Simple steps to make your accounting paperless
When transitioning to digital accounting, it is very important to have a solid project manager who can lead the paperless transition and deal with the challenges on an ongoing basis. For example, they can prepare colleagues for the change and consistently explain its benefits.
Before starting, solutions should be found:
- how to digitize paper documents;
- find a suitable confirmation or processing platform;
- Find and choose the most suitable digital archive for the company, for this there are various service providers (e.g. Omniva, Telema eFolw, Fitek) or on your own server. It is important that the solution is secure and secure copies are made of it.
It should be emphasized that Dropbox and Google Drive are not suitable for a digital archive of accounting.
This is because it is very easy to delete data from them without leaving a trace. With a digital archive, the structure of the archive must also be thought through so that data can be found as quickly as possible. For this, it is necessary to decide which notes should be attached to each document in order to find it as quickly as possible and how to delete documents that no longer need to be archived.
Some accounting software allows you to archive and resolve the procedure in the accounting software itself
One such software is Directo. When archiving in business software, it is important that the archived documents are easily accessible and that the document also complies with the Accounting Act later, i.e. the record number must be attached.
Once a decision has been made that the company wants to go digital accounting After that, you should also set a specific date from which all documents will only be available digitally. This way, there will be no confusion and it will encourage you to be prepared for the change. If you still receive paper invoices, they should be scanned.
Grow partner Anna-Liisa Orglaan writes more about paperless accounting raha.geniuses.ee
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