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Going paperless: optimize your purchase invoice processing!

Paperless working is the aim of many companies. In the context of efficiency, but also with a view to Corporate Social Responsibility (CSR). What exactly are the advantages of paperless working when it comes to purchase invoice processing? And what concrete steps can you take to achieve a paperless office? We discuss it in this blog.

What are the benefits of a paperless office?

Why go paperless in the first place? There are still companies wondering this. After all, fully digitizing your accounting can be quite a step. Moreover, you are investing time and money in this. Is this worth it? Absolutely. In fact, if you want to contribute to a better world and work as efficiently as possible, it is a must today. Why? We list the benefits for you!

  • You are contributing to a better society.

    Scientists and citizens alike are increasingly concerned about the future of the planet. Environmental awareness is no longer hype, but a necessity. Consequently, many companies are joining the trend of going paperless as part of Corporate Social Responsibility.

  • Monotonous, repetitive work is a thing of the past.

    Re-typing data is a tedious, time-consuming task. When you digitize the purchase invoice processing process, you no longer have to do this. Working paperless therefore allows you, as an employee in finance, to devote yourself to tasks that add more value to the organization.

  • Invoices never get lost.

    Eliminate paper from the purchase invoice processing process by fully digitizing it, and you get clear, reliable records. At the touch of a button, for example, you can see where an invoice is at any time.

  • The approval process is much faster and more efficient.

    With workflow software you ensure that invoices automatically pass all approvers. The system sends reminders at fixed times (you can decide which ones). This speeds up the approval process considerably. No piece of paper is involved and – more importantly – you don’t have to worry about it.

  • You can find archived purchase invoices in no time.

    Forget cabinets full of bulging invoice folders. Those who work paperless can easily look up an already processed invoice in the digital archive.

Working paperless: 3 tips

Have you decided to automate your purchase invoice processing process so that paperless working becomes a reality in your office as well? Then it is important to determine the right approach. If you make well-considered decisions in the beginning, you will make a good start with digital administration. We would like to help you on your way with 3 practical tips!

  1. Choose smart OCR software and a user-friendly system

    If you switch to digital invoice processing, you don’t want to have to worry about it. This is possible, provided you go for smart OCR software (Curious about how this works? Read our blog ‘What is OCR‘.) In addition, it is important to take into account the virtual threshold that you and/or your colleagues have to cross. Working paperless means letting go of the power of habit and that is not always easy. To ease the transition, it’s best to choose a user-friendly digital system. If everyone can learn to work with it quickly, the advantages will soon become clear. This will eliminate any reluctance in no time!

  2. Ask your suppliers to submit invoices digitally

    Working paperless is not something you can achieve alone. Sending invoices digitally is increasingly becoming the norm, but there are still suppliers who deliver their invoices on paper. If you want to completely digitize your procurement invoice processing, this sometimes requires a bit of ‘education’. Communicate to your suppliers that from now on you will only accept invoices delivered by mail. Of course, you then have to deal with a new challenge: a flood of e-mail messages that you have to presort and process. But you can automate this part of digital invoice processing with a handy tool, such as the SMART E-mail-handler.

  3. Think about the layout of your digital archive

    Although more and more organizations are switching to digital booking of purchase invoices, the archiving process is often still paper-based. This is because there are many questions surrounding the creation of a digital archive. Is this actually allowed? And if so, where do you start? If you want to tackle paperless really well, find out what is involved in a digital archive. Storing invoices digitally is allowed, provided you meet all legal requirements. It is definitely worthwhile to find out how to go about this. Both the environment and your organization will benefit!

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Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.

Schedule your demo

With a (web) demo, you can quickly and easily see what benefits our solution brings you.

This field is for validation purposes and should be left unchanged.