Whether you are a freelancer, a small or medium-sized company - although many work steps are often already digitized, it is rarely possible without postal mail. But this can also be easily digitized and fed into the relevant processes, for example via GetMyInvoices. Alexander Schneekloth, founder and managing director of Caya, explains how this works in this article.
Sorting the daily mail and, if necessary, distributing it throughout the company should not be underestimated in terms of effort and challenges. This is especially true now that home office is the order of the day for many employees. Given this situation, it can already prove difficult to empty the mailbox in the company every day and distribute the documents to the relevant employees. To do this, someone has to come to the office, sort the documents and then either scan them and forward them digitally or take them to the post office again. This costs postage and additional time, which can have fatal consequences, especially when it comes to invoices. Discount periods expire or claims cannot be paid on time. In addition, the accounting is not up to date.
Caya digitizes analog mail
However, these disadvantages can be easily eliminated with the help of Caya. Because our solution digitizes letter mail for private individuals, freelancers and companies. To do this, they automatically forward the mail addressed to them to one of our scanning centers using a forwarding order. Alternatively, you can inform your correspondents and pass them on the Caya Postbox address so that they can send their letters directly to us. The digitized documents are then made available on a daily basis in the Caya platform, which can be accessed via any web browser. Letter mail is also available in the mobile app. The integrated document management system Caya Document Cloud forms the basis for freelancers and company employees to be able to store, manage and edit all documents in an audit-proof manner, regardless of location.
Easy forwarding to GetMyInvoices
With Caya it is possible to forward mail to individual employees or to more than 30 applications. This also includes GetMyInvoices. Transferring documents to GetMyInvoices is particularly interesting for invoices. Because the invoice management solution offers a variety of useful functions related to these documents. These range from the automatic retrieval of invoices from thousands of sources so that all accounting-relevant documents are available in one place in the cloud, through automatic payment reconciliation to independent forwarding to accounting solutions and to the tax advisor.
Shorter lead time without manual effort
All Caya customers need to do is forward the desired document to their central GetMyInvoices mailbox. All files sent to GetMyInvoices will be displayed in the invoice management solution among the latest documents just a few moments later and can be further processed. The processing time for initially analogue invoices is significantly reduced and the documents are available where they are needed almost in real time. Advantages such as discounts can be exploited and efficient cash flow management is now possible. Since this happens with almost no manual effort for the employees, they are relieved of time-consuming, error-prone activities and can be used for value-adding tasks. No one really has to go to the office anymore just to get analogue mail and scan it if necessary.
About Caya:
Caya is a leading digitalization enabler for small and medium-sized companies. To do this, Caya digitizes its customers’ inboxes and offers a smart document management system with Document Cloud. With connections to more than 30 solutions, including accounting or project management software, Caya provides the basis for automated, digital business processes. The focus is on intuitive operation without high implementation hurdles or introduction effort. Further information www.getcaya.com
Alexander Schneekloth, Managing Director of Caya
