3 reasons why you should be using invoice scanning automation

A messy pile of paper invoices on desk. We offer Invoices scanning services in London and throughout the UK. Every financial depart in London and across the UK can work more efficiently with digital invoices and securely store invoices in digital storage with us

Regardless of the industry your company operates in, whether you are in technology, marketing or music, it is likely that you will have a busy accounts payable department to ensure that all of your invoices are paid on time. What’s more, they will work hard to ensure that all necessary documents are filed correctly in order to remain compliant with HMRC guidelines. However, no matter how diligent and well trained your accounts payable staff are, it can be very difficult to keep track of and manage huge amounts of financial information, especially when it is stored in a variety of physical and digital formats.

Invoice scanning solutions, such as invoice scanning automation can revolutionise the daily process of your accounts payable department

Safely storing data in a way that is easily accessible, saving your business time and money. If you’re still not sure about what accounts payable automation is, or how it can help your company to operate, here are three reasons why you should be using invoice scanning automation.

1. Your time is saved when searching for invoice files

While many may think the process of matching up purchase orders and more is a simple task, the reality of the job is much more challenging. Even with an efficient storage system in place, searching for each particular file is difficult and time consuming. Choosing an invoice scanning service from us means that all of your files will be scanned and uploaded to your document management system using OCR technology, making every document fully text searchable. Time that was spent manually searching through virtual and physical filing systems is reduced to just a few clicks, freeing up more of your accounting staff’s working day to concentrate on other tasks.

2. Scanned invoices are HMRC compliant

HMRC states that a business must keep its records in order to create a Self-Assessment tax return. However, there is no limit to how these records can be stored, and on GOV.UK website it notes that ‘You can keep them on paper, digitally or as part of a software program’. Choosing to digitise your accounts documentation as part of an automation service can keep your business complaint.

3. Your invoice data not to be accidentally damaged or destroyed

It is important to keep a safe and secure record of your businesses accounts files, not only to keep HMRC compliant but in order to maintain an overview of the actual spending of your company. Keeping these files in a physical format runs the risk of this information being lost, damaged or destroyed. Storing them digitally via an accounts payable automation system ensures that no data is ever misplaced, ready to be used when it is needed.

These are just a few reasons why you should be considering to use invoice scanning automaton. The use of a digital invoice is becoming increasingly popular with businesses in London and throughout the UK and invoice scanning services is what we offer through our professional scanning services in London. You can get in touch with us to find out more information about our invoice scanning services.

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A Solution to Rising Office Prices in London

Office SpaceAre you struggling with shrinking office space which you are paying through the nose for? Today we have a solution which could see you free up office space without the need to relocate to bigger and more expensive premises.

According to reports, the value of office space rented by one of Britain's largest landlords rose by 18.8% last year. This news from British Land further cements the uncomfortable struggle coming for London based businesses to operate while incurring crippling prices for their premises.

While there's still a debate about whether businesses would be better off moving outside of the capital to reduce the amount of money they spend on premises, there is a better and much simpler solution.

Going Digital with Document Scanningstuffed filing cabinet

So much office space in companies across London is being consumed by cumbersome filing cabinets, folders and boxes which have become such an office staple that you might not even have noticed them overrunning your office.

It might have started out as just a few boxes of paperwork here and there but between invoices, HR files, client information and incoming mail, you've found yourself with a serious document management issue. But aside from not being able to find the documents you need, when you need them, there is another more pressing issue; the space it's wasting.

How Much Space (and Costs) Are You Wasting?

Let's say a 4 drawer filing cabinet (used in many offices as an 'easy' storage method) uses around nine square feet of space. Now take a look around your office and the rest of the offices and storerooms at your company. How many filing cabinets do you have? 10s? 100s? 1000s? Multiply that number by nine and you can see an estimate of the amount of square footage you are using just for storage.

If you know how much money you are paying out per square foot of office space you can also calculate the cost of this storage too.

