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Icone de Koesio pour la Dématérialisation des Documents | Gestion Documentaire


Streamlining document management through digitisation

Digitisation is no longer a trend - it is now a performance lever for companies. Electronic documents are often much less expensive than their paper equivalents.

As a result of the time and money saved and the reduction in the amount of physical storage space required.

Savings are made through: eliminating printing, enveloping, postage costs, and manual data entry; searching for documents being made easier and quicker; eliminating physical archives (rooms, cupboards, etc.). To this we can add the capacity to automate certain processes, such as payment reminders or invoice validation, what are known as document workflows.

In addition to benefits for companies, this also helps when it comes to complying with legal requirements. Under current legislation, companies are increasingly encouraged - or even required - to digitise their documents. This is true with regard to public sector invoicing via Chorus Pro, or the obligation for companies to accept electronic invoices sent by suppliers.

The digitisation of document flows isn’t something that happens overnight. Transitioning from paper documents to their electronic equivalent requires a form of project management that is in-depth but easy to implement.

Digitising client invoices

Digitising client invoices

Digitising supplier invoices

Digitising supplier invoices

Electronic payslips

Electronic payslips

Electronic signatures

Electronic signatures

Sending and receiving paperless faxes

Sending and receiving paperless faxes

Envoie de recommandé électronique sécurisé (ERES)

Secure registered electronic mail

The many benefits to digitising your documents can be broken down into two categories

Financial benefits

> Accelerating your processes helps to accelerate revenue. It’s undeniable: cash flow is crucial for all companies. Going paperless helps to streamline cash flow by reducing payment timeframes

> Getting rid of paper documents automatically eliminates costs for printing consumables and postage. The digitisation of document archiving and storage spells an end for physical archives (rooms, cupboards, etc.) and the costs that come with them.

Time-saving benefits

> The time-consuming process of sending paper documents – printing, enveloping, postage – becomes a thing of the past with electronic documents.

> Manual entry when receiving mail (e.g.: invoices, order forms) becomes automatic.

> You can search through documents in just a few seconds, since your documents will be stored and/or archived digitally.

plus cool avec la dématerialisation des factures

Digitising client invoices

Sending client invoices is a task that provides no added value for employees - digitising your client invoices will help you to streamline your invoicing process, in addition to cutting payment timeframes. How does that work?

It couldn't be easier - and there’s no need to change your practices. Simply print your invoices from your invoicing tool using your virtual printer. Whether you're dealing with just one invoice or a whole batch of them, you can send all of your invoices to your clients at the touch of a button.

There are many benefits to electronic client invoicing:
> It reduces payment timeframes, helping to streamline cash flow
> It saves your personnel time by doing away with printing, enveloping, postage, etc.
> It will improve your image in the eyes of clients and employees, both current and future.

Digitising supplier invoices

When you receive invoice from suppliers, whether in paper format or electronically, they will be integrated into your document management software. This gives you information on where you stand with suppliers at a glance, while improving invoice processing by automating it. Both internally and with suppliers, sharing and exchanging information becomes quicker and easier.

In just a few clicks, each link in the chain (reception, accounts, decision-making) can access the status of an invoice (awaiting payment, paid, subject to dispute) in real-time and take action on it, depending on their role and remit.

Once a long and painstaking process, analysing your supplier invoices is made easy with digitised supplier invoice management. By extracting from your management tool in just a few clicks, you can manage all expenses linked to your suppliers. This will come in extremely useful when negotiating purchasing terms.

dematerialisation des documents

Take it to the next level with EDM (Electronic Document Management)

Incoming documents

Supplier invoices, letters, faxes, order forms, etc.

Internal documents

Client files, employee files, etc.

Outgoing documents

Payslips, client invoices, delivery slips, etc.

Dormant documents

Document archiving, electronic strong box, etc.
economie avec la dematerialisation

Electronic payslips

Paperless payslips have the same value as paper payslips, and although the government has yet to make them obligatory, companies may choose to make electronic payslips their default solution. Paperless payslips also get to employees quicker.

Once your payslips are ready in your payroll software, you have two options: send a paper copy to the employee’s home via a document editing centre, or send it electronically via a specialist, secure web portal. When you opt for the latter option, employees are instantly sent a secure web link, allowing them to securely view all of their payslips wherever and whenever they want.

Your HR department will spend much less time sending out payslips, while digital payslips also eliminate paper costs.

This will also improve your brand as an employer, utilising tools which future employees will already have used in their day-to-day activities.

Electronic signatures

Electronic signatures can be used for all documents which require a signature, whether it’s from a client, an employee, a partner, or whoever.

Signatories are sent an email containing a link to the document for them to sign. They will then be sent a text message containing a code allowing them to prove their identity. Once signed, documents will have the same legal value as a document signed by hand thanks to eIDAS, helping to keep your contracts safe.

Electronic signatures help you save on the cost of travelling to meet signatories, which tends to be time-consuming, or sending contracts by post and having to wait often a long time for a reply.

Electronic signatures

Contact an expert in digitisation and electronic document management (EDM) solutions

Are you planning to redefine your document management? Our experts are here to help you in your approach. Do not hesitate to contact us so that we can define together a new organization of your processes. We will determine with you the solutions adapted to your needs in terms of digitisation of your documents.

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