How many times have you had to refer to an invoice from last month, or try to find a quote that was sent over 6 months ago? I know I’ve been in this situation more times than I’d care to admit. But as businesses become more digital, there are real benefits in going digital with your business documents too - check out the 7 ways going digital can benefit your business below!
Digital documents are crucial in any business these days because they save time in a business. Going digital saves you time by letting you create and send invoices, quotes, proposals, contracts, and estimates right from your computer. With digital documents, you don't have to worry about filing paperwork because everything is saved on your computer.
Having your documents in a digital format also makes it easier to share information and collaborate with colleagues on projects since everyone has access to the same document at the same time.
Having your documents digitally can save you money in a number of ways. First, they are cheaper to produce. Second, they are cheaper to send and store. Third, you can use them for multiple purposes such as invoices, quotes and presentations.
Fourth, it's easy to find the document that you need without having to spend hours searching through a file cabinet or filing system. Fifth and finally, digital documents are easier to share when they need to be sent out over email or other social media channels.
Sixth, it's better for your staff because they don't have to go through piles of paper all day long looking for what they need and Seventh, if you ever have any issues with your computer or hard drive, it won't affect any of your business documents that are stored digitally on another device like an external hard drive.
With digital invoices, quotes and other documents, you can reach a greater audience. You can also build better relationships with clients by reaching out to them via email or text. Plus, you will always have a paper trail of your important business documents.
With the world working at such a fast pace the days of sending invoices via the post is something of the past and it can make your life easier sending out documents that are already in a digital format as it's literally just a case of attaching them to an email without having to worry about scanning them first.
As you know too well paper documents can be easy to lose or misplace. Plus, you need to manually file away all the paper receipts and it can take a lot of time. With digital documents, everything is stored in one place on your computer and it's easier to find anything quickly. You'll also save a ton of time because there's no manual filing required.
Also when it comes to spelling and grammar most applications or software these days have an in-built review function so you can stop those mistakes that can easily be done when you are putting pen to paper and creating a document of some sort manually. You can even go as far as saying it helps with the reading of a document too as when writing it using a pen or pencil I can be the first to admit my handwriting isn't the best!
One of the biggest benefits of going digital with your invoices and quotes is that it prevents clutter. It's easier to organize everything without having to worry about filing, sorting and finding documents. Plus, you'll be able to find documents instantly without having to look through stacks and stacks of papers.
You can also save documents on a hard drive for security purposes or other employees in your office can access them from their computers when needed. Gives You a Better Chance of Keeping Data: A lot of times paper copies are lost, damaged or misplaced. When you go digital, it helps reduce the risk because files are stored on a computer instead of physical media like paper.
Efficiency in your business can mean the difference between success and failure. In this day and age, it's important to be able to work quickly and efficiently. When you're looking for a way to enhance efficiency at your company, it's important to look for new technologies that will help make your job easier.
One of the most efficient ways that any company can go digital is by using document management software like DocuSign which we have previously mentioned in a blog post. This software makes sending out proposals, contracts, or invoices simple, easy and quick. You can also save on postage costs as well as eliminate paper wastage from printing.
If you have tried going paperless before, then you know that there are many challenges and hurdles to overcome, but when it comes to doing business these days-going digital is crucial.
The benefits of going digital are clear: you will save time, money, and trees. It can also improve your relationships with clients who will appreciate the convenience of electronic communication.
They'll be more likely to buy from you if they know that you're an environmentally-conscious business and if you employ other people, you will have a much easier time managing their work hours because there won't be any confusion about what needs to get done. You can also expect to spend less on paper and ink for office supplies.
There's no need for ink cartridges anymore when you don't need printing anymore.
It's a buzzword in recent years about how your business or you personally should be more sustainable and reduce waste with resources around the world being under strain in many aspects.
With electronic documents, there's no need to print out copies and mail them or use shipping services that require gas-guzzling trucks. If a document needs to be signed by someone else, they can sign right on the screen or via their phone or tablet.
It takes much less paper too! If you're still stuck in the old ways of doing things, it's time to get caught up and reap all of these benefits for your business.
So as a general summary of these 7 points you can see why you wouldn't want to go digital with most if not all of your documents as it can help your business in many ways such as time, space, efficiency, money and even help the world too!
If you have any requirements in terms of converting existing invoices, quotes or any other sort of document to a digital format we can help you.