GDPR compliance made easy with PaperLess Document Management

On 25 May 2018, the EU General Data Protection Regulation (GDPR) came into force, reflecting the importance of data protection in our increasingly digital world. In order to comply with the new regulation companies are changing the way data is processed and documents are managed.

This is particularly important for Finance Departments that due to the nature of the data processed, need to find a way to keep the information organized and secure. The new regulation replaces the existing patchwork of directives and national legislation and brings a degree of long-anticipated consistency to the data protection landscape in Europe.

In order to comply with the new legislation, companies are relying on document management technology to keep track of the data they process ensuring that it is kept safe and that is only accessed by authorized personnel.

So, what is the choice of Sage users to better comply with GDPR rules and, at the same time, automate document management processes?

Well, the preferred choice of Sage users for this has been PaperLess Document Management, a software that integrates seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online bringing together Automatic Invoice Recognition, Online Document Approval, Look-up of Documents from within Sage and allows users to keep control over who has access to the documents.

https://player.vimeo.com/video/130187122

So, how can PaperLess help you be GDPR compliant?

• PaperLess manages accounting and other documents in a structured manner. That step alone gives control over those documents minimizing the risk of loss or unauthorised access.
• PaperLess does not print anything, therefore reducing the risk of personal data on “paper” being misused. Alternatively, the document would be printed and manually moved around or emailed leaving a trail of potentially personal data all over the place.
• Document Flow does not email any documents. Only those involved in “the flow” are aware and have access to the process. The document is held centrally by PaperLess on the customers server. Any personal data contained in the document never moves.
• PaperLess stores all data on the customers local server. This removes the risks of online storage, location and related access issues.
• Only those authorised to look at documents are able to.
• For non-accounting documents, PaperLess Other Documents archive enables very precise categorisation of documents which can be used to control who can or cannot see them.

With PaperLess software users can only access documents after logging in to the system with their username and password. This password is unique to the user and has a minimum number of alphanumeric characters to ensure that users choose passwords with a strong security level. PaperLess also has available the Secure Mode to “lock down” who can access documents on file level so that you are sure all data is kept sage.

For non-accounting documents, PaperLess Other documents archive allows users to send documents for approval, meaning that you will have logged who has seen the documents and who has access to them. By taking a simple report you can have a quick overview of who has access to the different folders and quickly set further restrictions.

What our clients say about PaperLess

“be able to track our invoices more efficiently and with a cost saving to the business…This saves a lot of time trying to find old invoices in the paper archive”

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Sage Catalog – What OCR System are Sage users implementing?

Sage Additions Catalogue gives Sage users access to a diverse range of solutions which have been designed by members of the Sage Developers’ Programme. Check out Sage Additions Catalogue to find out why PaperLess Document Management for Sage 50 and Sage 200 has become the preferred OCR Software among Sage users in UK and Ireland.

PaperLess powerful document management features integrate seamlessly with Sage 50 Accounts, Sage 200c, Sage 200 Standard, Sage 200 Standard Online and Sage 200 Extra Online, allowing Sage users to have all data automatically extracted from their invoices and all documents directly linked to your transactions in Sage, meaning document retrieval can be done via a simple look-up directly from within Sage transactions lines.

Visit this Sage Developer’s Page or Book a Free Online Demo

Want to know more about how PaperLess Automatic Invoice Recognition for Sage works… Take a look at this 30 seconds video

https://player.vimeo.com/video/130187122

PaperLess invoice scanning software integrates seamlessly with Sage 50 and Sage 200, so businesses can post accounting transactions directly from PaperLess into Sage using the PaperLess invoice recognition for Sage. They can also view the transactions with the relevant documents in Paperless at a later stage.

• Automatic Invoice Recognition with PaperLess OCR Software for Sage
• Automatic Posting of Invoice onto Sage
• Automatic Detection of Duplicate Invoices
• Lookup of Documents directly from within Sage
• Online Invoice Approval, so that you can have the complete audit trail of the approval process directly linked to Sage
• Full Document Management Automation with PaperLess Company Inbox

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What our clients say about PaperLess

“be able to track our invoices more efficiently and with a cost saving to the business…This saves a lot of time trying to find old invoices in the paper archive”

Andrew Barlow, Management Accountant & Acting Financial Controller.

