All businesses obtain receipts, invoices, and other documents in a bulk quantity. These documents should be neatly organized in an accurate office filing system. It is crucial to learn this organizing skill in order to not lose money, time, and other resources.
The invoices and documents should be organized in such a way that whenever one wants to access or retrieve them, they should be in easy reach.
The importance of all documents and files should be known by a business owner. Nowadays, the best businesses are those which have gone digital with the invoices. However, it is still important how to store and organize these digital invoices.
A digital invoice eliminates a big percentage of cost and time in a payment flow. It is a modernized version of the payment through which the sending and receiving of invoices have been made convenient. There are many advantages of digital invoices which is why many companies and businesses are digitizing their invoices.
A tool automatically creates a digital invoice which extracts information from the accurate sources. An option is given to the person to check the precision of the information before the invoice is sent. Afterward, the tool sends the invoice by electronic means.
The receiver is notified when it will arrive. The recipient has the option to either receive the invoice in the bank or through email.
Steps to organize digital invoices
Choose a filing system
Before actually starting to organize, it is important to decide which filing system should be followed. Each system will have its own positive impact on the functioning of the business. The digital invoices can be organized in an alphabetical or numerical method.
The decision should be made on the way you usually access invoices. If the invoices are searched by account number or name, decide accordingly. Similarly, check the way your paperwork is assembled
i.e the category of finance, expenses or marketing.
Check the office and personal habits
Think which invoices need to be accessed frequently and which of your employees usually want instant access to the files. Monitor the work stations of all employees and the type of work they all do. Have a meeting with the staff to judge the location of the filing cabinet.
Check the storage needs
If the digital invoices are in a bulk quantity, then it is important to organize in such a way that they can be accessed daily. If the invoices are not checked daily, it is not necessary to have the filing system at the workspace. Moreover, there are some files which need to be stored for long-term and others need to be on the watch daily.
Benefits of digital invoices
Whenever a digital invoice is received, there is no need to scan the document. The details of account, due date and the invoice number is always accurate because this information is extracted from the correct sources. Automatic suggestions are given to the person for the bookkeeping purpose. More than 9 euros are saved upon receiving a digital invoice.
Whenever a digital invoice is sent, more than 5 euros are saved. The payment is received much earlier because the invoice is sent directly to the receiver’s bank or email. In case if the invoice does not reach the recipient, it is immediately known to the sender. There is no time or money wasted on postage, printing and packaging.
With the help of Cloud, digital solutions have become the future of the businesses. The companies are quickly adapting to the digital means to complete numerous tasks. Paper invoices are decreasing in number rapidly because they are dangerous to the environment and slow in process. It is more difficult to arrange the paper invoices than the digital invoices.
In the Nordics, more than 19 billion Euros can be saved per year if all invoices are digitized. Therefore, do not fall behind in technology and switch to the faster and more accurate electronic means of business tasks.
With the automatic process of digital invoices, the user does not have to print, submit a manual data entry or send via post. The formats which are supported by the digital invoices are B2G, E-invoice B2B, B2C email, PDF, paper printout, and People.
There are more numerous benefits of the digital invoices which is why it is both wise and safe to digitize the incoming invoices. Time is saved, costs get reduced and the peace of mind is secured.