Tuesday, 20 October 2015

Euromaritime gets fast insight into all financial processes with PaperLess software

Euromaritime gets fast insight into all financial processes with PaperLess software
With PaperLess software installed in 39 ships Euromaritime is now able to manage all their accounting documents while their ships are at sea all over the world. Another successful PaperLess implementation as it is clearly shown by Bram Boone, Euromaritime’s Chief Financial Officer, when states that “it took a while before I got used to the idea of a PaperLess accounting, but I would not want to go back.”
The size of the company combined with the different sailing locations posted some challenges to the organisation, being difficult to maintain the accounts always up to date and transparent. In order to solve this Euromaritime, which since 1995 has been using the financial accounting software Unit4 Multivers, also started using PaperLess on its 39 ships allowing the company to  "always have a clear understanding of our accounts, even if our ships are on the other side of the world ... '' said Bram Boone, Chief Financial Officer of Euromaritime.  
Scan and Automatic Invoice Recognition allowing data to be captured and immediately visible in the company accounts.
Secure Remote Access allowing real time data exchange between ships and the company headquarters.
Simple, quick and easy to use with no need to have Bookkeeping knowledge to work with it.
Data validation allowing to significantly reduce the number of errors. 
Major efficiency boost allowing the adaption of new and more efficient working methodologies.
"While working together with Multivers, Euromaritime ran into a problem; the workload contained ups and downs, being that whenever a ship arrived to port the workload increased dramatically,” says Ton Luyk, responsible for Sales & Business Development of Unit4 Multivers to KNNS, adding that “we advised them that the solution for this would be to use PaperLess software so that they could, for example, scan and automatically extract data from invoices on the ship making it immediately visible in the company accounts.”
Ton Luyk also enhances that “with PaperLess software Euromaritime says they can always understand all the accounting, besides this being quick and simple to use, PaperLess is less error prone than the manual entry of invoices and enables Euromaritime to ensure a steady pace on their workload because information is sent and immediately available regardless of the ships’ location.”
Increased understanding and efficiency
''Before PaperLess skippers had to periodically spend a day in the office to do the bookkeeping so that they could afterwards go back to sea and now that is no longer necessary. Now all our skippers scan the invoices while at sea and they end up in our accounts. We have experienced a major efficiency boost with PaperLess and additionally we always have a clear understanding of our accounts, from any ship, even on holidays'' says Bram Boone, clearly satisfied by the choice in adopting PaperLess software. 
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Contact Us
Phone Number: +44 (0) 207 135 2007
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Manual Data Input vs. Automatic Data Input – What are the latest trends and how does that affect you?

Many companies still manually process and approve invoices. Businesses receive invoices every day, and struggle to organise them efficiently. Business owners are looking for a smart invoice scanning solution to speed up their workflow process for efficient document management.
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.
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. Check out the PaperLess 9-feature cycle and learn more about how PaperLess can improve your organisation efficiency.
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Monday, 19 October 2015

Tips for Sage: How to have the complete Audit Trail of the Document Approval Process directly in Sage?


PaperLess is a centralised document management system that provides businesses with efficient online document approval. PaperLess makes sure businesses keep track of their documents in the online document approval process. All business documents such as holiday forms, travel expenses, and purchase orders can be managed by PaperLess Document Approval.
It is crucial for businesses to manage all their documents electronically and use an efficient online document approval solution for both accounting and non-accounting documents. If your business is still dealing with the hassle of paper documents, it is time to go paperless for a better online document approval process.
Online document approval speeds up the entire workflow process and avoids misunderstandings among your team members. For accounting transactions, once the document approval process is complete the persons responsible can then make a final check on the transactions and amend any accounting information directly in PaperLess prior to posting into your existing accounting application.
PaperLess online document approval solution integrates with Sage 50, Sage 200 and many other accounting applications, so it is quick and easy to post invoices directly from PaperLess without giving up your current accounting application. Invoice recognition with Sage saves your businesses time and money because it extracts the relevant data from your invoices so your organisation can reduce manual data entry and human errors significantly. Employees can spend time on higher valued tasks and meeting deadlines.
Businesses can also manage their non-accounting documents in a separate secure archive where flexible user rights are granted at different levels. Your team members can obtain different types of access rights for documents in the Other Documents Archive only without the need of viewing the whole Accounting Archive. This strengthens security in your accounting records as well as overall company privacy. Your team is still able to collaborate effectively whilst avoid saving duplicate documents in multiple locations.
The PaperLess centralised document management solution provides both businesses and accountants with a better online document approval process that will improve their working relationships both internally with colleagues and externally with their clients.
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Friday, 16 October 2015

Automatic Invoice Recognition with all Documents linked to Sage - Know more on Sage Additions Catalogue

Sage Additions catalogue gives you access to a diverse range of solutions which have been designed by members of the Sage Developers’ Programme. Check out Sage Additions catalogue and see how PaperLess powerful document management features integrate seamlessly with Sage, allowing you to have all your documents directly linked to your transactions in Sage so that you can easily manage and find all your documents. 


