Accounting Operations Paper-based or Paperless?

Paper-based Problems

Document Management Benefits 

Time consuming filing and retrieval for

• Invoices
• Receipts
• Checks
• Expenses

Improve control and efficiency

• Efficient scanning and indexing with document templates
• Minimize document retrieval time
• Add new clients without increasing physical storage space
• Integration with QuickBooks

Physical file costs keep growing

• Off-site storage expense and inconvenience
• Recurring monthly expense related to on-site storage
• Opportunity cost – could use file room for office space

Eliminate physical file storage space

• Immediate retrieval of information
• Reduce ongoing dependency of offsite storage
• Re-purpose file room to productive office space

Inefficient and time consuming audits

• Paper files are cumbersome while preparing for an audit
• Document retention requirements add complexity
• Lost or missing documents are very costly
• Frustrated auditors

Streamline audit services

• Rapid distribution of documents to the client or staff
• No need to carry, copy or fax documents
• Lock down files to meet compliance requirements
• Meet other industry specific requirements

Manual filing leads to accessibility issues

• Inconsistent naming and filing conventions
• Documents pulled from file system are not accessible by staff
• Documents not accessible from remote locations
• Access control limited to lock and key

Enhance operations

• Create a modern electronic business culture
• Grow with minimal staff and overhead additions
• Access documents remotely
• Instant access to customer documents greatly improves customer service

Completing tax returns are complicated by having to

• Manually organize paper documents
• Track folders
• Retrieve information
• Copy and refile all related paper-work

Improved tax return service

• Rapid access of documents reduces tax return preparation time
• Facilitates collaboration with multi-access to documents
• Dedicate more time to develop client relations
• Workflow accelerates review process

Slow AP approval process

• Early payment incentives missed
• Manual approval process with no tracking
• Notes and instructions are easily lost or written in margins

Streamlined approval and tracking processes

• Approval process automated based on your business rules
• Track and manage all documents “in-process”
• Monitor and manage process every step of the way

Shipping cost and delay between customer or branch office locations and central processing office

Reduce document shipping costs and instant availability

• Branch offices simply scan, file, and send to workflow
• Customers send and receive documents securely using SHARE portal