Why are Thousands of Sage Users Going PaperLess?
People, especially businesses have been relying heavily on paper document management- whether it be for invoices, record keeping, account management etc. There are, however many disadvantages to this system which is prone to errors and time consuming making it difficult for Finance Departments to deal with the increasing number of documents received on a daily basis.
The fact is that many Finance Professional used to shake their heads thinking that there is no way that their business which is fair considering that we have all grown up to depend on paper, but the truth is that it is 2019 and now everyone is starting to depend on technology. Thousands of Sage users across UK and Ireland have realised this and decided to Go PaperLess and are currently processing documents and invoices in an automatic manner with the Sage Authorised Document Management Software created by Sage Platinum Developer Partner, PaperLess Europe.
What Finance Professionals using Sage found out is that with PaperLess Document Management Software Going PaperLess is in fact quite easy… With a built-in OCR software for Sage, Sage users have realised that they can now go PaperLess and at the same time benefit from automatic data capture, online document approval and look-up of documents directly from Sage making invoice processing and invoice approval routines much faster and easier than ever before.
PaperLess provides a very clever front-end to Sage, allowing scanned documents (such as invoices) to be ‘recognised’, checked and then posted straight onto Sage. The productivity gains are simply huge. Minimise keying of invoice information, avoid mistakes and dramatically speed-up the process of inputting purchase, sales and other documents straight into Sage 50cloud, Sage 200cloud, Sage 200 Standard Online and Sage 200 Extra Online.
- Automatic Data Capture with PaperLess OCR Software
- Automatic Approval Workflows
- Automatic Matching and Closing of Purchase Orders
- Automatic storage of documents with direct link to Sage
- Look-up of documents directly from within Sage
- Full Document Management automation with PaperLess Company Inbox
Though there are many uses of Paperless Document Management, let’s focus on PaperLess accounting software and why are Finance Departments from companies across UK making the move to go PaperLess.
PaperLess Document Management Software is made possible with Optical Character Recognition (OCR) software
Without OCR software, the transition from paper to PaperLess document management will be a lot more time-consuming and tedious than it is now. OCR software enables the translation of all types of documents like images of typewritten or printed text into electronically readable files, so offices can easily convert their existing paper documents to electronic files.
PaperLess Document Management software has a built-in Online Invoice Approval System
Another revolutionary time-consuming system that arrived with PaperLess accounting software is invoice approval workflow. Tracking all the invoices electronically, the invoice approval workflow permits you to manage all the bill payment processes, enforce and streamline approvals for every bill and invoice received. Plus, there's the bonus of remote accessibility- with the correct authorization you can access the invoice approval workflow from any computer, anywhere.
PaperLess Document Management includes Automatic Matching and Closing of Purchase Orders in Sage
The seamless integration between PaperLess Document Management and Sage allows Sage users to automatically match and close of Purchase Orders, making much faster and accurate to process all invoices received, including the ones that have a Purchase Order to which they need to match in order to be posted onto Sage. When the OCR detects that there is a Purchase Order number on the invoice, PaperLess will check in Sage if there is a Purchase Order for that supplier invoice that matches the Purchase Order number on the invoice and, if it does, PaperLess will then automatically check if the amount on the invoice matches the amount on the Purchase Order. If yes, once the invoice is posted it will automatically close that Purchase Order in Sage.
PaperLess Document Management software can increase your company’s productivity
Many companies, especially those with multiple clients, can identify with the pain of archiving clients’ files and documents. Listing and depositing hundreds of files from different accounts can become quite messy which requires manpower. Not to mention the difficulty of fetching existing data when required. PaperLess account management efficiently stores client documents electronically through the touch of some buttons, reducing the pain and manpower required and thus increasing productivity.
PaperLess Document Management Software software improves document security
The PaperLess account management software has the advantage of being more secure and reliable than conventional paper methods because of encryption.
PaperLess Document Management Software does not require extra space
With PaperLess account management your company can store information from an infinite number of accounts in the space of a computer and desk. And the retrieval of data can be performed within a couple of clicks. Compare this to traditional paper methods which require physical storage (often outsourced), which incurs an extra cost and also the inconvenience of manually sorting through documents to perform a document search.
PaperLess Document Management Software is environmentally friendly
Last, but not least, going paperless is a tree friendly solution because it does not rely on the cutting down of trees, like paper methods do.
Now we know the benefits of going PaperLess, especially with PaperLess accounting software, ask now for a FREE PaperLess Demo and discover how we can help you to differentiate your company and acquire competitive advantages.
How are Sage users increasing invoice processing speeds by Going PaperLess?
Well, the first thing you need to do if you want to speed-up invoice processing routines is to look for a Document Management solution with an OCR softwarethat integrates with your accounting software. This is the only way for you to get all data automatically extracted from the invoices and cross referenced with the settings you have defined for each one of your suppliers in your accounting package which is precisely what PaperLess does.
PaperLess document management software uses two layers of sophisticated OCR (Optical Character Recognition) technology to recognise the information on your invoices. With Automatic Invoice Recognition, PaperLess document imaging system extracts the relevant data from the invoices quickly so that organisations can save time and reduce manual data entry.
But what is an OCR Software?
OCR stands for Optical Character Recognition technology which is becoming part of the daily routines of any finance professional dealing with a large number of documents. Usually companies using this type of technology are the ones who focus on increasing productivity margins in order to gain competitive advantages.
What to do with all the data extracted from the documents?
Well that is where things get more complicated, if the OCR engine you are using only extract the data and does not integrate with the software you are using for your accounts, you end up having to copy and paste it into the fields where you want to have that data placed. That is why integration with your accounting software is key to ensure that you fully exploit all the potential your OCR engine has to offer.
Why to choose a Sage Authorise Solution created by a Sage Platinum Developer Partner?
Well, simply because only a Sage Authorised software created by Sage Platinum Developer Partner, can give Sage users the certainty that the software they are implementing works together with their Sage accounting package in a seamless manner. When dealing and manage large volumes of accounting what you need is a software that saves you time and work something that can only be achieved by implementing a solution that works together and boosts the potential of the accounting software you currently use.
The fact is that PaperLess Europe, is allowing thousands of Sage users to automate invoice scanning and processing routines because of the seamless integration between PaperLess and Sage. With PaperLess when data is extracted from the invoices it can be instantly posted to Sage and documents get automatically linked to Sage transaction lines, something that only a Partner like PaperLess Europe can offer.
The integration between PaperLess and Sage even makes it possible to automatically checks for duplicate transactions when running invoice recognition for better document management. After the invoice recognition extracts the relevant data from invoices to PaperLess, users can edit accounting information and send accounting transactions to other team members for approval.
By bringing together Automatic Invoice Recognition, Online Invoice Approval, Automatic Matching and Closing of Purchase Orders and Full Automation of Emailed Invoices, PaperLess Document Management software has become the preferred choice for Sage 50cloud, Sage 200clund, Sage 200 Standard Online and Sage 200 Extra Online users.
What are Sage users saying about PaperLess Document Management for Sage?
Paul Adams, from JACOB
“The approvers in our business enjoy the ease of use of the system as well as having instant online access to all invoices relevant to them. The approval process for approvers is simply a click of a mouse!”
Alan Lynch, Fitzgeralds Woodlands House Hotel Financial Controller
UKFast Finance Director, Joseph Ryland