Bookkeeping can be defined as recording and classification of an organization’s financial transactions in an orderly manner.
It deals with the record-keeping function to assist in the process of accounting, operations, or other business events. Bookkeeping is a fundamental key in creating the organization’s financial statements at the end of the year.
Since we understand what Bookkeeping is, let’s look at the thing involved in making a paperless. Though any small business thinks being paperless is cathartic and making the transition is not easy, but trust me, things can be done with a thoughtful, disciplined approach.
It was going to be a sweet thing once you are free of those piles of paper. Have it in mind that it is impossible to eliminate every sheet of paper from your office.
No, how, there will always be some paperwork left from clients, creditors, suppliers, and partners.
A paperless refers to a concept that involves eliminating all paper used in the home, school, or office. And paper use has so much decreased, it is still prevalent while there are not many completely paperless companies.
If you can make your Bookkeeping paperless, you can quickly improve your firm’s efficiency. As digital documents are more comfortable storing, searching, managing, and processing.
With all of these, you can let your staff spend more time working, and less time shuffling paper in the office every time. You can also make your Bookkeeping paperless by doing some scanning of your existing paperwork.
After that, you need to convert it to digital documents and file it for future purposes.
You don’t have to be confused or fear; I prepare some solid tips to help you clear that clutter! So, without wasting much time, here are the four steps to make your Bookkeeping paperless.
How to make your Bookkeeping paperless
Identify opportunities first
In this aspect, you have first to review your various businesses and consider the one that uses most papers, which can cause an issue if they help up.
In digital transformation, the best opportunities are those that use significant amounts of paper and present fewer obstacles. You can easily use paperless billing and invoicing as it is fast in setting up and eliminating frequent paper usage.
Invest in the right tools
Investing in the right tools give you a more great return in your business, and your processes won’t work without the right tools to support your staff.
Making a plan is a good idea. A practical document management system is crucial to any paperless accounting firm, and document management systems make things easy to keep documents organized by indexing files.
Then, choosing a quality scanner is another point: to take care of the existing paperwork in your office and handle the smaller amount of paper generated in the future.
Establish new processes
Note that new processes will be in order by knowing how to handle paper documents and guide paper documents from being created unnecessarily.
Try to start your plan to store your file and ways to organize them, including naming and filing conventions.
Also, to prevent your staff from creating paper documents in the future, implement processes such as e-signatures, paperless expense reporting, and paperless financial statements and reports. The more you can avoid making paper in the first place, the less you’ll have to scan later.
Update and Train Your Staff
Before anything, make sure you update your staff that there would be bookkeeping paperless in the firm, give a reason why you are doing so. Putting your team on track and investing in the change will increase the adoption rate.
The next step is to train your staff about the new processes you have established, such as document intake, naming and filing conventions, back-filing, and navigating your document management system.