With the constant technology changes that take place in today’s world, it is becoming easier and easier, not to mention much more efficient, to no longer have paper filing within the workplace. Now is the time to make the change! Here are our tips to help you initiate this process.
SCAN everything that is received by post, if you receive invoices and statements by post from certain suppliers then you could either take a photo with your phone or use a scanner to save these to your computer. Also, use this as an opportunity to contact the supplier and suggest to them that they email the invoice direct to you rather than relying on the post.
You can also do this with receipts for EFTPOS or Credit Card purchases that you make. Once you have an electronic copy then you no longer need the physical copy.
SEND/UPLOAD (dependent on the software that you use) you can send and/or upload these to Receiptbank, MYOB, Xero, or Moneyworks, plus many more programmes! Alternatively, you can also store these on your computer within folders.
PRINT TO PDF Instead of physically printing pages you wish to keep, you can instead print these to a PDF. There are many free PDF writers that you can install on your computer which will then create an electronic copy of anything that you wish to save. Example below:
Alternatively, if you are wanting to send a word or excel document, simply select the save as option and save this as a PDF. Again no need to print.
All of this electronic filing does, however, make it even more important to ensure you have a good backup process of all of your systems. This is something that should be at least a daily process anyhow to help ensure the continuity of your business.
The team at 3rd Arm Admin are all about making your work life as simple and efficient as possible. Contact us now to see how else we can help by either calling us on 04 232 9199 or email on sue@3rdArmAdmin.co.nz