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Paperless working papers

how to?

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we've been 'less' paper for a number of years now, all post is scanned when received and we only keep current year and prior year working papers in paper format, with earlier years being scanned in

I'd like to go the whole hog and be totally papless for all working papers and erradicate filing cabinets from the office, but I'm not really sure of the best way to do this?

we use excel to generate working papers files and keep copies of key documents such as bank statements, asset purchase invoices, debtors / creditors listing etc on file

we also use VT for accounts production

I'd be interested to hear what other firms are doing and what the best options are, ideally I'd like to keep things as simple as possible to have a smooth change over

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By zebaa
17th Oct 2020 11:29

It seems to me you are using the computer to do the work, but then printing out and keeping that paper in file cabinets. If so, I have to ask... why? Try to use electronic communication more. Less postage. Think about Zoom or Zoom like programs to keep in touch. A couple of weeks ago I was talking to an IFA with three employees. All now computer based and working from their homes, so no office costs. No paper disposal cost. No paper off site storage cost.

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By Andy556
17th Oct 2020 11:43

Get the key documents by PDF by either downloads or scans and insert them into the excel document.
No need for printing anything.

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Replying to Andy556:
ALISK
By atleastisoundknowledgable...
17th Oct 2020 22:57

Andy556 wrote:

Get the key documents by PDF by either downloads or scans and insert them into the excel document.
No need for printing anything.

This is exactly what we do.

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By williams lester accountants
17th Oct 2020 12:33

No need to print any working papers out, scan all supporting docs and keep in a cloud based solution.

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By New To Accountancy
18th Oct 2020 12:56

I scan everything into cloud and only really print letters to send to HMRC. I have a 'shred box' for post received but I leave things in there for about 2 weeks before shredding as I've shredded stuff I've forgotten to scan in the past.
Sounds like you've got the foundation already sorted, just make sure storing works from all devices (hence cloud being key), otherwise you end up having so many filing places depending on what device you're on and you end up not having a clue where something is filed.

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