< Back to insights
Key Takeaways
- Thomson Reuters offers a utility that converts CCH Engagement binders but requires monitoring to ensure accurate migration.
- Bennett Thrasher’s automated bot runs binder conversions continuously, processes thousands of files, and generates detailed reports on any failed conversions.
- Automation improves accuracy, provides real-time error tracking, and reduces the operational risks of large-scale migration.
- A structured approach, combined with automation and best practices, ensures a smooth and compliant transition between document management systems.
Why Firms Are Moving Away from CCH Engagement
CCH Engagement, or ProSystem fx Engagement, has served as a reliable document management system for decades. It organizes client workpapers and tax files into structured “binders,” making it easier for teams to maintain organized records. However, as firms modernize their operations, many are seeking solutions that align with evolving digital workflows.
Several factors are driving this change:
- Need for modern integration
Today’s firms demand seamless integrations with cloud platforms, client portals, and analytics tools.
- Maintenance and performance challenges
Large binder sets often slow down operations, leading to inconsistent performance. Firms report lagging user interfaces and difficulty maintaining older Engagement environments.
- Cost and support factors
Ongoing licensing, software maintenance, and support for aging systems add up over time, especially as firms grow or consolidate.
- Data centralization and standardization
Firms want consistency across clients and reporting periods. Legacy binder structures often restrict standardization and make cross-client workflows harder to manage.
- Strategic modernization goals
Many firms are advancing broader Digital Transformation and Automation strategies to improve collaboration, scalability, and compliance. Migrating to Engagement Manager supports this vision while improving firm-wide accounting document management.
For all these reasons, accounting leaders recognize that switching platforms is not just a technology update; it’s a step toward long-term operational efficiency.
Migration Challenges: Manual Conversion Drawbacks
While Thomson Reuters provides a utility for binder conversion, using it manually presents significant limitations. The utility works well for a few binders but becomes inefficient at large volumes.
- Scalability issues
Each binder conversion may take 5 minutes to several hours depending on its size and complexity. A firm with tens of thousands of binders would face weeks or months of continuous monitoring to complete the migration manually.
- High monitoring demands
Administrators must constantly watch the utility, verify success messages, and re-run failed conversions. This manual oversight takes time away from client service and review activities.
- Risk of inconsistent results
Manual conversions can introduce errors such as missing folders, misnamed files, or skipped binders. When multiple team members are involved, results often vary from one conversion batch to another.
- Inefficient resource allocation
Manually running conversions ties up skilled staff on repetitive tasks instead of allowing them to focus on data validation, mapping, or client communications.
Manual conversion simply does not scale in firms that handle thousands of client files. This is where accounting workflow automation adds tangible value.
How the BT Automated Migration Bot Works
To address the challenges of binder conversion, Bennett Thrasher developed the Automated Migration Bot, designed specifically for large-scale binder migration. It acts as an automation layer over the Thomson Reuters conversion utility, orchestrating, monitoring, and reporting on each conversion cycle.
- Continuous binder processing
The bot runs 24/7, picking up binders from a designated queue and passing them through the conversion utility.
- Simultaneous bot configuration
Multiple bots can be configured to run simultaneously for greater throughput.
- Batch management and scheduling
Binders are processed in batches. The bot keeps track of each binder’s start time, end time, and result. It balances workloads and prevents system resource conflicts.
- Error tracking and reporting
For every conversion, the bot collects and analyzes logs from the utility. If any binder fails or triggers warnings, the bot flags it, records the error reason, and adds it to a summary report.
- Smart retry logic
The bot can automatically retry failed conversions based on configurable rules. Persistent issues are escalated for human review with detailed context about what went wrong.
- Comprehensive notifications
After each batch, the bot generates reports listing successful and failed conversions, average processing time, and conversion statistics. These reports are sent directly to the project administrators.
- Optional dashboard interface
A simple dashboard can display live conversion progress, error rates, and binder throughput metrics. This allows project managers to make quick adjustments and keep leadership informed of migration progress.
Thanks to automation, administrators can now focus on oversight, quality control, and strategic transition planning rather than repetitive manual tasks.
Benefits for Accounting Firms
Adopting an automated approach to binder migration delivers significant benefits for firms undergoing Digital Transformation and Automation initiatives:
- Improved scalability and efficiency
Automation processes thousands of binders without interruption. Running multiple bots in parallel reduces total migration time from months to weeks.
- Enhanced consistency
The bot follows standardized conversion steps every time, ensuring uniform results across all clients and binder types.
- Reduced human error
Since the system automatically detects and logs exceptions, the risk of missed binders or incorrect conversions drops dramatically.
- Better resource utilization
Staff can focus on quality assurance, compliance review, and testing rather than manually running utilities or watching progress bars.
- Comprehensive audit trails
The bot retains logs and reports for every binder processed, creating a verifiable record of data movement—critical for compliance and internal reviews.
- Supports broader Back-Office Automation
Integrating binder migration automation into a firm’s back-office operations demonstrates how targeted technology investments improve efficiency, transparency, and capacity for growth.
- Faster realization of modernization goals
By automating data conversion, firms can move more quickly to the new Engagement Manager environment and take full advantage of its collaborative and analytical features.
Automation in accounting firms is no longer limited to client-facing activities. It plays a crucial role in transforming internal workflows and setting the stage for more advanced accounting workflow automation down the line.
FAQs
How does automation improve error tracking during binder conversion?
Automation immediately captures logs and identifies failures during each conversion. It categorizes errors, provides specific reasons for failure, and compiles reports for review. This structured approach reduces time spent diagnosing issues and ensures no binder conversion goes unmonitored.
Is it safe to use bots for migrating confidential accounting data?
Yes. The bots operate within the firm’s secure network and do not transmit files outside your infrastructure. They use the same permissions and controls as authorized users, maintaining compliance with your firm’s data protection policies.
Does automation work for large-scale binder migrations?
Yes. The automated system was built for scalability. Multiple bots can run simultaneously, enabling thousands of binder conversions around the clock with minimal supervision and faster completion times.
What compliance benefits does automated migration provide?
Every conversion is logged with timestamps, file counts, and results, creating a complete audit trail. This documentation supports internal audits, helps prove data integrity, and ensures adherence to document retention policies.
What are the first steps toward planning a successful automated migration?
Begin with a detailed binder inventory and classification. Identify which binders to convert, map folder structures, and perform a small pilot test. Once validated, configure automation parameters and gradually expand to the full client list.
Conclusion
Bennett Thrasher’s Automated Migration Bot demonstrates the power of Back-Office Automation in real-world accounting operations. By enabling continuous binder conversion, error tracking, and exception reporting, it turns a complex migration into a streamlined, manageable process.
Jim Dougherty
Bennett Thrasher LLP
Phone: (770) 396-2200
Back to insights 