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

How is UK’s largest privately-owned hosting provider going PaperLess?

The seamless integration between PaperLess Document Management and Sage allowed the UK’s largest, privately-owned, hosting provider to reduce their environmental footprint while freeing up time for their finance and purchasing teams. UKFast is now automatically extracting data from invoices and posting them in addition to automatically linking documents to Sage transactions, meaning easy access to all accounting documents directly from within Sage.

UKFast is the UK’s largest privately-owned hosting provider with over 18 years’ experience in cloud and dedicated hosting. Founded in 1999, the company has experienced significant growth throughout the years and the team has grown to over 280-strong.

https://player.vimeo.com/video/120782347

In order to speed up invoice processing routines, internal approval processes, have easy access to archived invoices and get an overall automation of invoice processing routines, UKFast decided to implement PaperLess Document Management for Sage 200 Business Suite. So far, PaperLess has allowed the company to authorise payments in a more time and paper efficient manner, freeing up more time for finance and purchasing teams and also reduce the company’s environmental impact in terms of the amount of paper used.

What our clients say about PaperLess

“I personally think it’s great. It allows me to enter invoices without the requirement to manually input all of the data and then refer to archived documents with ease”

Joseph Ryland, UKFast.Net Ltd Finance Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Document Management with built-in Invoice Approval for my Sage. How does that work?

Sage users are now approving invoices and having the document approval audit trail directly linked to their transactions in Sage by using PaperLess Document Management for Sage. Being a Sage Developer, PaperLess Document Approval features ensure that any document that requires approval can be tracked through the approval process, not only Invoices but all types of business documentation including for instance HR Documents, Orders, Quotations, Correspondence or Complaints.

By using PaperLess Document Approval you end up with an audit trail of the complete Approval Process all this directly linked to Sage 50 Accounts, Sage 200 Business Suite and Sage 200 Extra Online so that you can have all information at the distance of a click of a mouse button.

https://player.vimeo.com/video/124496807

The seamless integration between PaperLess and Sage allows you to have all your documents directly linked to the transactions you have in Sage as well as the complete audit trail of the approval process also in Sage. This means that by a simple look up of the document directly from Sage you have access to all information related to it: who approved what, in which dates, the changes made and who made them.

What our clients say about PaperLess

“The use of PaperLess has helped tremendously… We can now see when the document was received, added to the system and the workflow allows the authorisation to be controlled…”

Gary Robinson, Real Group’s Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

PaperLess for Sage enables saving of £10,000 to Blair’s Caravans

The document management automation experienced by Blair’s Caravan with PaperLess for Sage allows the company to“save £10,000 every year with staff as well as to save employees’ time spent on processing invoices” says Colin Mayrs, Blair’s Caravans Managing Director.

Situated on the famous Causeway Coast, Blair’s Caravans holiday parks cater for both touring and static caravans, relying on modern facilities to ensure business success. Something also achieved due to high productivity levels among employees, with PaperLess software being directly responsible for this through the direct savings in time staff spends on processing invoices.

Take a look at PaperLess Document Management for Sage website to find out more about the solution implemented at Blair’s Caravans

• Automatic Invoice Recognition increasing productivity levels while reducing manual data input
• Increase in data accuracy levels due to system automation and data verification
• All documents directly linked to Sage making the auditing process much more simple and faster than before
• All documents in digital format and accessible from any computer

Although Automatic Invoice Recognition is still seen by the company’s Managing Director as one of PaperLess’ most important features, Colin Mayrs also quickly realised that due to the ease of use and automation offered by PaperLess software he could both reduce staff allocated to the accounts area, due to the increase in productivity levels, as well as lessen the skill level required to process purchase invoices. Colin states as an example of this the fact that Blair’s Caravans “put an end to having invoices being paid twice, because if you try to do so PaperLess immediately tells you that the invoice has already been entered, so no need for a high skilled employee to prevent this from happening”

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Invoice Approval for Sage – What do you need to know?

