Managing documents is often the cause of bottlenecks within businesses, and has always been one of the most time-consuming parts of running a business. From invoices to purchase orders, delivery notes and credits, the growing number of accounting documents can make things feel overwhelming. Switching to a paperless document management system isn’t just about improving productivity in this day and age; it is becoming essential for compliance, day-to-day operations and can even help businesses become more sustainable.
Luckily for Sage 200 Standard & Professional users, there is a solution – PaperLess Document Management. In this blog, we are going to delve into the benefits of using this software, as well as looking at why so many businesses are turning to this solution.
Why Document Management is Important
Paper documents are definitely becoming a thing of the past… remember when you had to go through a full filing cabinet in order to find an old invoice? With everything uploaded onto a digital platform, there is a huge time saving, and business processes are an awful lot smoother. No more authorisations being delayed due to missing documents, and no more manual scanning and emailing of documents between departments.
It is worth noting that with Making Tax Digital requirements (MTD) in force for VAT returns, maintaining accurate digital records isn’t just a nicety anymore, it is expected for compliance purposes. For Sage 200 users, improved document handling is now just one of the stages of building a modern finance system.
How Sage 200 Supports Paperless Working
Sage 200 is built with digital workflows in mind, and already provides the following solutions for businesses:
- Electronic document storage
- Digital audit trails
- Automated posting
- Smart search for financial documents
- Secure user permissions
Sage 200 isn’t quite a full document management system on its own though, which is where Sage 200 add-ons come in. PaperLess Document Management for Sage allows an unlimited number of documents and unlimited companies in Sage, allowing businesses to grow easily without increasing costs.
PaperLess is built specifically for Sage environments, meaning that it integrates seamlessly and documents flow straight into Sage 200. The software is designed not only to cut processing times, but also to reduce errors and provide full visibility over every document. It extends Sage 200’s capabilities significantly, offering the following benefits:
- Automatic document capture & Optical Character Recognition (OCR) technology for purchase invoices, delivery notes and receipts.
- Smart matching of invoices to purchase orders and GRNs.
- Digital approval workflows that route documents to the right person based on rules.
- Secure cloud or on-premise storage with full audit trails.
- Instant retrieval of documents directly from Sage 200 transactions.
- Version control and document histories for compliance.
- Easy access for remote or hybrid teams.
As it is built specifically for Sage 200, PaperLess removes the barriers that businesses often face when moving away from paper documents. Everything is centralised, traceable and compliant with MTD.
How PaperLess Improves Collaboration & Control
PaperLess also transforms how teams work together when it comes to financial documents. With a digital, rule-based workflow, it has never been easier to take care of approvals. No more physical signing off of invoices or passing paper between departments. Every action is recorded, so managers have complete visibility over where each document is within the process and who is responsible for the next step.
For remote and hybrid teams, PaperLess is a game-changer. Staff can approve invoices, review documents and check paperwork from anywhere with their own login. With the ability to provide users with different levels of access, there is no more waiting for the finance team to come back from holiday – paperwork can be approved at the touch of a button. One of the best features of PaperLess is the fact that it keeps every version, comment and approval linked directly to the Sage 200 transaction. With a full audit trail, it is far easier to maintain control and stay compliant with PaperLess.
If you are looking to get the most out of Sage 200, Reality Solutions can help choose the best add-ons like PaperLess to help streamline your financial processes. Contact us today to see how we can guide you through installing a fully paperless setup.
*This article contains general information in order to assist all of our customers and is meant for guidance only – there are no guarantees that the information we provide will be suitable for your particular needs. If you require specific assistance, we recommend that you seek professional guidance on your individual circumstances. Reality Solutions are in no way responsible for any loss or damage arising from any information contained within our articles.
