5 Business Processes to Digitise

Running your own business comes with many challenges, including planning, managing and executing certain tasks and processes. Regardless of the industry you work in, it’s likely that specific processes are having detrimental effects on your level of efficiency and productivity, so how can you improve these processes? In this modern age, digitising documents and automating processes is a simple way to ensure an innovative business that’s in touch with the times and the needs of their clients.

document digitsation

Cleardata is a highly-accredited document management company with many years’ of experience in the industry. With high-volume document scanning, archive storage, robotic process automation, document processing, mailroom operations and data capture services available, you’ll always be able to rely on the trusted team at Cleardata to transform the following processes within your business to ensure operations run as smoothly and as efficiently as possible.

Business expenses

Expenses of a business can prove to be a highly-inefficient process. As an important aspect of any company, it’s important that this particular process is overhauled and digitised. It helps your employees to receive any money they’re owed as quickly as possible, but this isn’t always possible if a business has to print off many receipts.

Having physical documents and holding onto them for long periods of time increases the risk of losing receipts or innocently misplacing them. Not only this, but handfuls of receipts will have to be physically picked up and brought over to the accounts department where, again, receipts could get lost or misplaced.

Save a considerable amount of time and reduce the chances of lost documents by digitising the entire process. Cleardata will be able to scan these documents, ensuring they’re sent to the relevant people. Also, as financial information is extremely sensitive, both for the employee and the company, then Cleardata can ensure absolute confidentiality with password-protected accounts and files.

Not only will this digital process help to reduce the chances of receipts and/or invoices being lost, damaged or destroyed, but it will also cut the time it takes for employees to receive the money they’re owed. Bundles of receipts won’t have to be physically handed to the accounts department which saves time.

It will also make it easier for the accounts department to track. This then ensures that employees are reimbursed but it also prevents someone from submitting receipts twice, saving you money in the process.

Managing the accounts department

As already touched upon, the accounts department is responsible for executing a wide range of tasks, including reimbursing employees for any incurred business expenses. But along with that, they’re also responsible for ensuring everyone gets paid the right amount, and on time, and managing either incoming or outgoing invoices.

Cleardata is able to help digitise these specific processes, regardless of the industry you work in. When it comes to invoice management, whether incoming or otherwise, this highly-experience document management company are able to provide the following services to help with workloads:

  • Invoice mailroom
  • Invoice scanning services
  • Invoice capture
  • Invoice exception automation
  • Invoice matching
  • Purchase order processing
  • Automated invoice processing
  • E-invoice services
  • Purchase-to-pay solutions
  • Sales order processing automation

With regards to managing payroll tasks and requirements, you’ll be able to look to Cleardata to help with this also. Some of the services that’ll help your accounts department to effortlessly deal with this particular side of things includes, but is not limited to, the following:

  • Accounts payable automation
  • Accounts payable outsourcing

Scan-to-email processes

Ten years ago, scan-to-email capabilities were the height of paperless technology, but within that time, such technology has moved on. When documents are scanned in, it’s not necessarily for the purpose of sending it in an email to another employee or client. With scanning abilities and processes advancing, document scanning can be used for a wide range of different reasons.

However, some items that are scanned still need to be sent in an email, so how can this, arguably, already-digitised process be made more efficient? Automation can help to make this process much quicker and easier to execute, helping to save time and money for all involved, no matter the industry you work in.

Quarterly reports for clients, for example, is a timely task, so why not make the scan-to-email process more efficient and allow for increased productivity by automating it? The time you save here could be better spent elsewhere in the company or by ticking things off your to-do list that you keep meaning to do that you never get around to.

The handling & processing of incoming documents

Incoming and outgoing mail can be difficult to manage and organise. Filtering out the important documents from junk mail, for example, can be a time consuming task, so this is a process that would benefit highly from digitisation. Digital mailroom services can help with this enormously and this too is available from the committed team at Cleardata.

Cleardata can always be counted upon to provide businesses throughout the UK with high-calibre document management services. With a dedicated, highly-skilled team at the helm of their operations you can rest assured that Cleardata will be on hand to meet all of your requirements and expectations when it comes to the managing, scanning and processing of documents, regardless of the industry you work in or the size of your company. For more information about how Cleardata can help you today, get in touch with a member of their professional team – they’re always happy to hear from you.