Audit software: client risk not in the quote, set on the customer card.
Client acceptance and continuance surveys, weighted scoring and knockout rules produce a risk grade; a multi-step approval runs by risk level and rotation time is tracked. The quote consumes this grade locked — closing the door on re-picking risk with every quote.
What does Audit do?
Audit plan, field findings, corrective actions and report generation in one flow.
Acceptance and continuance surveys are designed and versioned from one place. Question types: single-select, multi-select, free text and evidence file.
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Each option carries a risk weight; the total score suggests a Low / Medium / High grade against thresholds, updated live as you fill the form.
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Critical answers halt the process regardless of score. A client under investigation, for example, is pushed straight to High risk and customer creation or the quote stops automatically.
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In a firm with the audit module on, a customer cannot be created without an initial acceptance risk assessment. Risk is the gate at the door, not a form remembered later.
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An approver chain kicks in by risk level; High risk requires higher approval. Approvals are timestamped and it is traceable who approved.
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The quote consumes the customer-card risk grade read-only and is bound to risk approval. It cannot advance until the assessment is complete.
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A rotation column in the service catalog tracks auditor/firm rotation duration per client and surfaces it when rotation is due.
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If the final grade differs from the suggestion, a justification is mandatory. No record without a reason — manipulation is closed off here.
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The first assessment is Acceptance, every later annual assessment is Continuance, determined by the system. Continuance validity is one year from the fill date.
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Every assessment is stored with date and user; which grade was used with which justification is visible on the quote.
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Excel, or audit?
How it works today
- Risk is re-picked with every quote, creating inconsistency
- Client acceptance files sit in Word and folders
- Evidence documents are elsewhere, not tied to the survey
- Why "Low" was chosen cannot later be explained
- The annual continuance assessment can be skipped
- Rotation duration is tracked by hand in Excel and slips
- A high-risk client can be opened with a normal approval
With ERPKolay
- Risk is set at the client level, before the quote
- Acceptance and continuance surveys are versioned in one system
- The evidence file is attached under the relevant question
- A deviation from the suggestion cannot be saved without a reason
- Assessment history is dated and auditable
- Rotation duration is tracked automatically in the service catalog
- High risk is forced to higher approval by level
CRM
Customers, activities, opportunities and sales pipeline.
Quote Management
Combine service, product, configured and manufactured items in one quote; generate a PDF, route for approval, convert to contract.
Project Management
Work items, time tracking and project profitability.
HR Software
Employee records, leave, recruitment and org chart.
Payments
Advances, expenses, collections and due date tracking.
Performance
Goals, review cycles and 360° feedback.
From contract to live, one week.
No months-long analysis phase. Standard setup finishes in five business days; data migration and training are included.
Discovery call
We decide together which modules to enable and review your current file structure.
20 minutesData migration
The records in your Excel files are migrated into the system.
1–2 daysPermissions & flow setup
Approval chains and policies are configured for your company.
1–2 daysTraining & go-live
Two live training sessions, then the system opens.
1 daySoftware for independent audit firms
Audit firms' software needs differ from what a standard ERP offers. Client acceptance, independence assessment and the annual continuance decision are governed by the profession's own rule set. ERPKolay does not leave the acceptance/continuance distinction to the user: a client's first assessment opens as acceptance, later ones as continuance, and each is stored per client-year so past decisions stay traceable.
Why risk belongs on the customer card, not the quote
A common flawed design lets the risk grade be re-picked while preparing each quote — inviting different grades for the same client and grades set to fit the price. In the audit module, risk is set on the customer card and the quote consumes it read-only. A deviation from the suggestion cannot be saved without a written justification.
Scoring, red flags and justified override
Each survey option carries a risk weight, and the total score suggests a grade against thresholds. But some answers matter regardless of the total: a red-flag rule forces the risk — for instance a client under investigation goes straight to High. When the final grade differs from the suggestion, a justification is mandatory, which closes off manipulation.
The customer front-door gate and knockout rules
In a firm with the audit module on, a customer cannot be created without an initial acceptance risk assessment — the front-door gate. Two mechanisms run during the assessment. Weighted scoring answers "how risky is this client"; knockout rules answer "should this client be accepted at all". Certain critical answers — an ongoing investigation, say — stop the process regardless of the total, so a high-risk client cannot be opened with a low grade just because the other answers looked fine.
Risk-based approval governance
In audit firms client acceptance is not one person's call. ERPKolay ties multi-step approval governance to the risk level: a low-risk client passes a short chain while a high-risk client is routed to a higher approver. The quote is bound to this risk approval — it cannot move to a later stage until risk and the required approvals are complete. Because each approval step is stored with timestamp and user, why and by whom a client was accepted can be audited afterwards.
Rotation tracking
In independent audit, tenure on the same client is limited by regulation and firm policy; when rotation is due, the auditor or firm must change. ERPKolay tracks this duration in the service-catalog rotation column and surfaces clients whose rotation is approaching. Running rotation by hand in Excel risks a miss and leaves a gap that is hard to explain in internal review; kept in the system, it sits alongside the quote and customer card.
The project side of audit work
Once the risk assessment is complete, the audit engagement is opened as a project. Team assignment, weekly time entry and budget run from there; because auditor rates are defined per position, the hour estimate in the quote can be compared directly with actual hours.
Frequently asked questions
How is audit software different from a normal ERP?
When the audit module is on, a risk tab is added to the customer card, an acceptance survey to the customer-creation flow, and a locked risk card to the quote. These surfaces appear only in firms with the audit module enabled.
What are client acceptance and continuance surveys?
The assessment done before starting work with a client is "acceptance"; those repeated in later years are "continuance". ERPKolay sets this distinction automatically.
How is the risk grade calculated?
Each answer option carries a weight. The sum of selected weights suggests a Low/Medium/High grade against the thresholds set on the form; red-flag answers can override this.
Can the auditor change the suggested grade?
Yes, but if the final grade differs from the suggestion, the justification field becomes mandatory and the change is logged.
Are evidence documents stored in the system?
Yes. Each question can have a note and one or more evidence files; the file is attached under its question.
Can a customer be created without filling the risk form?
No. In a firm with the audit module on, a customer cannot be created without an initial acceptance risk assessment. We call this the customer front-door gate — risk is the mandatory step before customer creation, not a form remembered afterwards.
What is a knockout rule?
Some critical answers halt the process regardless of the total score. A client under investigation, for example, stops customer creation or the quote automatically whatever the other answers are. Scoring answers "how risky"; knockout answers "should this be entered at all".
Does approval change by risk level?
Yes. Multi-step approval governance runs a different approver chain by risk level. A low-risk client passes a short approval, while a high-risk client goes to a higher approver. Quote progress is bound to this risk approval too.
Do you track auditor/firm rotation?
Yes. The rotation column in the service catalog tracks tenure on the same client and surfaces clients whose rotation is approaching, so you do not track rotation by hand in Excel.
Is this module suitable for CPA firms too?
Yes. It is designed for the regulated way of working of both independent-audit and CPA firms; acceptance, continuance, independence and rotation rules are built into the process.
Are the audit plan and field findings also tracked?
Audit engagements are opened as projects; team assignment, timesheet and budget are run through the project module.
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