Manual workflows, repetitive tasks and keeping up with hardcopy paperwork just don’t make sense anymore. Our culture has gone digital, and companies that have yet to make the switch to paperless document management—whether they’re a mom-and-pop business, a Fortune 500 company or somewhere in between—are going to get left behind.
Document management software can help make the transition to paperless seamless. Here are three ways a paperless document management system can benefit your business.
1. Paperless document management software improves workflow
How many times have you found yourself requesting or sending the same document to your clients over and over again? It’s frustrating—not only for you and your staff but also for your clients.
A powerful paperless document management system can enable you to send clients—whether it’s one, 20 or 1,000—an email requesting exactly what you need. Clients can then securely upload the requested documents entirely online.
The process is further streamlined with an integrated document management system and client portal that sends you notifications when clients complete requests. This means no more printing and scanning documents, wasting time playing phone tag or chasing down emails. It all leads to a better experience for yourself, your staff and your clients.
2. Going paperless makes it easier for staff and clients to work together
“I never received that document. Can you just resend it?”
How often have you received a client request like that? You know you sent the document via email a few days ago. Perhaps it’s in their spam, or maybe they just overlooked it.
Imagine how much easier—and faster—you could work if clients could access everything they need on demand without asking for your assistance. You’ll also find this leads to happier clients and increased success.
It’s not just about clients. As a business, you must also keep your staff productive and happy.
By using paperless document management software, staff can take better ownership of tasks. They’ll know exactly where documents are located and if there are any outstanding requests or action items.
3. Paperless document management keeps data more secure
Your clients trust you with their most personal information, and you’re obligated to protect it. With cyberattacks happening more frequently than ever before, protecting your business and client data is a large obligation to meet—but it doesn’t have to be overwhelming.
With paperless document management software that’s in the cloud, your data is encrypted—which means it’s scrambled and unreadable during transit and while at rest. You can also control who accesses each piece of data. Approved users must verify their identity via multifactor authentication to access it.
When you use a secure online document management system, you can also see exactly what’s happening. You can see who created, accessed, downloaded and deleted documents. And automatic data backups mean you won’t lose anything to natural disasters, power failures or human error.
SmartVault Accounting Pro + Rightworks
When you combine SmartVault Accounting Pro with Rightworks, you have everything you need to run your accounting practice in the cloud—securely, easily and efficiently. SmartVault’s document management tools seamlessly adapt to the workflows you already have, integrating with Lacerte®, ProSeries®, DocuSign and more. This means you can easily share critical documents with your team, vendors and clients—anywhere, anytime. Maintain peace of mind knowing you’re working in the Rightworks secure cloud environment with security patches and updates handled by our team.
To learn more about how SmartVault can help you achieve smoother tax seasons, enhanced collaboration and seamless integration—all with the protection that comes with being in the Rightworks cloud—reach out to our technology experts today.
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