PaperLess was born in 1997 in Oslo with the vision of improving the efficiency of accounting systems by using automatic invoice recognition, electronic document flow and archiving. With an expanding client base of 1700 installations across Europe the PaperLess solution integrates seamlessly with both Sage 50 and Sage 200 Business Suite and manages the whole routine from scanning or adding electronic documents to processing them in the accounting systems.
You have certainly heard buzz about the PaperLess office and hassle free document management process. In fact, you might be hard pressed to find an industry journal that hasn’t featured an article on the subject. If you are ready to make the move toward less paper, be sure to consider and avoid the top 5 common mistakes some accountant fellows tend to make.
1. Go completely PaperLess is more Dangerous than Michael Jackson’s song
We do not recommend jumping into a completely paperless office right off the bat. Going PaperLess is a journey not an ultimatum. Too many firms try to transition to a PaperLess office too quickly, and soon find out they are in a worse nightmare than a pre-PaperLess era. Start off at a pace that is right for you and then progressively move into a paper free environment. For example, you could simply start by converting this year’s tax returns from paper to digital. From there, work up to financial statements, and so on. Sounds good?
2. Dismiss the importance of backing up data is like giving up your gold to the bank
Part of the PaperLess process involves consistent data backup. Your data is gold and irreplaceable, so be sure that data backups are a part of your overall plan. Make sure you back up your data on a regular schedule. We recommend you store your data in multiple locations to ensure complete security.
3. Lack of investment in training will not only cost you dearly but miserably in the future
Always remember, training up front will save time and money later! For successful implementation, an investment in training can make all the difference. When you train employees on the software tools as well as the processes you put in place for document management, you can save endless hours of frustration later. Even just having a few selected employees with in-depth knowledge of the software will help foster an understanding throughout your office. You will find that your investment in training will be returned many times over in the foreseeable future.
4. Neglect documentation process. So you think you know everything?
Proper documentation will facilitate a smooth process. To keep your new process at the forefront of all your colleagues’ minds and to ensure consistency in practice, it is extremely helpful to develop and document your firm’s processes for creating, managing, and approving electronic documents. Having documented policies and manuals that are consistent and readily available improves efficiency.
5. Black spot on scanner equipment
Here is the last one we think you deserve a kind reminder. It is important to include details on the scanners required to support your move to PaperLess in your overall process. Going PaperLess requires a certain grade of scanners and accessibility to these systems. High-speed feed scanners can handle large volumes of paper documents. TIF 300 dpi, black & white, and Group 4 (CCITT) compression can optimise the OCR engine when it comes to automatic invoice recognition. Overall, having the right equipment will help the PaperLess process run smoothly.
With a solid understanding of the process itself, you will soon see that starting down the path to PaperLess is not as overwhelming as you might have thought. Actually it can be a smooth and easy transition that will eventually translate into dramatic time and money savings.
...Well, because PaperLess Document Management for Sage integrates seamlessly with Sage 50 Accounts and Sage 200 Business Suite so that managing all financial documentation is a breeze. It is easy for users to learn to use PaperLess so they can manage their documents in a more efficient way. PaperLess enables users to follow through the entire electronic document management for Sage routine in an organisation.
1. Simple to manage documents for Sage 50 & Sage 200
PaperLess integrates seamlessly with Sage 50 and Sage 200. There is no workstation software to install and it is very light on resources. Synchronisation with Sage is automated so it is all happening in the background. PaperLess is quick to implement as there is no software to install for each user.
Digitising your paperwork as early as possible in the document management process saves time and money as it is more efficient to handle documents electronically. At the same time, other users will always be able to view them.
PaperLess runs invoice recognition for Sage on multiple invoices at the same time. Automatic invoice recognition saves time and reduces manual errors. PaperLess even checks for duplicate transactions when running invoice recognition, ensuring a smooth document management process for Sage in your organisation.
2. Smart tool for document management integrated with Sage
Document approval for Sage is a critical part in the document management process. PaperLess document approval function ensures your document management process can be structured to the way your organisation works.
You can post transactions to Sage 50 and Sage 200 directly from PaperLess. All transaction types can be prepared and then posted to Sage instantly saving time and reducing manual errors. You can easily manage all your accounting documents in Sage via PaperLess workspace.
Manage your non-accounting documents securely in PaperLess. You can give limited access to colleagues for certain documents meaning you can avoid compromising security in the Accounting Archive and still collaborate effectively throughout the document management process.
3. Keep your document management for Sage secure and safe
Remote access is encrypted and secure via the Internet, which looks the same as PaperLess workstation version and it is very easy to invite other users. Remote access enables you to have access to your documents wherever and whenever you are.
Keeping general business documents separate from the accounting archive provides further security for your accounting records in Sage. PaperLess provides secure user rights for Sage and a comprehensive set of user rules for flexible control over document management flow. Each user can have access to one or more companies within PaperLess with different levels of user rights authorised.
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.
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.
Businesses are looking for efficient document approval software that saves time and reduces manual data entry. PaperLess document approval function enables businesses to track any document that requires approval by other people through the workflow process.
This means that your colleagues who are involved in the approval process can have access only to the selected documents pending for approval. With PaperLess document approval software, companies can set up multiple approval flows with one or more people in each thus free those documents trapped in the process by a person who is unable to take action. Responsible colleagues can make comments on the document, and refuse the approval with reasons.
For accounting transactions, once the document approval process is complete the person in charge can make a final check on the transactions, or amend any accounting lines for the document prior to posting into your existing accounting application.
In the PaperLess archive, users are able to see the history of the approval process for each document that they have been involved with. There is a comprehensive set of secure accounting user rights which provides different levels of access rights so general business documents can be kept in the Other Document Archive separate from the Accounting Archive. There are 8 user rules in the PaperLess document approval software to control the levels at which users can approve what documents. Businesses can design effective document approval processes as well as maintain the highest levels of security. Colleagues can have access to certain documents with different levels of user rights granted.
Businesses are also able to approve their documents using the PaperLess document approval software wherever and whenever they want. PaperLess Remote Access is a convenient tool that allows businesses to have access to any documents via the Internet securely. The secure Remote Access is encrypted. There will be no delay of document approval even if your colleagues involved in the project are out of the office. All other PaperLess features are available in Remote Access such as automatic invoice recognition and document archiving.