How’s Document Management Automation allowing FD’s to Process More Invoice without increasing the headcount?

Document Management with Built-In Optical Character Recognition (OCR) technology is allowing companies to process their documents and especially invoices in an automated manner, meaning that Finance Departments are now able to process a much higher number of documents than in the past without increasing the headcount.

However, the true secret lies on what Finance Professional are able to do with the data captured by their OCR engine, being that for Sage users the best option is PaperLess Document Management. A Sage Developer’s software that integrates seamlessly with software for Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online, allowing Finance Professionals to automatically scan and capture all necessary data from the invoices and post them into Sage, making this process much faster and accurate than ever before.

• Automatic Invoice Recognition 
• Automatic Approval Workflow 
• Automatic Matching and Closing of Purchase Orders
• Documents directly linked to transactions in Sage
• Lookup of documents directly from Sage 
• Full Document Management Automation with PaperLess Company Inbox

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

Don’t just scan Invoices, get all data automatically posted to Sage. How does it work?

CFO’s, Finance Directors and many other finance professionals have realized that the best way to automate document management processes and invoice processing routines is to not only have all documents scanned into digital format as soon as they are received but also to use OCR technology to automatically extract all data from the invoices.

THE QUESTION IS, WHAT TO DO WITH THAT DATA CAPTURED FROM THE INVOICES?

Well, that is why Sage users preferred option is PaperLess Document Management, a powerful document management solution with built-in OCR technology that integrates seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online allowing Sage users to automatically have all their data posted into Sage and also have all their accounting documents directly linked to Sage transaction lines. Document retrieval can then be done via a simple look-up directly from within Sage.

HOW DOES PAPERLESS DOCUMENT MANAGEMENT FOR SAGE WORK?

PaperLess scans invoices and enables businesses to process accounting transactions within one workspace. Businesses can scan paper invoices or drag and drop electronic invoices from their emails or computers directly into PaperLess.

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

PaperLess 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.

WHY ARE SAGE USERS CHOOSING PAPERLESS TO AUTOMATE DOCUMENT MANAGEMENT PROCESSES?

Well, because with PaperLess Document Management businesses can now scan invoices and manage their complete workflow process online within one workspace so your organisation can save time, increase profit and reduce risk.

PaperLess is designed for easy usability, which means your accounting department can utilise less skilled members of the team and control what these members can do by defining their roles within the user access rights. Higher skilled staff can then spend their valuable time checking the preparation of the accounting vouchers before posting into your accounting application.

There is no need to give up your current accounting application to go PaperLess because PaperLess integrates seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online as synchronisation happens instantly in the background. 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. 

WHAT ABOUT IF I NEED TO ACCESS TO ONLINE INVOICE APPROVAL?

Well, PaperLess as a built-in Online Invoice Approval system that allows you to streamline the document approval process within your company while, at the same time, ensures that you have the complete audit trail of the approval process directly linked to your transactions both in Sage 50 Accounts, Sage 200 Business Suite, Sage 200 Extra Online and Sage 200 Standard Online.

As all other features of PaperLess Document Management software, the document flow is also seamlessly integrated with Sage. With a powerful set of automation tools you can set-up automatic workflows and notifications, meaning that documents can be brought into PaperLess, have their data automatically extracted by PaperLess Automatic Invoice Recognition and then based on the supplier, department, cost unit responsible or department have the documents automatically sent for approval.

PaperLess gives you access to a powerful online document management and approval software that gives you full control over the documents being approved, allowing you to speed-up, for example, the invoice approval process. At the same time, PaperLess Document Approval for Sage 50 Accounts, Sage 200 Business Suite, Sage 200 Extra Online and Sage 200 Standard Online enables you to set approval rules so that you can be in control of what is being approved, the amounts users can approve and also the deadline for approval.

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 is Going PaperLess helping CFO’s to be GDPR compliant?

On 25 May 2018, the EU General Data Protection Regulation (GDPR) came into force, reflecting the importance of data protection in our increasingly digital world. In order to comply with the new regulation companies are changing the way data is processed and documents are managed.

For CFO’s, Accountants and many other finance professionals working within accounts departments that had already decided to go PaperLess, becoming GDPR compliant is easier, because they are in control of the personal data they hold and already have the necessary safety guards in place to ensure that documents are kept organized and secure.

Companies that have gone PaperLess have drastically reduced the need to print documents, therefore they reduced the risk of personal data on “paper” being misused and ensured that only those authorised to look at documents are able to do so. Alternatively, the document would be printed and manually moved around or emailed leaving a trail of personal data all over the place.

In order to comply with the new legislation, companies are relying on document management technology to keep track of the data they process ensuring that it is kept safe and that is only accessed by authorized personnel. While doing so they are also implementing automation processes that allow them to reduce time spent on manual data input and keep the information organized and easily accessible to users with the necessary access levels.

How can PaperLess help you increase GDPR compliance levels...

• ENHANCED SECURITY GDPR

In order to help you to become compliant with the new GDPR legislation, PaperLess Document Management gives users an option that will make mandatory for all users to define a password that follow the industry best practices.

By having the enhanced security mode activated you are increasing the security of all data stored within PaperLess. This means that documents can only be accessed by users to whom you have given login credentials, allowing you to keep safe all personal data stored and, at the same time, to know exactly who has access to that data, which are some of the prerequisites to be GDPR compliant. 

• PAPERLESS SECURE MODE

PaperLess also has available the Secure Mode to "lock down" who can access documents on file level so that you are sure all data is kept safe at all times. By activating this Mode you are increasing the security levels of all data stored by your company within PaperLess. 

• REDUCE THE RISK OF HAVING PERSONAL DATA MISUSED

One of the challenges many companies are facing has to do with the fact that they have thousands of paper documents that can have personal data and it is virtual impossible for them to restrict access to this data. Companies using PaperLess Document Management software have already drastically reduced the need to print documents, therefore reducing the risk of personal data on “paper” being misused and ensuring that only those authorised to look at documents are able to do so.

• KEEPING DOCUMENTS SECURED EVEN DURING THE APPROVAL PROCESS

By processing all documents in a digital manner, you are also ensuring that when you send documents for approval only those involved in “the flow” are aware and have access to the process. This is another way in which PaperLess helps you to become GDPR compliant, since even when documents are sent for approval you still keep the data safe and only accessible by the users involved in the approval process. 

• FULL CONTROL OVER DATA ACCESS

PaperLess can also help you to become GDPR compliant even for non-accounting documents. With PaperLess Other Documents you can easily categorise documents and folders, defining who can or cannot see them. If you want to have an overview of what users have access to the different folders, all you need to do is to take a report “List of access control of Other documents archive”

• YES, YOU ARE IN CONTROL OF YOUR DATA...

The document is held centrally by PaperLess on your server, meaning that any personal data contained in the document never moves. The fact of PaperLess storing all data on the customer's own server removes the risks of online storage, location and related access issues.

As long as you have the necessary security measures in place, this means that you can inform your clients that their data is kept safe with you and that no 3rd parties have access to it.

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