Organizations are looking for an efficient online document management solution to save time and reduce manual errors. PaperLess manages all your documents within one workspace and completes the entire workflow management for your organisation.
Both enterprises and small businesses are using PaperLess for online document management. PaperLess captures paperwork in the beginning of the workflow, then processes them within the PaperLess workspace and posts directly to your existing accounting software, eventually archives all the documents in the PaperLess accounting archive or other document archive for future search. PaperLess does this based on the Capture>Process>Archive methodology, comparing to the conventional time consuming Scan to Archive methodology.
1. Capture the data
Businesses have been relying heavily on the paper document management, whether it is for invoices, archiving, contracts, or account management. Manually processing data is time consuming and costly. Therefore, data capture at an early stage of the workflow process is critical for your business. Organisations can use PaperLess technology to improve their online document management efficiency. Digitising paper documents as early as possible saves time and money as it is more efficient with electronic document management. Handling invoices correctly and within appropriate time-scale is crucial for every business. Automatic invoice recognition using the OCR (Optical Character Recognition) technology can extract all relevant data from your invoices into PaperLess. For companies that receive batched invoices from the same supplier regularly, PaperLess allows them to create customised template for invoices from the same supplier, so there is no need to edit the accounting lines over and over again. Businesses can then post batched up invoices directly into the existing accounting software such as Sage. PaperLess integrates seamlessly with Sage 50 Accounts and Sage 200 Suite as the synchronisation happens instantly in the background.
2. Process for document approval
After data is captured into PaperLess, document approval enables different departments to collaborate and approve documents within the same workspace. Document approval plays a vital role in the online document management because departments can approve documents within the PaperLess workspace without having to save them in different locations. Document management online is easy to manage and monitor with the PaperLess solution.
When documents, especially accounting transactions are approved, move to the next step of the workflow process by posting transactions with the relevant document attached directly into your accounting application such as Sage. Transactions can be viewed in both the accounting application and the PaperLess workspace at a later stage.
3. Archive documents in one workspace
PaperLess has powerful search function so managing online documents is easy and quick. Multiple search fields allow businesses to enter the least data needed to quickly locate the document that they are looking for. Organisations can also customise the search fields according to their business needs.
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