An inefficient document workflow in your office can be a real time waster and productivity drainer for your employees. Surprisingly, many companies don’t even realize they’re dealing with a document workflow problem. And, when it goes unaddressed, it prevents your business from reaching its fullest potential.
To be more specific with how an inefficient document workflow can negatively impact your business, let’s take an example that most companies can relate to: accounts payable.
Let’s say you operate a business with three different locations. Your highly qualified CFO still processes accounts payable manually from your company’s main location. Because processing accounts payable is a tedious and time-consuming process, he spends a large portion of his day processing invoices rather than focusing on improving the company’s bottom line.
Currently, when an employee receives an invoice, he or she must scan and email the invoice to the finance department in the main location. The CFO prints off the invoice and manually fills out the rest of the information. In addition, the CFO is responsible for manually entering the transaction into the accounting system. A copy of the invoice is re-scanned and saved for record keeping, and the payment is sent to the vendor. This current workflow for processing invoices is incredibly time consuming and creates the potential for human error.
To improve this document workflow, the employee that receives the invoice should scan it directly into the accounts payable workflow system. The invoice will be automatically processed unless finance is needed for approval. If finance needs to review the invoice, an alert will be sent to the finance team so they can finalize and approve the invoice digitally. Payment is then sent to the vendor, and a record of the transaction is automatically added to the accounting system. The process is streamlined to allow invoice processing to be completed with just a few clicks.
Contact us to learn more about eliminating productivity pitfalls and improving document workflows in your office.