Document Management with OCR, the new trend among finance professionals…

Finance Departments receive invoices every day and struggle to organise them efficiently. In order to achieve this Finance Departments are looking for a smart document management solution to speed up their workflow process for efficient invoice processing that at the same time allows them to efficiently manage all their documents.

Although there are many solutions available, Finance Professionals have realized that they need something that integrates with the software they already have in place, so that they can maximize the return on the investment while reducing the downtime to only a few hours. For Finance Departments using Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online the solution created by Sage Developer, PaperLess Europe, is clearly the preferred option.

Take a look at the software changing trends among Finance Departments... or Click here to find out more about Invoice Processing Automation

How does PaperLess software work?

• Bringing Documents into PaperLess workspace

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.

• Automatic Data Capture with PaperLess OCR for Sage

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.

• Online Invoice Approval

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.

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.

• Automatic Lookup of Document from Within Sage

Every time a transaction is posted into Sage, PaperLess will automatically attach the relevant document(s) to that transaction. This means that retrieval of documents can be done directly from within Sage by doing a simple look-up which will show you the document, all the accounting information as well as the complete audit trail of the approval process so that you can know who approved the document and what comments were made.

• 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.

• What about Full Document Management Automation?

That is now possible with PaperLess Company Inbox, a cutting-edge software solution that allows you to fully automate your Document Management Processes from the moment suppliers or clients send you invoices by email until they are posted into Sage.

Company Inbox is a powerful system that enables Sage 50 Accounts, Sage 200 Business Suite, Sage 200 Extra Online and Sage 200 Standard Online users to automatically process all documents received by email by setting automation rules that are applied as soon as documents are received in Company Inbox email, turning document management into a fully automatic, faster and more reliable process.

Is your business still looking for an efficient invoice scanning solution? Then PaperLess is a valuable complementary solution for your organisation. 

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

Online Invoice Approval now available for Sage users… How does it work?

Sage users are now approving invoices and having the document approval audit trail directly linked to their transactions in Sage by using PaperLess Document Management for Sage. Being a Sage Developer, PaperLess Document Management Approval features ensure that any document that requires approval can be tracked through the approval process, not only Invoices but all types of business documentation, including for instance HR Documents, Orders, Quotations, Correspondence or Complaints.

By using PaperLess Document Approval you end up with an audit trail of the complete Approval Process all this directly linked to Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online so that you can have all information at the distance of a click of a mouse button.

The seamless integration between PaperLess Document Management and Sage allows you to have all your documents directly linked to the transactions you have in Sage, as well as the complete audit trail of the approval process also in Sage. This means that by a simple look up of the document directly from Sage you have access to all information related to it: who approved what, in which dates, the changes made and who made them.

But what is PaperLess Document Management for Sage?

PaperLess is a powerful document management solution that manages all your paperwork from scanning and adding electronic documents to processing them in your accounting software. With PaperLess software Sage users can easily reduce manual data input, speed-up invoice processing routines and have all accounting documents and the approval audit trail directly linked to Sage.

The seamlessly integration with Sage allows Sage users to easily scan invoices into Sage, turning invoice processing into an automatic and more accurate process. At the same time, Sage users will have all documents easily digitized, archived and directly linked to transactions in Sage, meaning that they can find any document they need in a matter of seconds.

PaperLess software is currently seamless integrated with different accounting software in UK, namely Sage 50 Accounts, Sage 200 Business Suite, Sage 200 Extra Online and Sage 200 Standard Online. Contact us to know how PaperLess can help you automate your document management and invoice processing routines and find out why PaperLess has more than 1700 installations across Europe.

Being a Sage Developer PaperLess offers all the know-how and quality that only a Sage Developer can offer. By working closely with Sage Developers Support, PaperLess ensures that the software is constantly up to date with the latest Sage Developments and that you can truly boost the potential of you Sage Accounting Software by automating your document management processes and invoice processing routines.

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

8 New Ways to Handle Your Incoming Documents

Some software applications help you handle outgoing documents and even document filing for these outgoing documents too. But when you are still receiving loads of paperwork every day sent from suppliers, authorities and customers, you need software to ensure you can avoid drowning under extra paperwork.

In this white paper you can find 8 new ways to handle your incoming documents and what a good document management system can do for your business:

• Increase Productivity Levels and Revenue Margins
• Increase efficiency levels with system automation
• Reduce operational costs across the entire company
• Communicate live and exchange information with clients
• Gain competitive advantages and differentiation factors
• Fully Automate your Invoice Processing Routines

PaperLess Document Management Software integrates seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online so that you can easily manage all your incoming documents which means managing your entire workflow process in the organisation from adding documents to processing data, from approving documents to saving all types of transactions in the accounting or non-accounting archive.

So here are 8 new ways you can now improve in your day-to-day operations and how PaperLess can make your business more efficient:

1.    Adding incoming documents to PaperLess

• Adding any type of incoming paper or electronic document in multiple file formats including office documents or any scanned image
• Comprehensive user rights control so that certain users have restricted access to certain documents or folders
• Multi-user, multi-company functionality so that certain company documents are restricted for certain users
• PaperLess users do not have to be users in your accounting application

2.    Managing incoming paperwork

• Never lose any time working out where your documents are in the business process
• Locate any document quickly and easily
• View all your documents in the PaperLess workspace, different views mean you can always see where your paperwork is within a business process
• Create accounting transactions directly from the source document images and post the transactions directly into your accounting application
• View the document in PaperLess from within your accounting application

​​3.    Automatic Invoice Recognition

• PaperLess reads the document image and extracts accounting data ready for posting directly into your accounting application
• Two layers of invoice recognition technology means high flexibility so that manual data entry is reduced

​4.   Online Document Approvals

• Any document, accounting or non-accounting related, can have one or more recipients attached to it for approvals
• Full audit trail for each documents approval process

​5.    Full Document Management Automation

• With Company Inbox all invoice received via email can be automatically processed without the need for any human intervention.
• This is the ultimate step on invoice processing automation, allowing you to fully automate your document management process from the moment suppliers send you invoices by email until they are posted into Sage.

6.    Secure Remote Access

• Remote Access application (9MB file) can be run anywhere via the Internet and has all PaperLess functionality available

​7.    Other Document Archive

• For non-accounting documents such quotations, HR documents, policies and procedures there is no need for any other external database or application
• Any business document can be archived with its own meta-data so that it can be located within the PaperLess search functions

8.    Reporting

• Extensive reporting options with output to Excel that enable reporting on documents posted in the accounting, outstanding in workflows and stored in non-accounting documents archive.

​The PaperLess Benefits

Save Money

• Increase efficiency in your business process by saving time and reducing errors. Reduce business costs for processing, printing, copier and storage.

​Increase Profits

• Communicate more effectively within the organisation by centralising document management, using workflows to manage business processes, approving documents during the process and reducing environmental impact of business.

Reduce Risk

• Protect data within your business, archive all documentation securely, manage a complete audit trial of processes and locate information quickly.

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