Small Business Saturday Blog

Three helpful ways your phone can reduce paperwork

Monday, June 12 at 10:56Digital | Plan | Planning | Small Business | Small Business Saturday


Paperwork is the eternal enemy of the small business, stealing valuable desk, shelf and cupboard space throughout your office and offering little in return. For a business like ours, paperwork can quickly get out of hand, become disorganised and cause havoc when we need to find one particular document.

The good news is that it doesn’t take a company-wide restructuring effort to seriously reduce your paperwork. Taking simple steps can drastically reduce the amount of paperwork you generate. Since we all carry a smartphone around with us, I thought I’d look at three easy ways you can use your phone to reduce your paperwork.


#1 Scan Receipts 

Go back to the mid ‘90s and a lot of small businesses would have had a similar expense filing methodology: Take your receipts, shove them in a drawer and hope you never need to find any specific receipt again. If your expense were ever queried, it was a mad scramble through boxes, cupboards and old storerooms in search of an elusive slip of paper that, in all likelihood, had been eaten by a mouse.

Thankfully, things are a bit easier now.

Filing is super easy in the digital era. If you use any new accounting software, there’s probably an option to snap a picture of your receipt on your phone and upload it to the service’s records. Alternatively, if you don’t have a subscription, you can snap pictures anyway and upload them to a free cloud storage service like Google Drive or Dropbox.

 It doesn’t have to stop at digitising purchase records, either. Get snap happy with your phone and scan invoices, payslips, utility bills and everything else for easy reference and peace of mind.


#2 Electronic signatures

If you’re dealing with someone over a long distance, signing a document can be an absolute nightmare. You print it, sign it and fax it over. They then sign it and re-fax it to you. Suddenly, there’s three pieces of paper in the world when you only needed one.

With electronic signatures, however, you can streamline the whole written agreement process, cutting down on both paperwork and wasted time. And with e-signatures set up on your phone, you can sign documents from anywhere in the world!


#3 Ditch your paper black book

A lot of businesses and business owners still swear by their black books and I’m not going to try and dissuade you if you use one. However, huge paper diaries stuffed with extra notes, letters and messages are a thing of the past and will almost certainly disintegrate or surprisingly disappear if you give it enough time.

Digitising your black book and saving it to your phone provides substantially more flexibility and security, ensuring you have access to all of your contacts, notes and communication wherever in the world you are.

About the Author - Gary Easton cut his teeth working at one of the Big Four auditors KPMG. However, a few years ago, Gary decided that SMEs deserves a better service and left to found Tax IQ, a specialist SME accountant based in Edinburgh.

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