Sage users are now approving invoices and having the document approval audit trail directly linked to their transactions in Sage by using PaperLess Document Management for Sage. Being a Sage Developer, PaperLess Document Approval features ensure that any document that requires approval can be tracked through the approval process, not only Invoices but all types of business documentation including for instance HR Documents, Orders, Quotations, Correspondence or Complaints.

By using PaperLess Document Approval you end up with an audit trail of the complete Approval Process all this directly linked to Sage 50 Accounts and Sage 200 Business Suite so that you can have all information at the distance of a click of a mouse button.

https://player.vimeo.com/video/124496807

The seamless integration between PaperLess and Sage allows you to have all your documents directly linked to the transactions you have in Sage as well as the complete audit trail of the approval process also in Sage. This means that by a simple look up of the document directly from Sage you have access to all information related to it: who approved what, in which dates, the changes made and who made them.

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

CPL Training reduces manual data input by 90% with savings of around £20,000 per year

In a strategical decision the leading provider of licensed retail and hospitality training in the UK – CPL Training – decided to implement PaperLess Document Management for Sage in order to improve office efficiency. The results are clear with the renowned institution experiencing reductions of up to 90% in manual data input and a much faster and trouble free document approval process.

With over 1000 invoices processed every month, CPL Training decided that it would be better to improve the office efficiency rather than to continue increasing the headcount to deal with the increasing number of documents.  With this goal in mind the company went through a thorough market research process, with PaperLess software and the seamless integration with Sage 50 Accounts standing out as the best solution, allowing CPL to automate their accounts process by up to 90% and achieve yearly savings of £20,000.

The automation offered by PaperLess with the Automatic Invoice Recognition is one of the features most valued by CPL with Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited, stressing that “the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Optical Character Recognition Software for Sage – How is this changing the way Sage users work?

People, especially businesses have been relying heavily on paper document management- whether it be for invoices, record keeping, account management etc. There are, however many disadvantages to this system (for example loss by fire damage, misplacement, security issues, negative environmental impact on trees etc). Businesses wishing to avoid these issues should seriously consider switching to PaperLess document management. Though there are many uses of paperless document management, let’s focus on PaperLess accounting software and the benefits it can bring to your business.

Click here to find out more about PaperLess Document Management for Sage with integrated OCR Software. Take a look at our PaperLess Software Videos

• PaperLess accounting software is made possible with Optical Character Recognition (OCR) software

Without OCR software, the transition from paper to PaperLess document management will be a lot more time-consuming and tedious than it is now. OCR software enables the translation of all types of documents like images of typewritten or printed text into electronically readable files, so offices can easily convert their existing paper documents to electronic files.

• PaperLess accounting software can increase your company’s productivity

Many companies, especially those with multiple clients, can identify with the pain of archiving clients’ files and documents. Listing and depositing hundreds of files from different accounts can become quite messy which requires manpower. Not to mention the difficulty of fetching existing data when required. PaperLess account management efficiently stores client documents electronically through the touch of some buttons, reducing the pain and manpower required and thus increasing productivity.

• PaperLess accounting software and invoice approval workflow

Another revolutionary time-consuming system that arrived with PaperLess accounting software is invoice approval workflow. Tracking all the invoices electronically, the invoice approval workflow permits you to manage all the bill payment processes, enforce and streamline approvals for every bill and invoice received. Plus there’s the bonus of remote accessibility- with the correct authorization you can access the invoice approval workflow from any computer, anywhere.

• PaperLess accounting software improves document security

The PaperLess account management software has the advantage of being more secure and reliable than conventional paper methods because of encryption.

• PaperLess account management does not require extra space

With PaperLess account management your company can store information from an infinite number of accounts in the space of a computer and desk. And the retrieval of data can be performed within a couple of clicks. Compare this to traditional paper methods which require physical storage (often outsourced), which incurs an extra cost and also the inconvenience of manually sorting through documents to perform a document search.

