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Taking Your Accounts Payable, Paperless

June 2, 2021
Bill Kimball

paperless accounting software

Demonstrate to people how going paperless will make their jobs easier. If they see the time, energy, and effort they can save, they’re more likely to support a paperless office. Follow these 7 steps and various tips for going paperless in today’s modern and digital business climate. This is where the exciting work of scaling automation with your AP processes begins. Continue to integrate your accounts payable department processes and scale AP automation process as your business grows. Create custom tolerances to pass invoices instantly through the system. A good platform will allow a business to continuously adapt the setting to accommodate growth.

When choosing a scanner, consider your accounting firm’s specific needs. For example, if your firm is on the small side and plans to scan no more than 10,000 pages per day and 60 pages per minute, the Kodak i2900 Scanner could be a suitable choice. However, the Kodak i3450 Scanner would be more fitting for larger accounting firms requiring up to 30,000 pages per day and 90 pages per minute. You’ll also need to choose a quality scanner, both to take care of the existing paperwork in your office and to handle the paper that’s generated in the future. Your processes won’t work without the right tools to support them, so start considering what you need while making your plans.

Going paperless has many benefits; not only can you help save trees, but you can also reduce clutter, paper and toner costs, and the need for filing cabinets and file room space. In addition, you can make things easier to find, make information instantly accessible to satellite offices and remote users, and enable multiple people access to the same document at the same time. However, you should also heed the cloud security warnings expressed in the April 2013 JofAarticle “Microsoft Office 2013” . Hire a company specializing in paperless conversions to use high-powered scanning equipment to convert historical paper-based client files to electronic data files, then eliminate your filing cabinets and file rooms.

paperless accounting software

Plus, thanks to the sharing option, you and your co-workers can work simultaneously on one document. So whether you are environmental-friendly or just want to save time and/or money, you know that this can’t go on forever and it is about time businesses completely move to the clouds. If going paperless sounds like something your company could benefit from, schedule a free demo with eFileCabinet. By following the steps and tips outlined above, you can get your business’s document overload under control and have started to become a better, more efficient company.

Furthermore, thanks to tracking systems you can actually see the status of your documents, so you will know when it is the time to send that payment reminder to your client. Above is an example of one company’s game plan for transitioning the HR department into a paperless one. Posting something like this in a highly visible area in the office can help motivate people to meet the benchmarks and achieve a paperless office.

Stop searching through stacks of paper for missing documents. Ensure prompt payments and build stronger vendor and subcontractor relationships.

Learn And Scale Your Automation Processes

You and your employees will waste less time every day with tedious tasks such as printing, faxing, mailing, and copying, freeing you up to concentrate on more important work and get things done faster. Plus, with a paperless system you won’t have to go hunting through file cabinets for the documents you need, you’ll have access to what you need in seconds. Accounting firms can recuperate a great deal of that amount by going paperless.

  • Another way to cut down on paper is to bill your clients electronically, a feature that clients really love since they can pay with the click of a button.
  • This system helps to refresh my memory while transitioning to different clients.
  • The most popular way to back up files is via cloud storage services.
  • This allows reviewers to view and comment on files on laptop, or even by smartphone.

These typically involve data backup, amount of storage, number of user accounts, audit logs, employee permissions, and automation. More and more business people are starting to realize that paper is an expensive and inefficient way to manage their information and tat a paperless office is the way too go. Using a document management software will give you access to your files instantly, with the click of a mouse. Small businesses and large businesses alike are turning to services like electronic document management, which have the tools they need to go paperless. But going paperless isn’t something that happens overnight. Many business owners and at-home workers are intimidated by the prospect of making the switch. As you continue to use a computer to make your processes digital, you’ll see a number of benefits in your office and life outside of work.

Essentially, businesses are ready and willing to go paperless, but nobody is leading the way or providing the tools. Executing steps for going paperless means your home business and major company needs you to take initiative, step up, and lead the way to become a more efficient office. Your employees will be grateful for improving their work experience and increasing their productivity.

Once you have your current documents switched to electronic copies, you can’t stop there. Make sure to send out an email addressing any concerns regarding security, and tell them about all of the benefits they’ll experience from the switch.

Then set up users and grant them the proper security permissions. You may also want to enable password protection for files that contain sensitive client data. New processes will be in order, both to dictate how to handle paper documents and to prevent paper documents from being created unnecessarily. However, your accounting firm’s brand image is equally important.

Business Types

So, essentially, this is when the software determines, intelligently, what type of document it’s looking at – even determining the difference between vendors and supporting documents – before deciding what happens next. Electronic PIM. Use an electronic personal information manager to manage your calendar, contacts, and to-do lists to electronically organize your information, both personally and professionally. Thereafter, your data can be synced to all of your computers or devices for easy access, and if desired, you can share portions of your calendar with colleagues or your administrative assistant. Implement an online fax solution that enables you to send and receive faxes via email. Indexed tools index every word in each data file, including the file name and associated keywords, so users can locate files quickly.