Want to know more about how PaperLess Automatic Invoice Recognition for Sage works... Take a look at this 30 seconds video
PaperLess invoice scanning software integrates seamlessly with Sage 50 and Sage 200, so businesses can post accounting transactions directly from PaperLess into Sage using the PaperLess invoice recognition for Sage. They can also view the transactions with the relevant documents in Paperless at a later stage. 
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Ruud Kampshoff, Mark Heem’s Head of Financial Accounting & ICT
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Sage Developer PaperLess Software introduces the ultimate Invoice Management solution for Sage

As user-friendly invoice management software, PaperLess helps businesses manage all invoices and transactions efficiently and securely by using Automatic Invoice Recognition, Document Approval, and many more PaperLess 
features.
Businesses receive invoices every day. Therefore, finding an efficient way to manage and process these invoices is critical in order to run a profitable business. PaperLess integrates seamlessly with Sage 50 Accounts and Sage 200, so invoice recognition for Sage and document approval with Sage are two useful features for businesses and accountants to work more efficiently with their clients. PaperLess invoice management software is simple, smart and secure.










First of all, businesses can add invoice documents from emails or their computers into PaperLess. Alternatively, use PaperLess Printer to scan paper invoices into the PaperLess workspace. Digitising all your paperwork at the start of your workflow process is crucial for efficient document management.
After invoices have been added into PaperLess, Automatic Invoice Recognition extracts all the relevant data from your invoices, so this reduces manual data entry and avoids manual errors. PaperLess uses two layers of OCR (Optical Character Recognition) technology to recognise the relevant information on your invoices. PaperLess can handle multiple suppliers with multiple document formats.
When the transaction has been created in PaperLess with the relevant documents attached, the documents can be sent for approval without leaving your invoice management software. Businesses can post transactions with the relevant documents attached directly into their existing accounting applications and view them in PaperLess and in the accounting application at a later stage. PaperLess is an efficient centralised system that digitises all your documents, processes and approves them and posts them directly into your existing accounting application, ending up archiving them in the PaperLess accounting archive and other document archive.
For businesses and accountants that use Sage 50 Accounts and Sage 200, PaperLess enables them to manage invoices and transactions more efficiently and securely thanks to the seamless integration with Sage 50 and Sage 200. Invoice recognition and document approval for Sage save your time and increases organisation efficiency. Organisations can now complete the entire accounting workflow within one single invoice management software by using PaperLess.
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Ruud Kampshoff, Mark Heem’s Head of Financial Accounting & ICT
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Thursday, 15 October 2015

Blair’s Caravans saves £10,000 with PaperLess Document Management for Sage

The document management automation experienced by Blair’s Caravan with PaperLess for Sage allows the company to “save £10,000 every year with staff as well as to save employees' time spent on processing invoices” says Colin Mayrs, Blair’s Caravans Managing Director.
Another successful PaperLess installation managed by the PaperLess Business Partner and also Sage Certified Business Partner, FUEL - High Performance IT - that has enriched its product offer with a software that is much more than a simple document management software and that due to its seamless integration with Sage allowed FUEL to gain competitive advantages differentiating itself from its main competitors. 
 

Situated on the famous Causeway Coast, Blair’s Caravans holiday parks cater for both touring and static caravans, relying on modern facilities to ensure business success. Something also achieved due to high productivity levels among employees, with PaperLess software being directly responsible for this through the direct savings in time staff spends on processing invoices. 
  • Automatic Invoice Recognition increasing productivity levels while reducing manual data input
  • Increase in data accuracy levels due to system automation and data verification
  • All documents directly linked to Sage making the auditing process much more simple and faster than before
  • All documents in digital format and accessible from any computer
Although Automatic Invoice Recognition is still seen by the company’s Managing Director as one of PaperLess’ most important features, Colin Mayrs also quickly realised that due to the ease of use and automation offered by PaperLess software he could both reduce staff allocated to the accounts area, due to the increase in productivity levels, as well as lessen the skill level required to process purchase invoices. Colin states as an example of this the fact that Blair’s Caravans “put an end to having invoices being paid twice, because if you try to do so PaperLess immediately tells you that the invoice has already been entered, so no need for a high skilled employee to prevent this from happening"
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Tips for Sage - Digital Documents and Approval Audit Trail directly accessible from Sage is now possible for all Sage 50 & 200 users

