HMRC position on Digital Record Keeping - What you should know!

Unlike what you might think, HMRC does not specify any rules on how you must keep records. In fact, HMRC clearly states that you can keep your documents on paper, digitally or as part of a software program.

HMRC can charge you a penalties in case 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. 

Click here to check what HMRC says about keeping digital records or Click here to visit PaperLess Website

Sage 50 Accounts and Sage 200 Business Suite users can keep all their documents properly stored and organized with the Sage Developer solution, PaperLess software, a powerful document management solution with build-in OCR that integrates seamlessly with both Sage 50 Accounts and Sage 200 Business Suite allowing accountants and finance professionals to easily manage all accounting and non-accounting documents having them directly linked to transactions in Sage.

Besides being a Sage Developer, PaperLess is also listed on HRMC Record Keeping Software Providers List, which presents to users a number of software suppliers that have produced simple record keeping applications to help accounting professionals manage their documents and, in the case of PaperLess software, to have those documents directly linked to transactions in Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online.

What our clients say about PaperLess

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Invoice Processing Automation for Sage... This is how it is done!

Well, the first thing you need to do if you want to speed-up invoice processing routines is to look for an OCR software that integrates with your accounting software. This is the only way for you to get all data automatically extracted from the invoices and cross referenced with the settings you have defined for each one of your suppliers in your accounting package.

OCR stands for Optical Character Recognition technology which is becoming part of the daily routines of any finance professional dealing with a large number of documents. Usually companies using this type of technology are the ones who focus on increasing productivity margins in order to gain competitive advantages.

Want to know more about OCR for Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online?

What to do with all the data extracted from the documents?

Well that is where things get more complicated, if the OCR engine you are using only extract the data and does not integrate with the software you are using for your accounts, you end up having to copy and paste it into the fields where you want to have that data placed. That is why integration with your accounting software is key to ensure that you fully exploit all the potential your OCR engine has to offer.

The trend among Sage users is to implement the Sage Developer’s Solution – PaperLess Document Management with OCR Software – which due to the seamless integration with Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online enables Sage users to fully automate their invoice processing routines.

PaperLess document management software uses two layers of sophisticated OCR (Optical Character Recognition) technology to recognise the information on your invoices. With Automatic Invoice Recognition, PaperLess document imaging system extracts the relevant data from the invoices quickly so that organisations can save time and reduce manual data entry.

The integration between PaperLess and Sage even makes it possible to automatically checks for duplicate transactions when running invoice recognition for better document management. After the invoice recognition extracts the relevant data from invoices to PaperLess, users can edit accounting information and send accounting transactions to other team members for approval.

Full Document Management Automation now also available for Sage users…

What our clients say about PaperLess

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

If you are scanning invoices, then this is the way to do it…

An increasing number of Sage users are keeping their information organized and easily accessible by simply scanning and linking documents directly onto Sage accounting lines. For that they are using the document management solution created by the Sage Developer, PaperLess Europe, which allows Sage users to scans invoices and all other accounting documents directly into Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online and to automatically extract all relevant accounting data from those documents with PaperLess Automatic Invoice Recognition.

How does PaperLess Invoice Scanning work ?

After businesses scan invoices, PaperLess uses two layers of sophisticated Optical Character Recognition (OCR) technology to recognise the information on the invoices. Automatic Invoice Recognition extracts the relevant data from your invoices and enables Sage users to edit accounting information and post transactions from PaperLess directly into Sage.

PaperLess Document Management for Sage handles multiple suppliers with multiple document formats and also supports XML invoices. PaperLess can run invoice recognition on multiple invoices at the same time, so organisations can save time and reduce manual errors. PaperLess even checks for duplicate transactions when running invoice recognition.

Invoice recognition for Sage enables businesses to post transactions with the relevant documents into Sage and then view them in PaperLess or in Sage at a later stage. If your business is still looking for an effective invoice scanning solution, PaperLess is a valuable complementary solution for Sage that scans invoices for your organisation more efficiently and securely. 

You might also like to read: How are Sage users fully automating Document Management Processes?

What our clients say about PaperLess

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

How are CFO’s Speeding-Up Invoice Approval Processes?

CFO’s, Accountants, Bookkeepers and many other Finance Professionals have been looking for an efficient invoice approval software that saves time and reduces manual data entry. PaperLess Document Managementwith Online Approval function enables businesses to track any document that requires approval by other people through the workflow process and, at the same time, automate invoice processing routines by automatically extracting data from the invoices with OCR technology.

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 Management 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.

Approval Audit Trail directly linked to Sage transactions…

Yes, that’s right. The seamless integration between PaperLess Document Management and Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online makes it possible for Sage users to have the complete audit trail of the approval process directly linked to their Sage accounting package.

Take a look at the PaperLess Invoice Approval video or Click here to know more about PaperLess Document Approval for Sage 50 Accounts and Sage 200 Business Suite. 

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.

What our clients say about PaperLess

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com