One of the important aspects of owning and running a business is to become as efficient as possible. Cutting costs and saving time to get the most out of your money has become a necessity in order to keep up with the competition. Many businesses are still using paper on a day to day basis rather than opting for a more streamlined workflow that can come from using modern technology and software.
The benefits of going paperless extend far beyond just financial implications. You can significantly improve the way information is exchanged within your business by moving to a paperless solution. Here are some reasons how going paperless will benefit your business both in the short and long run.
We do not often think about how much space paper takes up; after all, it is just a tiny piece of paper right? Well, you need a place to store that paper, which typically comes in big packs. You also need a place to store ink, a copy machine, a printer, and so on. Not only does paper and all its associated products take up space, but when you receive countless documents throughout the day, you need to find a place to put them in your office. You end up with disorganized drawers stuffed with paper files that you eventually will need to clean out once chaos descends upon your desk.
Opting for digital files will save you a significant amount of space and make organizing those files much easier. This will save you money in the long run as well as time.
Instant Access to Information
A paperless filing system allows you and your employees to gain access to important files from virtually anywhere at any time. Rather than having to manually sort through mountains of paperwork to find customer billing information, you could opt for an online accounting solution, granting you quick access to invoices. This also provides you with the ability to update your books whenever necessary from any location.
As a business owner, keeping track of your financials is extremely important. When you bank online, you are not limited to normal 9 to 5 bank hours and can have immediate access to your accounts. This gives you the freedom to view your accounts, pay bills, and saves you time if you ever need to verify funds.
Seamlessly Share Knowledge
Sharing information within your organization is a key component to ensuring the success of your business. Using digital tools cuts down on the amount of paper used in the office and can make it significantly easier for employees to share ideas and information. Not only can using digital tools improve teamwork, but it can encourage innovation, which will greatly benefit your business.
Online collaboration tools, such as Yammer, allow employees to share documents and project information seamlessly. They can collaborate in real time rather than having to wait to be hand delivered important documents or files.
Quick Customer Payments
Electronic invoicing is becoming more and more prevalent as companies continue to move towards solutions that are time-saving and cost-efficient. By using electronic invoicing, as opposed to paper invoices, you can save money on paper, envelopes, and postage. Additionally, using electronic invoicing, you may be likely to expedite payments as your customers will be receiving their invoices immediately.
There are several types of invoicing software that allows you to create and track invoices. Many of which enables you to create a follow-up request for unpaid invoices. By handling invoices electronically, you can have the software do all the work for you, ensuring that you save both time and money in the process.
Smooth Business Operations
Paying taxes as a business owner is a task you simply cannot avoid. Rather than relying on the method of filling in paper tax forms and sending them in, only to wait for them to be processed, you can register with the Electronic Federal Tax Payment System. This is a free service that allows you to streamline your tax payments and grants you the ability to easily access your payment history.
There are many benefits to going paperless but making the switch may take some time as your business will need to determine the best solution to implement. While going with a paperless solution will save you money in the long run, you can expect to pay some fees initially when making the switch. In the end, you will save time and money, making the investment worthwhile.