Business Challenge – Reducing Paperwork for Accounting
DePaul is a non-profit organization that works with the elderly and other patients with various developmental disabilities. Working with such a large number of people required a lot of paperwork processing every day. This was challenging for the accounting team to keep up with such high demand. Keeping up with all of this paperwork on a long-term basis wasn’t a sustainable practice for DePaul.
A top priority was to find ways to go digital and eliminate the need to manually process paperwork. Finding a paperless solution was also critical in reducing the workload and making everyone’s job more manageable. By implementing a new software solution, DePaul would improve their employee efficiency. It would also allow them to focus on more important tasks.
Additionally, it would be an eco-friendly solution to significantly reduce the amount of paper usage. By processing documents electronically, it reduces the company’s natural resource usage, which also saves them a lot of expenses over an extended period of time.
With an electronic process, they can also save on costs by eliminating purchases such as new file cabinets, boxes, or labels for the manual paperwork. Gaining additional storage space makes it easier to work in the office without feeling crowded. Going paperless also eliminates the need to hire additional employees. Again, this results in significant cost savings.
DePaul’s goal was to find the right software solution that would best meet their needs. For a smoother transition, it was important for them to implement a user-friendly system. Not only would going paperless benefit everyone in the office, but it would also become easier to reach their organizational goals.
Software Solution – PaperSave for Accounting Operations
DePaul decided to partner with PaperSave to streamline its accounting operations. PaperSave makes it possible to capture documents electronically and streamline operations. With PaperSave, it’s easy to capture various documents. For example, this includes emails, invoices, faxes, and packing slips. Now they can upload all of these documents onto the cloud without manual processing.
Using PaperSave makes it possible to index items automatically. This allows employees to quickly search for documents and retrieve them without going through piles of paperwork. Security controls are also available. Each modification of a document shows the user while also labeling the date and time of the change.
However, employees had a few concerns about using this technology. Often times, making any significant changes in the workplace has initial resistance. Fortunately, PaperSave was simple to use. It didn’t require a considerable learning curve. The team at PaperSave was helpful throughout the entire process, as they promptly responded to emails and returned phone calls.
Implementing PaperSave allowed employees to work more efficiently. For example, most invoices arrive by mail, and they are often already approved by the website. Each employee downloads an electronic file, processes the payment, and uses the ScanFirst feature on PaperSave before entering it into Microsoft Dynamics GP while editing any of the details.
The process is relatively simple for anyone to learn, as it dramatically changed the entire processing system at DePaul. Making these significant changes were well worth the effort in saving employees a lot of time and energy. Now everything can easily be uploaded onto the cloud without the time-consuming task of manually processing and storing paperwork in the office.
Final Results
One of the main benefits of using PaperSave is that staff members at DePaul can now save a day and a half worth of work previously spent on filing paperwork. Filing cabinets are no longer needed in the office, which saves a lot of space.
Besides saving a lot of time, DePaul is also experiencing financial benefits by partnering with PaperSave. Money is no longer being spent on buying files, boxes, labels, or archiving, as these costs can rapidly add up over time. DePaul also doesn’t need to hire additional employees to handle an endless amount of paperwork.
Vendors have noticed an improvement in customer service at DePaul. For instance, they can now respond much quicker to any questions without spending a lot of extra time trying to sort through a mountain of paperwork.
The level of attention from the representatives at PaperSave has also made everyone’s responsibilities much more effortless. If any staff members at DePaul encounter any technical issues, they respond to emails fast and offer immediate assistance via the phone.
The accountants receivable department and sales staff members at DePaul will most likely begin to use PaperSave in the near future. Using PaperSave enables DePaul’s accounting team to operate much more efficiently. Ultimately, this saves everyone a lot of time and money.
Main Benefits of Using PaperSave
- Filing happens more quickly with fewer mistakes
- The amount of paper waste is significantly reduced
- DePaul saved a substantial amount of money by not hiring additional employees
- The office has more space due to the removal of large file cabinets
All of these different benefits highlight the importance of DePaul’s accounting department switching to PaperSave. Using this software also positively impacted their vendors by enabling their company to operate more efficiently. The future at DePaul is now looking much brighter due to their partnership with PaperSave.
