Business: Accounting Payable Article Category

Document Scanning Systems on the Verge of Replacing Accounts Payable Mailroom Services

One of the most essential aspects of running an Accounting Department, whether you're a Fortune 500 corporation or a one room start-up, is open lines of communication and efficiency.

The lines should be across a multitude of platforms and devices, each utilized to communicate with customers, as well as vendors. However, as the market speeds up and the face of business changes daily, some of the forms of communication become antiquated, useless, and ultimately a drain on resources rather than a viable form of business communication.

One of these archaic forms of communication is the daily clerical effort to receive vendor invoices; in paper or email format for Accounts Payable Departments.

 The ubiquitous nature of paper mail means it is going to stick around. Even the efficiency of using email to receive invoices still forces personnel to print that email into paper for approval and record keeping.

 Thus a business that wants professionalism and efficiency to rule their handling of an incoming glut of mail must take steps to hire or maintain mailroom and clerical personnel and find the space for file cabinets and boxes of files for the lifetime of Accounts Payable documents in accordance with company compliance and IRS requirements.

With the modern age, this can get complicated.

 In the current economy, businesses need to save cost wherever they can; and it is the businesses that understand this that are being rewarded for foresight.

Rather than find the space for file cabinets (which may not be an option) and incur the loaded labor cost of an employee for a system that is just slowing you down, maybe document scanning services is what will help you manage the paperwork while transitioning to the digital age of workflow automation?

Accounts Payable Mailroom services, featuring a document scanning system, tied to a workflow and Electronic Content Management System, (ECM) should be mentioned as a way of easily converting paper mail and email to a usable digital format. The mail is received by the document management company who opens, sorts, scans, keys all data that has been previously been handled by multiple staff members in your business. The result is a permanent invoice copy, which is able to be read, stored, sorted, and responded to completely electronically.

  Vendor invoices will never be lost or misplaced again.

 Invoices requiring approval will move seamlessly through the system and the very important audit trail of all activity is recorded for the Auditors. In addition, everything is archived and protected from disaster.

This provides a much better workplace, more modern, clean, and less cluttered without file cabinets and boxes of paper. Besides cutting the considerable cost of managing the paper and logistics involved, document scanning systems aid the environment considerably.

 Why waste paper when you don't have to? Avoid wasting trees on duplicates, triplicates, responding correspondence and the like, and simply steer your business further towards the paperless model that reflects simplified document management, mailroom services, and conservation of the environment.
Document scanning services frequently offer a litany of other services for comprehensive workflow automation that will see your business grow in capital and legitimacy by strides.

 Consult with a document management service today and find out what outsourcing your Accounts Payable mailroom and investing in a document scanning system can do for your business