How An Automated Solution Can Help You ‘spring Clean’ Your Office

By Author: Donald Nason
Total Articles: 48
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Spring is finally here – and usually that means it’s time for a ‘spring clean’, not only at home but in the office too.

But even just thinking about clearing out the office can be daunting, not least due to the hundreds of papers that will need sorting – documents such as invoices, receipts, credit card statements, expense forms and letters stored in cupboards, drawers, filing cabinets and off-site.

And it’s not simply a matter of throwing papers into the bin. Office staff such as those in Accounts Payable (AP) will need to take into consideration that some documents need to be stored for several years – and if your business stores a lot of paper documents, that will be a time-consuming task.

A document management solution will store all documents online, instantly accessible, and thereby remove the hassle of having to decide between the documents which need keeping and those that can be thrown away.

Below we’ve listed details of some of the solutions that can help to manage and store documents entering organisations, and that could help with your spring clean.

Document ...
... Archiving

A document archiving solution offers an easy way to store and retrieve documents, with businesses able to scan and upload both hand-written and typed documents on to the computer system. With documents immediately accessible, there’s no more time wasted in searching for documents.

Benefits of a document archiving solution include:

• No requirement to keep paper copies
• Instant access to corporate information
• Faster response to queries
• Seamless integration with back end business systems
• Print or email copy documents can be produced on demand
• Audit trails for every document
• Secure document storage meeting legal and compliance requirements.

Invoice Processing Solution

If one of your main concerns is the amount of time spent in processing invoices, then an invoice processing solution would greatly benefit your business. Invoice processing solutions reduce the time and money cost associated with manually processing paper invoices and will help to significantly reduce the cost of storing documents – no more need for off-site storage or for all those filing cabinets taking up vital office space.

In addition, staff will no longer have to spend hours of their time searching for that important document, as everything can be accessed at the click of a button. Benefits of an invoice management solution include:

• Improved supplier relationships
• Improved productivity of the AP team
• Reduced cost and less time required for solving discrepancies
• Improved level of service to internal departments
• Reduced stationery costs.

Procurement Solution

For many procurement departments the requisitioning and ordering of goods and services is a paper-intensive, inefficient and costly process. A procurement solution will help to automate and streamline this process.
Many businesses are recognising that there is a need to enhance the speed and effectiveness of their procurement process to help reduce costs.
Automating the procurement department will do just this, as well as improve control and help enforce purchasing policies.

Benefits of a procurement solution:

• Simplified purchase requests
• Improved control over the business process
• Reduced costs.

Introducing an automated solution into your organisation will help you to effectively and efficiently process any document that enters your business, which in turn will help to improve the productivity of your staff as well as saving money and time.

And make the annual office spring clean a far easier task.