PaperLess makes sure businesses keep track of their documents in the document approval process. All business documents such as purchase invoices, holiday forms, travel expenses, purchase orders and quotations can be managed by PaperLess Document Approval.
The first thing businesses need to do is to manage all the documents electronically, both accounting and non-accounting. If your business is still processing paper documents manually, it is time to go paperless for a more effective document approval process.
Approving documents electronically speeds up the document approval process and avoids misunderstandings among colleagues. For accounting transactions such as purchase invoices, once the document approval process is complete, the person responsible can make a final check on the transactions and amend any accounting lines in the transaction voucher prior to posting into your accounting application.
Efficient document approval process that integrates with your existing accounting applications saves time and reduces risk. There is no need to save duplicate documents in different locations. PaperLess integrates with many accounting applications such as Sage 50, Sage 200, Mamut One, Microsoft Dynamics NAV and many more. Synchronisation happens instantly in the background. It is crucial for businesses to post transactions into their accounting applications straight after the document approval process in order to prevent any delay of the workflow process.
Businesses can also manage their non-accounting documents in a separate secure folder where flexible user rights are granted at different levels. Companies can give access to team members for documents in the Other Document Archive, meaning there is no need to compromise security in your accounting records. Your team is still able to collaborate effectively whilst avoid saving duplicated documents in multiple locations.
PaperLess centralised document management system enables businesses to complete their entire document approval process for both accounting and other documents securely and efficiently.
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Ruud Kampshoff, Mark Heem’s Head of Financial Accounting & ICT
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Wednesday, 14 October 2015

Invoice Processing Automation through OCR technology – The latest software developments for Finance Professionals

PaperLess document imaging system uses two layers Efficient invoice processing saves organisations time and money while reducing manual data entry. PaperLessAutomatic Invoice Recognition uses two layers of OCR (Optical Character Recognition) technology to extract the relevant data from your invoices into PaperLess, which will then be sent to other colleagues for approval within the same workspace.
Businesses have been relying heavily on manual invoice processing. Dealing with paper invoices can be time consuming and can cause many human errors with manual data entry. Some companies are still using the traditional methodology Scan to Archive, which means they only digitise invoices for archiving purpose. Unfortunately, countless manual errors happen because of the old fashion way of processing paper invoices in an organisation. The latest methodology Capture>Process>Archive has become the most efficient way for invoice processing. PaperLess captures your invoice data by digitising paper invoices at an early stage of the workflow process.
Every business deals with invoices, so efficient invoice processing is crucial for running a profitable business. After several months, invoices from previous months may still be pending and without approval. Entering large amount of data from the invoices into your computer can be so tedious that manual mistakes are unavoidable.
For companies that receive many invoices from the same supplier on a regular basis, PaperLess efficient invoice processing creates customised invoice template for a particular supplier. Next time you run automatic invoice recognition on the same supplier, there is no need to edit the accounting lines over and over again.
PaperLess makes invoice processing simple and smart. After invoices have been digitised and edited in PaperLess, businesses can post batches of invoices directly into their existing accounting applications. PaperLess integrates seamlessly with Sage 50 Accounts, Sage 200 Suite and many other popular accounting applications, so the synchronisation of invoice recognition for Sage happens instantly in the background. 
What our clients say about PaperLess
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Ruud Kampshoff, Mark Heem’s Head of Financial Accounting & ICT
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Friday, 9 October 2015

Join Sage Finance Professionals on LinkedIn

Sage Finance Professionals  is a LinkedIn group created by PaperLess Document Management for Sage where Finance Professionals and Accountants can discuss some of their main challenges when using Sage  and share some tips to help them work better with Sage and improve their business productivity and profitability levels. Join our community now and give us your contribution in our discussions.
or

or
  • Become part of a group that discuss subjects directly related to your business activity.
  • See what strategies best in class companies are developing in order to increase profitability, productivity and competitivity levels.
  • Learn how to take full potential of your current accounting software. 
  • Provide us with feedback for the continuous development and improvement of PaperLess software. 
or
What our clients say about PaperLess
Amy Jones, Eventura’s Financial Controller
Chris Houghton, Eventura’s Owner
Ruud Kampshoff, Mark Heem’s Head of Financial Accounting & ICT
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK

Complete Audit Trail of the Approval Process directly from Sage – Take a look at the video to know more

Businesses are looking for efficient document approval software that saves time and reduces manual data entry. PaperLess document approval function enables businesses to track any document that requires approval by other people through the workflow process.
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 approval 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.
For accounting transactions, once the document approval process is complete the person in charge can make a final check on the transactions, or amend any accounting lines for the document prior to posting into your existing accounting application.
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
 
Chris Houghton, Eventura’s Owner
Jeffrey Summer, Mulderij’ Relationship Manager
Pradip Shah, Ashgoal’s Business Consultant
Contact Us
Phone Number: +44 (0) 207 135 2007
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Location: London, UK
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