Sometimes when we speak with companies about document management, we hear, “This solution would be so great … if only we had the budget for it.” There is a perception that if you want to make a digital transformation to go paperless, you have to buy the whole expensive software package with all the bells and whistles. Many people don’t realize that they can purchase a scalable solution like DocLink to start small and grow at the company’s pace.
For some companies, it’s easier to get approval on the investment if it comes in smaller pieces.
Step One: Electronic Documents
The easiest concept to explain, and perhaps the most important, is the idea of taking printed, physical documents and replacing them with electronic ones. To accomplish this, we simply need to capture an image of the document, either by scanning it or by sending it to a virtual printer, and then assign meaning to it by adding index values. By purchasing this simple document repository system, a company could save significant time and money spent on storing and searching for documents.
Step Two: Output Automation
Being able to store and view documents electronically is huge for reducing storage costs, but sending documents by mail or courier can get quite expensive, too. The Output tool will automatically distribute documents via email, fax, or print – depending on the recipient’s preference. Not having to separate, fold, apply postage, and mail all of those documents is a significant benefit, and not having to keep track of who needs which documents sent in what format is certainly helpful too.
Step Three: Workflow Automation
The next step in a paperless office environment is being able to route documents for approval. An invoice, for example, might need to go through several levels of approval before accounts payable can cut a check. Sometimes that even involves sending it to different approvers based on the amount or the vendor. With workflow automation, those documents can automatically reach the appropriate first step in the approval process once they are scanned in. Then, after reviewing, making notes, or coding, the approver can click a button to send it to the next step in the approval process. Workflow automation saves time while allowing for reporting and auditing of activity. Managing processes electronically minimizes the chances of error and gives supervisors the ability to manage to the exception rather than the rule.
To learn more about how to go paperless and streamline processes throughout your business, watch our recorded webinar “Gain control of your data: DocLink Paperless PLUS for Sage 100,” or reach out to your VBCC team to connect with a DocLink expert!
