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What are some ways to reduce paperwork in accounting departments?

Jason Rollins's Profile

Answers

Topic Expert
Regis Quirin
Title: Director of Finance
Company: Gibney Anthony & Flaherty LLP
LinkedIn Profile
(Director of Finance, Gibney Anthony & Flaherty LLP) |

Scan as much as possible. But remember your Disaster Recovery and Business Continuity Plan. Make sure that your server is backed-up continually and you have a well documented and organized structure of folders to store your data. Just like the old fashion file cabinet. If you think you have it, but can't find it...you really have nothing.

Topic Expert
Mark Sphar
Title: Chief Accounting Officer
Company: Veracity Payment Solutions
(Chief Accounting Officer, Veracity Payment Solutions) |

We are constantly looking for ways to reduce paper and filing. Expense reports are one of our biggest paper issues. Still trying to find a cost prohibitive solution for electronic submission of expenses. All the pay-by-the-month options don't seem to make sense with regards to price yet. We are a small business (100 employees). Keep asking the questions though. That is what makes people think about it.

Ernie Humphrey CTP
Title: CEO & COO
Company: Treasury Careers
LinkedIn Profile
(CEO & COO, Treasury Careers) |

Mark,

Proformative is offering a webinar next week focused on T&E Best practices and current advances in technology and techniques. You can learn more at https://www.proformative.com/events/te-expense-management-right-sizing-technology-leverage-best-practices-webinar-august-7-2012.

Of course it is free and offers CPE credit.

James Smith
Title: CFO
Company: MOGL
(CFO, MOGL) |

Mark: We use Xpenser and its awesome. Employees take photos of their receipts and can email the flights and itineraries directly to Xpenser and it automatically adds it to their report and month end employees submit them and their manager can approve it from a smartphone or the web. It has all the receipts in a pdf.

Our salespeople(we have 45) love it! Let me know if you want me to connect you with their CEO I have no conflict of interest referring the company it has just mad my life much easier.

Jeff Langston
Title: CFO
Company: Baxter Franchise Group
(CFO, Baxter Franchise Group) |

Mark,

We use Gorilla Expense for T&E as well as invoicing. It is fully electronic and has made our life much easier. If you need a contact, let me know and I'll put you in touch. I am a big advocate for this tool because of the ease of use and some of the best customer support.

Other than that, we use Dropbox for sharing files. We are equipping some of our conference rooms with projectors so that less paper is printed for meetings. We still use paper and I don't see that going away 100% but it is definitely reduced.

Jim Waggoner
Title: Senior Director, Controller
Company: SAY Media, Inc.
(Senior Director, Controller, SAY Media, Inc.) |

Check out Expensify for paperless and affordable expense management.

www.expensify.com

Also, I've found using Google Forms a cost effective way to manage approval workflow for small companies (purchase requests, travel requests, etc).

Jim

Jeffrey Chalmers
Title: President, Financial Effectiveness Team ..
Company: Silicon Valley Accountants
(President, Financial Effectiveness Team Leader, Silicon Valley Accountants) |

I would suggest you look at ECM (Enterprise Content Management) systems, which are document management, workflow, etc. There are systems for AP, AR and Accounting Close.

I am familiar with Hyland Software's AFRM which has been designed for finance teams and eliminates binders and share drives. This solution also drives a tremendous amount of efficiency in the very manual and sometimes paper intensive close process.

Raymond D Godeke
Title: Vice President - Finance
Company: California Scottish Rite Foundation
(Vice President - Finance, California Scottish Rite Foundation) |

We are using scanning. We also using Drop Box from the various (14) distributed locations. Our nest step is to index and integrate with our Sage G/L system.

Raymond D Godeke
Title: Vice President - Finance
Company: California Scottish Rite Foundation
(Vice President - Finance, California Scottish Rite Foundation) |

We are using scanning. We are also using Drop Box from the various (14) distributed locations. Our next step is to index and integrate with our Sage G/L system.

Topic Expert
Mike Caruana
Title: Director of Financial Services
Company: Diamond Resorts International
(Director of Financial Services, Diamond Resorts International) |

I agree with Jeffrey. Using a combination of scanning and software with workflow functionality really helps cut down paperwork. It can also radically improve turnaround time.

Barrett Peterson
Title: Senior Manager, Actg Stnds & Analysis
Company: TTX
(Senior Manager, Actg Stnds & Analysis, TTX) |

Scan, use workflow and electronic approval tools, and save PDFs.

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