Organizing financial records: the best tools for businesses listed

1. Switch quickly with Slack

You have to switch with your colleagues about all sorts of things. Think about the details on an invoice (such as a purchased item), expenses your company has incurred, or questions from customers and suppliers. You need to be able to communicate about such items quickly and easily. Slack is a communication platform often used for these types of business purposes. You collaborate and consult with your colleagues in one space. In addition, you can easily chat, organize (video) calls and share files.

Benefits:

• No more running from desk to desk or sending endless emails to ask colleagues questions. So as working from home becomes more and more commonplace, Slack definitely offers a solution!
• You can give external parties limited access to Slack so you can work together on a project.
• Slack easily integrates with an awful lot of other apps, such as Dropbox and Google Drive.

2. Lastpass for your password management

You know you should create unique passwords for all your accounts. Yet you don’t always do this. These days you can’t see the forest for the trees. Or you have unique passwords, but you keep forgetting them. Handy is different. The solution: Lastpass. With this tool you can easily manage all the passwords you have ever created.

Benefits:

• No more keeping passwords on notepads that you then lose.
• Highly secure passwords: you can create a unique, hard-to-guess password for each of your company’s accounts.
• You run less risk because all usernames, passwords and notes are safely stored in Lastpass’s vault.
• You no longer have to create new passwords every time because you forgot the old ones. After all, Lastpass can keep track of them all for you!

3. Process incoming invoices automatically with the SMART Email handler

A bulging invoice mailbox can cause you a lot of work. Especially after a weekend or a vacation, you often spend hours sorting and editing received invoices. Actually, you’d rather free up more time for more important things. With the SMART Email handler you realize this goal!

Benefits:

• Save time: the tool sorts and edits all incoming messages in the mailbox you created specifically for invoices.
• Purchase invoices are instantly prepared for reading into your OCR or workflow solution. Payment reminders and other messages that need extra attention are sorted into a separate folder.
• The SMART E-mail handler connects to any ERP package.
• The SMART E-mail handler connects to any ERP package.
• You work optimally as the system is automatically trained based on your decisions as well as those of the user community.
• The tool works in your familiar Outlook environment.
• You can configure and use the SMART E-mail handler very easily.

4. Get your financial records in order with a reliable ERP package

In fact, no company can do without a good ERP solution. In it you can, among other things, integrate and manage your administrative processes. A number of reliable ERP systems can be found here. Of course, there are other good ERP packages. But we can vouch for these suppliers because we have solid partnerships with them.

Benefits:

• Work more efficiently and consistently, saving costs.
• All information, such as your company’s income and expenses, in one central overview.
• Better understanding of your processes.
• Digital overview of your entire accounting system.

5. Overview of documents and appointments in Microsoft Teams

Sending documents back and forth endlessly comes with quite a few drawbacks, especially if you are working on this with a group of people. At some point, for example, you no longer know whether everyone has the correct version. And when everyone works with separate calendars, it is sometimes difficult to schedule an appointment. How do you solve these problems? With Microsoft Teams, you kill two birds with one stone. With it, you can save and edit files. It also allows you to manage your calendar within the archive software.

Benefits:

• All tools are available in the cloud, so you can access them anytime, anywhere.
• You can create documents online and share them with others so you can work on them simultaneously.
• Keep documents in one view so you can always find them easily.
• Calendar management is done in the cloud. As a result, you can easily shoot in all the appointments you make over the mail.

6. Process incoming documents digitally with Whitevision

In financial accounting, you get to process a huge amount of documentation every week. If you want to keep the accounts in order, you have to do it in a structured way. Manually retyping, approving and archiving all received documents is quite an undertaking. Whitevision offers an automation solution that lets you process incoming documents from start to finish. Smart OCR software and a convenient workflow take a lot of work off your hands.

Benefits:

• Monotonous, repetitive overtyping work is a thing of the past. The software recognizes invoice data and prepares the entry for you. All you have to do is check it.
• You have the time and peace of mind to take on tasks that are more challenging.
• Information regarding expenses and income is always up-to-date through timely processing. As a result, you maintain an overview and can make timely adjustments based on figures (rather than on feelings).
• The workflow provides insight into the status of an invoice and ensures a smooth approval process. This allows you to pay invoices on time.
• If you currently keep paper invoices in a filing cabinet, you will be happy with the digital archive. With it, you’ll comply with the 7-year retention requirement. (Just make sure you have organized everything properly. This blog will help you on your way: ‘Can you keep invoices digitally?)
• Your tidy workspace allows you to work paperless!