Transitioning to a paperless office saves many resources like ink, envelopes, staplers, fax machines, and sheets. Paperless bookkeeping reduces the exorbitant expenses of these products. Additionally, it can free a lot of space in the office, as you would not need physical storage for digital copies of documents.
Even when going paperless with your bookkeeping, consult a Pembroke pines accounting firm, as it can make bookkeeping easier.
Crucial tips to go paperless with bookkeeping
- Saving resources by paperless bookkeeping
It also helps in saving time and energy for your employees, as tasks like printing, faxing, and mailing would be eliminated. It would allow your employees to focus on more important tasks and finish things in less time. Paperless bookkeeping is more easily accessible as you do not have to waste time on finding the required in heaps of other documents. To ensure a smooth transition, make sure to follow these tips.
- Make sure to maintain document collections.
Mark every document after scanning it. After that, place the scanned documents according to your convenience. Saving time and energy by categorizing the scanned documents will help you immensely.
- Consider offsite storage.
Copy the documents to files and transfer those documents to a storage unit offsite for a certain period. This allows the removal of the files and grants ample time to correct any arising errors during the procedure.
- Destroying and disposing of paper files.
At the end of the holding period, shred the remaining documents and adequately dispose of them to ensure the least amount of waste. Follow it up with the elimination of the store and continue as a paperless establishment.
- Introduce new protocols
Make sure to inform your employees about the change, introduce measures to eliminate paper usage, and encourage digital procedures.
- Start creating files in PDF format.
Creating files in a PDF format facilitates reviewing reports on computers as well as smartphones.
- Avoid printed documents.
Use online signatures for official documents instead of signing them on paper.
- Use cloud-based software.
Using cloud-based software facilitates efficient accounting and documentation of essential information. E-signatures are also possible in the cloud system.
- Document management system.
Maintaining a sound management system for documenting your resources and reports is essential. File backup is integral to documentation.
- Set a hierarchy of folders
This helps you find your desired file without hassle.
- Stick to one naming format.
Name your files with a similar convention to maintain order and uniformity. It also helps in saving time.