• PaperLess account management is environmentally friendly

Last, but not least, going paperless is a tree friendly solution because it does not rely on the cutting down of trees, like paper methods do.

Now we know the benefits of going PaperLess, especially with PaperLess accounting software, ask now for a FREE PaperLess Demo and discover how we can help you to differentiate your company and acquire competitive advantages.

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Leading UK Construction Company, GPF Lewis, streamlines purchase invoice and document approval processes by going PaperLess

Exceeding all client’s expectation, PaperLess software originated savings and increased productivity levels across the entire company. A project that went even further with the development of a brand new integration between PaperLess and EQUE2 Construction for Sage 50 Accounts, giving answer to GPF Lewis and many other construction companies’ needs.

Read now the full version of the Case Study

Aiming at speeding up processing times while increasing data accuracy levels and, at the same time, stop the posting of duplicate invoices and reduce travelling costs, GPF Lewis made the strategic move of going PaperLess. For this leading construction and property services company, the fact that PaperLess is a Sage Developer together with the quality of the service provided, the competitive pricing and the seamless integration between PaperLess and Sage 50 Accounts were among some of the main factors that led to the choice of PaperLess.

“Our original aims were exceeded as the software brought numerous positive side effects.”

Graham Tallman, GPF Lewis Infrastructure & Systems Manager

Read now the full version of the Case Study

The seamless integration between PaperLess and Sage together with PaperLess Automatic Invoice Recognition have, at the same time, allowed the company to automate data entry processes, increasing data accuracy levels and preventing any duplicate invoice from being posted into Sage without users being informed, which was one of the challenges the company faced.

Although hard to quantify the savings and productivity gains are reflected across the entire company with the Accounts team now being able to deal with increased workloads without adding staff, due to the fact that with data input automation processing documents is much faster than before and the number of errors have also been significantly reduced. Besides this, many remote staff are now able to review, code and authorise invoices remotely without travelling, saving GPF Lewis time and money while increasing the company’s productivity and competitiveness levels.

When it comes to storage and retrieval of documents, the company is saving archive space with a significant reduction in hard copy paperwork to file / store and also saving time on retrieving documents, since they can now be accessed directly from within Sage or from PaperLess Accounting Archive which, with a set of powerful search features, enables users to find any document in seconds.

Read now the full version of the Case Study

EQUE2 Construction for Sage 50 Accounts – When GPF Lewis challenged PaperLess to take the integration even further…

With the results achieved exceeding the client’s expectations, GPF Lewis challenged PaperLess on helping them streamline their processes even further. This would be done by developing an integration with EQUE2 Construction for Sage 50 Accounts which the company had purchased to replace Sage job costings.

Wanting and needing to keep the benefits of PaperLess whilst processing data through EQUE2 and since this software did not allow them to retain the advantages gained with PaperLess, the client challenged PaperLess to develop an integration that would give answer not only to their needs but to the needs of all construction companies using the EQUE2 Construction module for Sage 50 Accounts.

Adding to the many benefits pointed out by GPF Lewis, the company also stresses that with the new integration coding costs is now much easier and reliable than before and they expect the development to continue with take-up from other clients.

Read now the full version of the Case Study

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com

Join Sage Users Webinar: How are Finance Departments automatically extracting all data into Sage and linking all documents directly into Sage?

Want a Sneak-Peak of the webinar? Visit PaperLess website and take a look at the videos.

What our clients say about PaperLess

“Compared to any competitor PaperLess is just more value for money.”

Scott Gibson Eventura’s Consultancy Director

 “..save £10,000 every year with staff as well as to save employees time spent on processing invoices”

Colin Mayrs, Blair’s Caravans Managing Director

“…the time spent prior to installing PaperLess on processing invoices was lengthy with manually inputting the supplier, description, nominal code and values for each invoice. Invoice recognition does all this for you at a click of a button.”

Kurt Roberts, ACCA MAAT Management Accountant for CPL Training Group Limited

Contact Us

Email: info@paperlesseurope.com

Phone Number: +44 (0) 207 135 2007

www.paperlesseurope.com