From paper file folders and Microsoft Access to a custom digital solution

By Katy True, Operations Manager at Swartz and Associates

The Early Days: File Folders and Microsoft Access

When I joined Swartz + Associates, shortly after the firm launched, my role was clear: manage internal operations so our analysts could focus on appeals, appraisals, and hearings. Back then, we relied on a Microsoft Access database—functional, yes, but limited in flexibility. And let’s not forget the literal stacks of folders and the old lateral filing cabinets inundated with paper. That was 2015.

Building Our Own System: Proprietary Software with Purpose

The work we do is fairly complicated. We knew we needed more than an off-the-shelf solution to manage our processes, so we created our own proprietary, web-based client management system. It tracks everything—client contact information, year-by-year assessment values, deadlines, hearings, and outcomes. It also generates custom reports that give our management and clients clarity across dozens or even hundreds of properties. We enhance the program regularly to keep improving the quality of the information.

The Team That Works Together

We’re small, but mighty. We celebrated our 2,000th client this year! We recognize that each department plays a significant role in ensuring our success. And our software system is an integral part of our individual jobs.

• Analysts work closely with clients to interpret property data, analyze each property to determine if an appeal is warranted, prepare tailored appeal packages, track notes and conversations, and advocate for fair valuations with hundreds of assessors nation-wide by attending hearings and conferences.
• Operations research property values and track data, like square footage and acreage for every parcel (we had 1,000 in Missouri alone!), monitor deadlines for hundreds of jurisdictions, produce reports, and keep all the systems humming.
• Marketing builds bridges – creating new connections, cultivating long-term relationships, and driving growth through trust and strategic engagement.
• Leadership invests in tools, provides guidance with a wealth of knowledge, and trusts the team to execute but remains hands-on in day-to-day operations.

Everyone knows their lane, but we’re constantly cross-checking, sharing insights, and refining processes.

Why It Matters

Just like any thriving business, effective data management through smart software is essential. Our custom-built system empowers our team, streamlines operations, and drives meaningful results for our clients. Reflecting on our journey—from paper file folders to a fully tailored digital solution—we’re proud of how far we’ve come!

Swartz + Associates, Inc. (SAI) is a full service property tax firm specializing in the review, analysis and appeals of real and business personal property tax valuations. If you need help with your property taxes, give us a call!