Simple steps to make your accounting paperless
When switching to digital accounting, it is very important to have a solid project manager who will lead the transition to paperless and deal with challenges on an ongoing basis. For example, tunes colleagues to the change and consistently explains 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
An example of such software is Directo. When archiving in the accounting software, it is important that the archive documents must be easily accessible and so that the document also later complies with the accounting law, i.e. the record number must be attached. If a decision has been made that the company wants to switch to digital accounting, then a specific date must also be set, from which point all documents will be found only digitally. This way, there is no confusion and it encourages you to be ready for the change. If you still need paper invoices, they must be scanned. Grow partner Anna-Liisa Orglaan writes more about paperless accounting
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