Category: Organisation

Document management that transforms paper into networked content

Businesses are like machines: they have mechanisms, input and output, and a function. Certain businesses may also be compared with domestic appliances: as long as they serve us we are satisfied, looking to fix them only when we notice something wrong. But the forward-thinking entrepreneur will act before problems occur or the system begins to buckle, because there is far more at stake when a business stops working than when your hoover gives up. A malfunctioning business cannot simply be disposed of and replaced. It is advisable then to extend the potential of an existing system before what works at a reasonable rate starts to fail. It always pays to be one step ahead of the game when you’re in business, and this includes looking after your document management, document processing and invoice processing.

The latter is particularly important if your business outsources much of its work. A mobile team of employees will be faithful to a client that respects its worth but as soon as things look shaky they may seek work elsewhere. This is because freelance work is unpredictable and the self-employed need a constant flow of tasks. One easy way to keep your mobile employees happy consists of paying them in a timely manner. Once they have billed you, invoice processing should be speedy and certainly within the time frame you agreed. Allowing your freelancers to email their invoices and paying them by direct online transfer will save time, money and a whole host of complications.

Similar principles can be applied to the work that your team submits: rather than allowing a messy flow of print-outs and handwritten material to come in, you should consider the advantages of electronic document processing. Deadlines are often adhered to much more strictly when document management occurs on a shared network or online: everyone knows that their progress is easily traced and that things seldom get lost if they’ve been properly backed up.

Altogether, your business will function like a well-oiled machine if you pay attention to your workers, their payments and the overall workflow affecting the company’s output. Efficient invoice processing solutions not only increase employee satisfaction, they also prevent against fraud. Streamlined document processing can entail working collaboratively; relieving pressure on the individual faced with an otherwise insurmountable number of tasks. Indeed, document management should not be top-down in this day and age but rather networked, creative and conducive to business growth.

Please visit http://www.bottomline.co.uk/ for further information about this topic.

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Document management makes life simpler

Often in business it can feel like you are swamped with document management paperwork. It can get to the stage where it seems as though paperwork is the main activity of the company, rather than playing a supporting role to the business’s main lines of operation. Of course, many people have got so used to this that they maybe do not even see the need to revolutionise their document processing. This can be the outcome of having fallen into a comfort zone, or, perhaps, having a tendency to want to oversee everything; ultimately a tendency to micro manage, which can end up holding your firm back and result in a reduced level of competiveness. But, invoice processing and similar operations can be revolutionised, making your company more dynamic, efficient and competitive.

With automated document managing, costs are reduced in the first place by the simple matter of reduced stationary costs. And this sort of cost, in companies beyond a certain size, can add up significantly over the course of, say, a year. But this is only the beginning of the implications that revolutionised document processing can have for the success of your company.

Reduced paperwork means not only less paper related costs, but lower costs in terms of the working hours of your staff. At the end of the day, if there is paper to be filled in, somebody naturally has to fill it in, and this takes time. As the famous saying goes, time is money. It is true, as well, in the sense that the time your staff spend on processing this paperwork could be spent on more productive activities, thus increasing the productivity of your company. But, as we all know, the paperwork needs to be done come rain or shine, so until your company adopts an automated system for invoice processing, the time of your employees will always be eaten up by these demands.

Another way in which automated document management can benefit your business is by improving your relations with both clients and suppliers, and ultimately boosting you company’s image as an efficient and dynamic force. It may be difficult to see how automated document processing can achieve this. Human paperwork, let’s be honest, is slow when compared to that of a computer. When computer software is assigned to, say, invoice processing, invoices are then processed in an instant, and this, from the point of view of a client or of a supplier, is impressive.

Please visit http://www.bottomline.co.uk/ for further information about this topic.

http://www.bottomline.co.uk/

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