Try to have a reward in place for each benchmark along the way, as well as for meeting the final goal. Going paperless takes work, and your team should be rewarded for getting the job done in ways that still encourage quality work. Digital document storage providers will also charge a fee per month but it’s much easier to use than manual processes.

For many companies, this simple change across the board cuts a very significant number of wasted hours regained for other tasks that increase employees’ productivity. With business and virtually all other economic sectors now largely operating with the technological tools of the digital age, companies everywhere have gone, or are currently going paperless.

About Alaris, A Kodak Alaris Business

Indexed search tools use the same type of technology employed by Bing and Google to return nearly instant search results. Similar search tools include Copernic Desktop Search ($49.95), dtSearch Desktop ($199), Voidtools Everything , and X1 Professional Client ($49.95). Since you can edit digital files, it eliminates the need for a duplicate copy after updating.

paperless accounting software

Only you can decide on a strategy for going paperless that works for you. You can’t eliminate every piece of paper from your office. But you can reduce the amount of paper your firm uses – and save money by doing so.

Workflows act as a kind of controller within the software – recognizing key data and determining next steps. Approval Processing is the movement from point A to point B via the act of approval. Once the software knows what type of document it’s looking at, it’ll index it and create a kind of roadmap that will help you search for information later. To understand the impact automation software can have for your AP department you must first understand what they deal with each day. Switch paper-based newspaper subscriptions and newsletters to electronic subscriptions, then read online using your computer, Kindle, tablet, or smartphone. Once files are shredded you’re given a formal certificate of destruction which can be used as proof of compliance in case of legal disputes and includes details like where and when the shredding took place. Additionally, you can copy, edit, and distribute digital records without needing to print out multiple copies and consume additional paper.

Set up all authorized personnel as users, grant them the proper share and security permissions, and set scanners to automatically save files to your shared data location. For added protection, files containing client data should be password-protected using 128-bit encryption prior to uploading to a cloud-based drive. Fortunately, with different accounting management programs and ERP solutions for corporate use, an accounting department can become paperless in no time, saving effort, time, and precious resources. Here, we will highlight five ways to help you keep the accounting department paperless. Join countless other accounting firms and departments from companies including Amazon and Google who we’ve helped to find options for scanning and storing digital documents when you visit us at Record Nations today.

Consequently, digitization of existing documents does not really address the core concept of paperless accounting, which is to have no documents to begin with. You could set aside one afternoon a week to scan and file new documents.

Advanced financial management platform for professionals with a growing business. When it comes to picking Document Capture or Scanning Software, it’s best to focus on the purpose of this software to better weed through all the different solutions available on the market today. Now, managers and CFO’s can not only search what’s been paid, , but they can also generate reports to include assignees, what stage these invoices are in, and view metrics that can help find bottle-necks. Content Central allows users to choose what best fits their needs for the coding process. In the simple and common example above, the only steps where human interaction was necessary was in 1) physically scanning the document and then 2) one click to approve from user’s queue.

Improve Relationships With Subcontractors Through Better Documentation And Timely Payments Of Invoices

The wave of digital transformation sweeping through industries and organizations has never been stronger, and its benefits are reshaping the competitive landscape. Master the best techniques to put your software to work for you with Sage University—home to on-demand learning topics and comprehensive instructor-led classes. Sage Paperless Construction is a content management and workflow automation solution that integrates with Sage 100 Contractor and Sage 300 Construction and Real Estate. Native cloud technology with real-time visibility, open API, AICPA preferred. Now, when you go back to your DMS to look at a check you can see every invoice that was paid by that check. The description, quantity, cost and terms on the company’s purchase order. Identifying information like invoice numbers, dates, GL codes, purchase order numbers, line items, vendor names, dollar amounts, etc. means that your staff no longer has to manually enter this type of information.

Whether it’s to save money, increase productivity, or help the environment, many business owners are taking a serious look at going paperless. Going paperless is not that difficult to do and in the long run, it’s certainly better for your accounting firm’s bottom line. If you are interested in transforming your firm into a paperless office, there’s no better time to start.

Help them get to grips with the new systems and workflows, and you’ll see great results. Consult with your partners and staff and set a date to go paperless. Add it to the calendar and make sure everyone knows about it. Before you go paperless, you need to overcome three main challenges. Last, and by no means least, is the cost of paper, ink, printers and other associated expenses.

It’s unrealistic to try to eliminate every sheet of paper from your office. There will always be some paperwork – to and from clients, creditors, suppliers and partners. Register to receive paperless billing statements from vendors and services providers. This allows reviewers to view and comment on files on laptop, or even by smartphone. Subscribe to our monthly newsletter to get the best deals, free trials and discounts on software and tech.

For example, savings in time and cost, as well as increased document security, and data backup. Your employees, customers, and business as a whole will benefit from making the switch to becoming a paperless office. When people at home or work ask how you had such a great business year, feel free to share these tips. After all, our main goal as a company is to improve your life by reducing stress at work. If your team is overwhelmed scanning the backlogged documents while handling their current incoming documents and digital files, you should look into hiring an additional resource, such as an intern or temp. They can work on scanning the backlogged documents while your full-time employees move forward with your new paperless processes.