As a small or growing business owner, you know the benefits of using applications such as QuickBooks for your accounting and bookkeeping needs. Perhaps it has even prompted you to research and purchase a professional document management software for your business's workflow processing, file sharing, and records retention needs. But before you make that final decision, do make sure that the system you choose allows you to use these tools in tandem instead of constantly having to toggle between one and the other.
Convenience
Unless your document management system can already be integrated seamlessly with your QuickBooks application, you really will not be operating at maximum capacity. A good document management software package should offer the capability to automatically add or find documents in the system directly from a QuickBooks menu item. Electronic documents related to QuickBooks transactions can then be retrieved instantly and emailed with a few clicks and keystrokes.
Your document management system should allow you to access your QuickBooks company data to automatically create electronic filing cabinets with drawers for each section of your QuickBooks suite.
Imagine the convenience of no more stacks of invoices, receipts, bills and other paperwork constantly cluttering your desk. Imagine the convenience of never having to locate a lost document; or of clicking on any customer, vendor or job transaction in QuickBooks and viewing the associated paperwork instantly.
Cost Savings
The cost savings of nearly eliminating paper with documents management software and QuickBooks is significant. At two cents per sheet, paper costs businesses about $200 per employee every year. Document management software also helps reduce the cost of labor by eliminating the time and manpower spent filing, retrieving, and then re-filing paper documents - four minutes per file on average. This equates to huge manpower savings every year, over $16,000 based on industry averages.
Moreover, the best document management systems will offer you the ability to add documents easily, including importing documents from not only QuickBooks, but also scanners, email, fax, Microsoft Outlook, Word, Excel, or Microsoft PowerPoint. Other added benefits include customized indexing, audit history that enables you to track access, changes, and updates to each document on file, document encryption that will provide enhanced security and compliance with such governmental requirements such as HIPAA, SEC, Sarbanes-Oxley (SOX) and FINRA, to name just a few. It will aslo provide you with an API (Application Programming Interface) tool to easily integrate your currently used systems and support authorized users who work through remote desktop connection.
Matthew A. Paulsen
Director, of Sales & Marketing
Archive Power Systems Inc.
DocuXplorer Software
http://www.docuxplorer.com/
888.246.9696
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