A PaperLess State of Mind

Creating the paperless office is not particularly difficult, nor does it necessarily involve a massive investment. You Go PaperLessjust need to adopt the right state of mind.

However, a PaperLess office does not suit everyone if you:

  • won’t use a keyboard;
  • still think nothing is real unless it’s been printed;
  • persist in hand writing all your working papers so no one can read them;
  • hate email
  • believe typing is something someone else does;
  • have no clue how to search a PC, let alone the web;
  • won’t read things on screen, but insist on them being in a well-ordered physical file;

It will also be a problem if you and your partners don’t share similar views. You cannot be ‘half PaperLess’ – at least not without a major review of the profit sharing ratio, which sees those who refuse to take part taking a substantially lower share of profit to compensate for the extra filing, research and physical storage costs they will impose upon the company. For most people, going PaperLess is likely to take them outside of their comfort zones.

There is only one way to deal with this, and that is to make sure to have a comprehensive solution that integrates seamlessly with your existing accounting applications such as Sage 50, Sage 200, Mamut One and Microsoft Dynamics NAV. In other words, the system integration must be quickly and easily accessible.

In the days before email and the web, secretaries produced paper documents which were filed according to who typed the work and when. Such a system would be hopeless in the case of a PaperLess system. The time spent searching for an individual client’s records would be far too great.

Most firms have two key characteristics to their physical filing systems. They order clients either alphabetically or by client number. They then split their records into the following main categories:

  • accounts
  • audit
  • tax
  • financial services
  • consultancy
  • other correspondence
  • fees
  • permanent

You can create folders and fields in PaperLess making it more efficient to look for documents across folders. All kinds of documents are managed within one workspace online saving you time and storage space at work. It is easy to use PaperLess solution for both businesses and accountants who also can share documents with their clients. PaperLess manages your paperwork from scanning and adding electronic documents to processing them in your accounting applications. That is a massive win for practice assurance.

Book Online Demo

Ask now for your free online demo and in 20 minutes you will find out how PaperLess software allows companies to effectively archive and link all documentation directly to their accounting transactions. See also how Automatic Invoice Recognition associated with powerful workflow features automates the entire process from the moment documents are receive until they are posted into your accounting package.

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