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.
Unlike what many Finance Professionals think, HMRC does not specify any rules on how you must keep records. You can keep them on paper, digitally or as part of a software program (like bookkeeping software).
In fact, HMRC can charge you a penalty if your records are not accurate, complete and readable so make sure you store your documents in a digital format and well organized making sure that you can have easy access to them.
PaperLess Company Inbox is a new feature of PaperLess Document Management for Sage that allows Sage users to fully automate their document management processes from the moment suppliers send them invoices by email until they are posted into Sage. PaperLess Company Inbox, a powerful solution that will change the way documents are processed by setting automation rules that are applied as soon as documents are received in your Company Inbox email.
From Email direct to Sage, including automatic matching and closing of purchase orders, only with PaperLess Company Inbox for Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online, a new software feature introduced by PaperLess Software, offering Sage users all the quality and know-how that only a Sage Developer can offer.
As a Sage Developer, this is an exclusive PaperLess’ development for Sage users, representing state of the art technology for Invoice Processing Automation, with emailed invoices processed and posted to Sage with closing of corresponding purchase orders in a fully automatic process, with no need for any Human Intervention on Invoice Processing Routines.
The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…
Gary Robinson, Real Group’s Director
The joint effort between PaperLess and LandLord Manager allowed Real Group to increase invoice processing speeds while maintain full control over the approval of documents across multiple locations… all this seamlessly integrated with Sage 50 Accounts.
With Real Group having activity in two separate offices and the finance function centralized in one office, the company soon realized that suppliers were sending invoices to both offices and that invoices were getting lost or being duplicated between the offices. Besides this, the invoices needed to be authorised by people at both locations and these routines were leading to confusion and lack of control.
Real Group’s representative, Gary Robinson, had already used a document management solution in the past and felt that this was what the company needed in order to gain control over their documents. The challenge was that since they were using Sage together with the property management software, LandLord Manager, Real Group needed to find a solution that would offer them a seamless integration with these two applications, so that they could really streamline processes without having to re-key information.
Being a Sage Developer, PaperLess Europe offered the seamless integration with Sage that Real Group was looking for. With PaperLess Document Management for Sage, Real Group now has full visibility over the status of their invoices, when they arrived, when they were authorised and what comments and notes were made by the different people involved in the approval process.
Due to the client’s unique needs, PaperLess took the integration even further and, together with LandLord Manager, made the necessary developments to ensure that Real Group could process property/supplier invoices via Landlord Manager so that landlord sales invoices could be created automatically, with no need to re-key the information.
Although there would have been benefits as a stand-alone solution, the system would not be so efficient. For that reason, PaperLess and LandLord Manager joint efforts to make the necessary developments to ensure the best results to the client and at the same time make the integration with LandLord Manager available to many other Real Estate and Letting agents using LandLord Manager together with Sage accounting software.
Gary Robinson, Real Group’s Representative, considers that “the use of paperless has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…” something particularly important to this client who needs to have invoices approved across multiple locations and was struggling to keep control over this process.
The increased control over the invoice processing routines allowed Real Group to significantly reduce the number of duplicate and lost invoices while at the same time increase the invoice approval speed. With no more need for boxing up documents, PaperLess has also allowed the company to reduce copying, printing, filing and storage costs.
“We are extremely happy with Real Group’s feedback… from the first moment our goal was to help this client dealing with the issues he faced and we are happy that we managed to do so,” says Torben Halvorsen, PaperLess Europe’s co-owner, adding that “ it was a win-win situation, by working together with LandLord Manager we not only helped our client but also improved our software, making sure that PaperLess is the right solution for any Real Estate or Letting Agent who wants a software that offers a lot more than a simple document archive solution.”
The satisfaction level achieved by this client is quite clear when Robinson tells us that they “would not like to go back to the old system.” Real Group’s representative also sees the retrieval of documents directly from Sage as another great benefit brought by PaperLess and that differentiates this software from all others, saying that “we can open the document directly from Sage and email it out if needed, no need to go to a file.”
Halvorsen also adds that “…many of the challenges Real Group faced are experienced by many other Real Estate and Letting Agents using LandLord Manager software… it is our strong belief that the integration developed will help many other LandLord Manager clients to automate their document management processes and increase their invoice processing speeds.”
PaperLess and LandLord Manager integration is specifically tailored to Real Estate and Letting Agents using LandLord Manager, giving them a unique tool to increase invoice processing speeds and automate document management processes. These are key factors for companies operating in a fast-paced environment, where gains in productivity levels are essential to ensure sustainable business growth and companies’ success.
Businesses receive invoices every day, and struggle to organise them efficiently. In order to achieve this Finance Departments are looking for a smart invoice scanning solution to speed up their workflow process for efficient invoice processing that at the same time allows them to efficiently manage all their documents.
Paper invoices can be scanned directly into the PaperLess workspace by using PaperLess printer. When businesses receive invoices electronically via emails, use PaperLess Add Documents function to drag and drop documents from emails or computer to the PaperLess workspace. It is easy to organise and edit documents in PaperLess.
PaperLess does more than invoice scanning. After scanning invoices into PaperLess, the PaperLess Automatic Invoice Recognition feature extracts relevant data from invoices into the PaperLess workspace. PaperLess invoice recognition uses Optical Character Recognition (OCR) technology, which quickly extracts the relevant accounting data from the invoice so the accounting transaction is created for posting into your accounting application. PaperLess enables businesses to edit, approve and post directly to their existing accounting applications such as Sage.
PaperLess integrates seamlessly with Sage, meaning there is no need to give up your current accounting application when going paperless. Every time accountants post a transaction with the relevant document attached to Sage synchronisation happens instantly in the background.
The PaperLess invoice scanning solution digitises all your paper invoices into one single workspace, runs invoice recognition and sends them for document approval, then posts them to your accounting application directly. PaperLess helps your organisation to complete the entire workflow within one workspace so your organisation can save time, increase profit and reduce risk.
Can I work Online?
Using Remote Access, the PaperLess invoice scanning solution enables multiple branches to work more efficiently on the same server. This means invoice recognition can also be run on scanned invoices in PaperLess anytime and anywhere via the Internet. The secure Remote Access looks and feels the same as PaperLess workstation version. There are no requirements for terminal server solution. All it needs is an internet connection. Bandwidth requirement is low as you only view documents when needed.
Is your business still looking for an efficient invoice scanning solution? Then PaperLess is a valuable complementary solution for your organisation.