pre-set print packages for tax returns
d. Auto-folder creation in the cloud
e. Standardized naming rules across staff teams
Replacing inefficient, repeat actions with reliable workflows helps firms gain smoother processes, freeing your team to focus on higher-value activities and dramatically reducing mistakes by leveraging technology.
Challenges Accounting Firms Face Before Automating to Streamline
Print work in accounting is as granular and fragile as it is slow. Small issues ripple into bigger delays, especially during peak tax periods. The most common pain points include:
a. Time-draining manual printing of tax returns, statements, and workpapers: Staff spend hours each week hitting “Print,” waiting at devices, sorting collations, and fixing errors.
b. Human errors that throw off entire packages: Missing schedules, wrong duplex settings, incorrect client tabs, and mixed documents are more common than most firms admit.
c. Inconsistency between team members: Even though routine tasks are similar, different staff members prepare client files differently, so the final packages aren’t uniform, frustrating reviewers and partners.
d. Crowded print areas: During tax season, print stations become bottlenecks where staff waste precious minutes simply waiting for their turn.
e. Lost billable time: The busiest and most expensive employees often lose time on workflows that shouldn’t require human intervention at all.
These problems aren’t because teams lack skill but because they don’t have streamlined systems.
How Xerox® Automation Resolves These Issues
Xerox® automation eliminates tedious tasks and time-consuming and inefficient manual steps in any print task management to ensure every client file looks the same, prints the same, and moves through the office without chaos.
Automated Routing and Printing
Workflows can automatically route documents from email or cloud folders into the correct print queue with the right settings, no guesswork, saving valuable time and effort.
Pre-Configured Profiles for Accounting Packages
Create presets for:
1. 1040 packages
2. Quarterlies
3. Financial statement binders
4. Audit documentation sets
5. Year-end client packages
The preset takes care of everything: collation, color vs. B/W settings, number of copies, staples, hole-punch, and more, leaving the team free to focus on high-impact work.
One-Touch Repeat Workflows
Recurring tasks can be saved as single-button actions on the Xerox® MFP. Staff simply tap, and the workflow runs automatically.
Secure, Compliant Document Handling
Confidential financial data benefits from encryption, user authentication, and secure release features built directly into Xerox® technology.
Dual Digital + Print Output
Automated workflows can simultaneously:
a. Store the digital copy.
b. Print the physical package.
c. Send a secure PDF to a client portal.
All without requiring separate steps.
Xerox® Features That Elevate Accounting Workflows
Xerox® devices and apps offer powerful capabilities specifically valuable in financial operations:
Workflow Central Tools
Actions include converting, redacting, merging, compressing, and translating documents—especially useful for multi-state or multinational clients.
ConnectKey® Consistency Across Devices
No matter which Xerox® MFP staff use, the screens, buttons, and workflow behavior stay the same.
Cloud-Based Batch Printing
Upload hundreds of client files at once, map them to the correct settings, and send them to print automatically.
Secure Print Release
Documents only print when the authorized staff member is physically at the device—protecting sensitive records.
Automatic PDF Packaging
Standardized naming conventions ensure:
a. Fewer misplaced files
b. Cleaner client folders
c. Better audit trails
These tools allow firms to run a leaner, cleaner document operation without hiring extra administrative help.
How Much Time Can Accounting Firms Save with Automation
Small time savings become massive when multiplied across hundreds of clients.
Practical, Realistic Examples
a. Saving 5-10 minutes per tax return by using automated presets
b. Cutting down hours each week by eliminating manual sorting and reprinting
c. Avoiding lost time at peak season when every minute matters
d. Allowing admin staff to focus on scheduling, billing, and client communication rather than standing by a printer
Firms that adopt Xerox® automation often notice that peaks feel less frantic, teams work more predictably, and reviewers receive well-organized packages without chasing down missing pages.
Security and Compliance Built for Financial Work
Xerox® embeds multiple layers of protection into every device and workflow, important for firms handling tax returns, payroll data, and sensitive financials.
Key protections include:
a. Data encryption for documents stored or processed
b. User authentication at the device
c. Audit trails that show who accessed or printed each document
d. Secure queue release to prevent unauthorized viewing
e. Device-level protections against tampering and intrusion
For firms that need to meet strict compliance requirements, Xerox® offers security that blends seamlessly into daily operations.
Getting Started: What Implementation Looks Like
Many firms assume automation will be hard to implement, but Xerox® tools are intentionally designed for quick adoption.
Here’s how onboarding typically works:
1. Set up workflow templates for your most common client packages.
2. Configure presets for tax returns, financial reports, and review binders.
3. Train staff using simple on-screen guidance.
4. Roll out automation across offices with consistent settings using ConnectKey®.
5. Refine workflows once teams see which tasks they run most often.
If you want to lease a printer, just consider the option of a printer for lease, or discuss the benefits of leasing a printer for long-term scalability, Xerox® partners like Flynn’s can help you explore devices that match your volume and workflow needs.
Conclusion: Automation is Now Essential
Print automation has quietly become one of the most effective ways accounting firms save time, reduce errors, and operate more profitably. Xerox® tools reduce the tedious work that slows teams down and create predictable, consistent printing workflows that support growth rather than strain it.
If your firm wants a smoother, faster, more reliable way to manage client files, now is the time to explore Xerox® workflow solutions.
Book a consultation or workflow demo with Flynn’s to see how automation transforms your day-to-day operations.
