Improving administrative processes: 3 tips, 5 benefits

Do you want to improve your administrative processes, but does this seem like a big job to you? It doesn’t have to be difficult. And it is definitely worth the effort. But why? We will tell you in this blog. Take advantage of our 3 tips for automating document processing and read which 5 benefits you will enjoy by improving your administrative processes.

What does document processing look like? Manual versus scan and recognize

If you still work in a traditional way, then processing an incoming document will take you quite a bit of time. By way of example, let’s look at purchase invoices. These usually come in via mail and post (today, by the way, organizations receive fewer and fewer paper invoices). But sometimes you need to download an invoice in a supplier’s portal. After you have done the necessary printing work (if any), you need to enter the invoice. You enter all data manually: from invoice number and date to amounts and description. Then you give the invoice on paper a book entry number, so that it always matches the number in your accounting program. This makes it easier to retrieve the invoice later. When a colleague has approved the physical invoice, you have to manually release it for payment and archive it. In short, a lot of actions to process 1 invoice. And we are talking about repetitive, not very challenging tasks. It can all be done a lot more efficiently. If you want to improve your administrative processes, it is smart to use a good automation solution. If you use scanning and recognition software, the process will improve significantly. Paper invoices just need to be scanned. Invoices received by mail are dragged into your OCR software (or you can leave the sorting and editing to a smart tool). Then the system automatically recognizes the invoices, which means that all data is entered. All you have to do is check them. If you work with good workflow software, you can automatically route the invoice for approval, after which it is automatically released for payment. Improving administrative processes could hardly be easier!

Getting started improving administrative processes: 3 tips

1. Choose smart OCR software

An OCR system recognizes elements such as invoice number, VAT amount and creditor and converts them into a reliable posting proposal. A smart OCR solution, however, goes a step further. It actively detects errors on invoices and is self-learning, which means it will only get even smarter over time. Digital invoice processing is becoming increasingly efficient and faster.

2. Work with good, easy-to-use workflow software

A digital workflow system ensures that invoices go past the right people for approval – all via the digital route. The moment a document is ready for approval, your colleagues receive a notification. They can view and approve the document via desktop, laptop, tablet or phone. If you need to refer to a document afterwards, you can retrieve it directly from your personal history (an overview of all invoices you have approved). In summary, if you want to improve your administrative processes, you can achieve a huge efficiency gain with workflow software.

3. Partner with a reliable supplier

If you want to deploy OCR software and/or a digital workflow, you are making a long-term investment. With that in mind, it is crucial that you choose a vendor that is a good fit for you. A party that is at home in your jargon and has a similar corporate culture. Also look at how many clients the vendor has and how long the company has been around. And don’t hesitate to ask for references. A vendor can tell you all sorts of things about themselves, but of course you want to know more about practical experiences. So read customer cases or arrange a customer visit with a referent. In addition, find out if the vendor develops its own software. This offers many opportunities!

The ‘why’: take advantage of 5 benefits

It takes quite a bit of figuring out: improving administrative processes. But once you’ve made your choice, you reap significant benefits. Wondering which ones? We list the 5 most important ones for you:

More time for challenging work Do you find retyping document data a boring, repetitive task? If you choose an automation solution, you won’t have to deal with this anymore. You work much more efficiently and you can focus on tasks that make you much happier.
Book faster If you work with OCR software and/or a digital workflow, all you have to do is check data. Re-typing is a thing of the past. As a result, you can book an invoice much faster.
Less susceptibility to error If you are going to improve your administrative processes, it means eliminating human error. Since overtyping is no longer necessary, you can’t accidentally invert figures, for example. The document data is automatically recognized and filled in!
Pdf version viewable anytime, anywhere When you file a processed document in a physical folder, you always have to walk to the file cabinet to retrieve it. A time-consuming process that can also sometimes cause logistical problems, for example if you are on the road or working from home. With a digital archive however, the PDF version of the document is always and everywhere accessible.
Never lose invoices again If you work with workflow software, you approve documents digitally. This not only means that you work faster and more efficiently; it is also impossible to lose a document, since you don’t physically send it around. So it can never again get snowed under on a colleague’s crowded desk!

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Improving administrative processes: need help?

Would you like to further explore the 3 tips in this blog and take advantage of the benefits mentioned? In other words, do you want to improve your administrative processes? Feel free to contact us. We are happy to discuss the possibilities with you.

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