Do I need to keep a paper copy of my Invoices? What’s HMRC’s position?

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 a document management system.

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. 

Besides ensuring that documents are readable and easily accessible, many finance professionals are implementing document management system to also achieve higher efficiency levels across finance departments by reducing the need to manual data input and save time on document storage and retrieval.

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

Sage 50 and Sage 200 users can keep all their documents properly stored and organized with the Sage Platinum Developer Partner solution, PaperLess software, a powerful document management solution with build-in OCR that integrates seamlessly with both Sage 50 Accounts, Sage 50c, Sage 200c, Sage 200 Standard Online and Sage 200 Extra Online 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 and in Sage 200.

WHAT OUR CLIENTS SAY ABOUT PAPERLESS

“PaperLess has brought filing into the 21st century.”

Bénédicte Mermet at Frenger International

“PaperLess is a great system to use as it is a lot faster than approving the pile of paper”

Nicholas Reyes-Ramirez, Finance Assistant

“…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

“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

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

How's PaperLess helping Sage users to automate document management processes?

PaperLess Document Management software is allowing Sage users to automate document management processed and invoice processing routines by automatically managing all your paperwork from scanning and adding electronic documents to processing them in your existing accounting applications. Being a Sage Developer, PaperLess is seamless integrated with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online, using the latest methodology Capture>Process>Archive to capture data at the start of the document workflow process so that all your paper documents can be digitised and handled more efficiently online.

PaperLess Document Management has become the preferred choice of Sage users because it digitises all the paperwork as early as possible in the business processes saving time and money. Businesses can scan paper directly into PaperLess or drag and drop multiple file types from emails and your computer. The PaperLess edit TIF functions enable businesses to merge, split and re-organise documents electronically so working through a batch of paper documents is quick and easy.

Efficient document management software makes better workflow management. When businesses add a document to PaperLess, the document also has a unique number, which means your colleagues can easily locate a document at a later stage by entering this document’s unique number. Businesses can use the Scanning menu to add one or more documents at a time and control the scanner from PaperLess. Any twain compatible standard scanner at 300 DPI will work with PaperLess.

Not only document scanning software, PaperLess is also a piece of document storage software. PaperLess stores all your documents, both accounting and business documents, in separate folders in the PaperLess workspace so companies can keep their data secure.

Getting data automatically captured… how does it work?

PaperLess document scanning software uses two layers of OCR (Optical Character Recognition) technology to extract the relevant data from your invoices by using Automatic Invoice Recognition. PaperLess handles multiple suppliers with multiple document formats, and also supports XML invoices. Automatic Invoice Recognition saves time and reduces manual errors so workflow management in your organisation is more efficient.

After running automatic invoice recognition, businesses can post accounting transactions with the relevant documents attached directly from PaperLess into their existing accounting applications. PaperLess integrates seamlessly with Sage 50 and Sage 200 and many other popular accounting applications. The synchronisation happens instantly in the background. There is no need for companies to give up their accounting applications in order to go paperless. Colleagues can view the accounting transactions stored in the Accounting Archive folder at a later stage.

What our clients say about PaperLess

“be able to track our invoices more efficiently and with a cost saving to the business...This saves a lot of time trying to find old invoices in the paper archive"

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…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

“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

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

How easy is it for Sage users to go PaperLess?

Well, for Sage users it is really quite easy… simply because Sage users are now benefiting from the seamless integration between Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online, and Sage 200 Extra Online with PaperLess Document Management. With a built-in OCR software for Sage, Sage users can now go PaperLess and at the same time benefit from automatic data capture, online document approval and look-up of documents directly from Sage.  

Nowadays, people are always searching for ways to help the environment and save money. By using PaperLess Document Management and PaperLess Office Software you can become a more eco-friendly office and save a pretty penny.

You may be shaking your head thinking that there is no way that your business or office could go paperless. I know, we have all grown up to depend on paper, but the truth is that it is 2018 and now everyone is starting to depend on technology. It’s time to move on. Creating a Paperless Office is easy and affordable, not to mention a lot more efficient.

Find out more by taking a look at some of our videos or Visit PaperLess Website

Actually, the phrase “PaperLess office” has been creating quite a buzz. With an increasing number of Sage users choosing PaperLess to automate their document management processes, these are some of the benefits you will experience right from the start:

• Automatic Data Capture with PaperLess OCR Software
• Automatic Approval Workflows
• Automatic Matching and Closing of Purchase Orders
• Automatic storage of documents with direct link to Sage
• Look-up of documents directly from within Sage
• Full Document Management automation with PaperLess Company Inbox

How Do I Start PaperLess Account Management?

It really is easy. All you have to do is get in touch with us and find out why PaperLess Software is the preferred choice of Sage users.

What our clients say about PaperLess

“be able to track our invoices more efficiently and with a cost saving to the business...This saves a lot of time trying to find old invoices in the paper archive"

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…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

“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

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Document Management Automation presented today to Sage users in Ireland

Sage users in Ireland can now start benefiting from Document Management Automation, seamless integrated with their Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online. Automatic Invoice Recognition, Automatic Matching and Closing of Purchase Orders, Online Invoice Approval and Full Automation of Emailed Invoices are among some of the features Sage users from now on will have easy access to. 

The presentation is taking place right now in two separate sessions – Claremorris and Galway – where Sage Developer, PaperLess Europe, and Sage Business Partner, The Finance Function, are showing finance professionals using Sage how PaperLess Document Management can automate their document management processes and speed up invoice processing routines. 

Take a look at the video below to know more about what Sage users can now experience or Click here to visit PaperLess website

• Automatic Invoice Processing with PaperLess Invoice Recognition
• Online Invoice Approval with PaperLess Automatic Approval Workflows
• Automatic Matching and Closing of Purchase Orders
• Full Automation of Emailed Invoices with PaperLess Company Inbox
• Look-up of documents directly from within Sage accounting lines

PaperLess is a valuable Sage add-on solution that integrates seamlessly with Sage 50 Accounting, Sage 200 Business Suite and Sage 200 Extra Online. PaperLess has the knowledge and ability to provide customers with a complete solution that is tailored to suit their business needs. Sage team has always been supportive to introducing Sage add-on solutions such as PaperLess to their partners and customers

Click below to see how to have all your accounting documents directly linked to your transactions in Sage so that you can easily manage and find all your documents in seconds. 

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