Shocking, isn't it?

But did you know all of that space can be saved simply by scanning documents and adopting a digital document management system. Transferring the documents filling those filing cabinets to a more manageable system hosted on a cloud platform, using document management software or simply stored on your IT network can transform your offices and leave you wondering why you didn't make the switch sooner.

Why is Digital Document Management the Superior Choice?

  • Managing documents digitally eliminates the need to store paper copies.
  • This freed up space can be used more productively and cost effectively.
  • Digital documents are more secure as they can be protected from the loss, theft and damage issues faced by paper documents.
  • Fully indexed digital documents can be accessed, edited and shared in seconds.Digital file management
  • You will see significant improvements in office productivity and efficiency.
  • You can lower your carbon footprint and boost your green credentials by printing less and sharing documents electronically rather than photocopying them.

By switching to managing your documents digitally, you could benefit from all of the above AND still remain compliant with file retention laws. It's a win-win situation!

Let Document Scanning Services Help

A document scanning service like us here at Pearl Scan, can make the transition to digital a smooth one by scanning your documents, whether a small or large volume, in high resolution in a quick turnaround.

We have worked with a number of London based companies from a wide range of industries including the legal, healthcare, education and financial sectors. Our document scanning bureau is fully equipped with the latest scanning technology and monitored by 24 hour CCTV so your documents will be in safe hands throughout the entire process.

For more information about the wide range of scanning services we offer, why not explore our website? If you would like a member of our friendly and experienced sales team to draw up a quote for your scanning project, get in touch by email, phone or by filling in our online form.

Alternatively, if you have already decided to move out of London into cheaper premises, we can still help you by taking away the stress of a big office move. Find out how.

 

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Document Scanning by Pearl Scan


The Scan-do Peopletm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

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Five things that happen immediately after going digital

Five things that happen immediately after going digital

Going paperless using a document scanning service is one of the most progressive and beneficial steps you can take for bringing your business up to date, and there are a number of benefits that you’ll begin to notice as soon as you make the switch. If you’re a business considering document scanning in London, here are five things that happen immediately after going digital:

Your working environment will be cleaner and tidier

Imagine how much less clutter you’ll have loitering around the office without stacks of paperwork clogging up shelf and desk spaces. This will make for a more streamlined atmosphere overall, but it will also make keeping everything clean a much simpler, quicker process as you won’t need to move documents around and worry about replacing them in the same order. Bins will no longer be full of discarded notes and will need emptying less frequently.

Your energy bills will be smaller

When using document scanning, you will notice that your printers will be used less and photocopiers and fax machines become virtually redundant. Appliances such as these are a huge energy drain and, especially for SMEs, the impact of not using them could be considerable. You’ll also be reducing your carbon footprint. The average tree produces around 8,000 sheets of paper, so when you consider how much paper your business used to use, you can get an idea of how many trees you could potentially be saving with a document scanning service.

Your working day will be much faster

Paper documents are easy to mislay and misplace, and finding the right sheet can be like trying to find a needle in a haystack. After going digital you’ll eradicate all those frustrating hours spent hunting for physical copies of information, as everything will be stored safely and organised in a way that makes it simple for you to access exactly what you need.

Your workforce will be more efficient

Digitised documents can be viewed remotely and can be shared with as many people who need them at any one time. Staff won’t need to waste time scanning information to send to clients, or worse, having to post it out to them, which also runs the danger of misplacement. Digitisation makes everything happen faster.

Your auditing process will be far simpler

Even small businesses will have guidelines to follow regarding compliancy, and if you outsource your accounts you’ll also see an immediate benefit from going paperless. You can give each document relating to your invoices or bills a unique number, which creates an audit trail that is simple to keep on top of. You will also be able to keep a history of any amendments such as payments.

To enjoy these benefits yourself, learn more about the document scanning services in central London offered by the team at Pearl Scan online. 

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