Make Green ($) by Going Green with doc-link, Document Imaging Software

Have you noticed how the Accounts Payable world is starting to move from the hard copy paper and filing cabinet model to an electronic process? It’s not just convenience; it’s a much lower cost to your company, both monetarily and environmentally. By incorporating an image-based solution to electronically capture your documents, it will pay big dividends over time. In essence, it will pay for itself.

Several areas of consumable cost will disappear overnight once you are working with the doc-link document imaging software, in addition to a measurable increase in speed of processing AP invoices. Below are highlights of how your business will benefit from using doc-link.

Let’s start with saving on the things you won’t have to pay for:

• Cost of keeping and storing paper
• Cost of filing cabinets and floor space (rent) needed to house files
• Cost of employee time to file documents one at a time
• Cost of employee to search for documents
• Lost or torn or unreadable documents
• Lost opportunity for early pay discounts

Those savings can add up and will pay for your new software, in addition to several other benefits.

SECURITY: Your business will see heightened security since you will be able to control the access of end users. Additionally, you will have full audit data on each document, allowing doc-link supervisors to see a name, time and date stamp of everyone who has ever looked, touched, moved or tried to delete a company document.

RELIABILITY AND AVAILABILITY: Your IT department backs up all your files every night. Try that with paper! With electronic documents, an easy restore will allow you to be operational in minutes. Documents take seconds to retrieve and you can print, fax or email relevant documents to your customers.

ACCESSIBILITY: Does your business have a number of offices? Do you work from home, your car or your mobile phone? Log in to a secure portal from anywhere to access invoices, checks and receivers.

AUTOMATION: doc-link can automate your entire approval process and automatically create and enter batches.

INTEGRATION: doc-link seamlessly connects with most accounting systems where you can pull up the actual document from WITHIN your system! Integration happens almost immediately with a large number of accounting systems.

The environmental benefits add up as well, including:

• Much less paper = much less need to take down trees.
• Reduced fuel costs: Avoid driving to the office to get documents when you can access them from anywhere.
• Scalability: Other departments can store and retrieve documents as well. Millions of documents can be stored on a drive with daily back up, and fewer resources are needed for multiple systems.
• Resources: No need for filing cabinets, file holders, huge drawers and desks. Even less resources needed.
• User Friendly: doc-link is configured to fit your AP environment. Everyone already knows the business process; doc-link will fit it, not change it.

So when the time comes to evaluate a solution that works with your existing accounting environment, check out BPW’s doc-link solution, and let the investment pay off for your company. Please contact me at rpreston@bpw.com should you have any additional questions about doc-link’s electronic document management solution.