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How to share and store documents securely

9th Oct 2019
Brought to you by
Zoho Books
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Looking for your clients’ documents in an endless email chain doesn’t make you very productive. A document management system can help you share and store documents securely and even automate your data input processes. 

Sifting through hundreds (if not thousands) of emails, replying to them and organising them takes a lot of time that you could be spending on more important things.

But it doesn’t have to be like that. 

Zoho Books goes beyond accounting software by offering document storage, an in-built document management system. But what does this mean for you?

Sharing documents

With Zoho Books, you can use the document storage system to communicate and exchange documents with your clients more effectively.

Your clients can configure their mailbox to auto-forward the receipts to Zoho Books using a designated email ID or, if they prefer, they can upload receipts to cloud storage platforms like Google Drive, Zoho Docs, Box, DropBox, OneDrive and Evernote. They can even drag and drop single or multiple files from their computer.

You can then organise receipts into folders for future reference. Everything is stored in the same place so you don’t have to look for a document in one of your clients emails. And all the receipts can also be attached to transactions for the auditor's reference.

Automation

One of the best features of the Zoho Books document management functionality is the auto-scan. By enabling the auto-scan option, your clients can also scan the receipts, which will then automatically get pushed into Zoho Books. This means Zoho Books does most of the work in the background, processing the documents that your clients send so that you don’t need to worry about it. The documents can also be sorted into your preferred folders.

As the documents get auto-scanned, you will be able to see their status (scan in progress, processed if the data is captured successfully or unreadable if the scan has failed).

This makes it easier for your clients, who can send you documents directly to the accounting software. And easier for you because you don’t need to chase as much and process as many documents.

And when a document is processed and added to a transaction in Zoho Books, it will be automatically cleared from the Inbox to keep it clear and organised.

Security and GDPR

Accountants and clients exchange many documents every day, most of them full of sensitive information that should be kept safe and secure. Email is not the best way of sending personal information and data about a business, with cyber attackers targeting both personal and corporate inboxes all the time.

To increase your security and keep you GDPR compliant, the document management system in Zoho Books includes folder level permission. You can grant access to any trusted individuals and assigning different levels of permissions to allow others to view, upload or delete document or manage folders. 

Find out more about document management in Zoho Books and how it can help you streamline your client communication.