Dematerialization has become essential for a good number of companies, regardless of their sector of activity. The advantages of setting up such a tool are no longer to be discussed. For those planning to turn to this type of solution, here's the basics.
Why opt for the dematerialization of documents?
Archiving paper documents is not always an easy task for companies and it is moreover to facilitate their processing, but also the storage of all their documents, that the dematerialization of documents has been created. . In addition to facilitating access to the corporate database, document scanning allows for better document management and most importantly, eliminates paper entirely from all file processing processes. Dematerialization makes it possible both to secure the company's exchanges with employees, to increase productivity and reduce their ecological impact. The company can also better manage its cash flow, improve its investment capacity, improve its image and above all, gain notoriety among its employees (banks, suppliers, customers, etc.).
The advantages of paperless documents
The dematerialization of documents concerns PTEs, SMEs and multinationals as well. Its advantages are as diverse as they are varied starting with improving invoicing processes, from editing invoices to styling and sending them. Added to this are reduced costs, including printing, archiving costs, paper and envelope costs, as well as postage. With the implementation of the automation of invoicing processes, the costs of processing invoices and dunning fees are also reduced and the risks of error and fraud are permanently eliminated.
The invoice processing process (preparation, sending, validation) is also simplified and the company has better control over the confidentiality of its shipments.This is because processing digital invoices is faster compared to processing paper invoices.Tracking the sending and receiving of invoices is simplified, reducing the risk of late payments and disputes.Payment terms are also shortened, accounting traceability is improved, exchanges are more secure and the company's cash management is optimized.Teams no longer have to tackle low value-added tasks and can now perform tasks that better contribute to the development of the business.
What are the drawbacks?
the implementation of digitization documents can however come up against some brakes for some PTEs and SMEs.Indeed, the risk of fraud cannot be ruled out as data passes through the network.Figures and confidential information can thus be changed without the company realizing it.However, there are security devices such as electronic archiving or electronic signatures that effectively secure scanned documents.The installation of efficient servers is also indicated in order to avoid storage problems.While such equipment can sometimes be expensive to purchase, the returns will be felt in the long run.