Whether at the beginning of the month, when the tax advisor or accounting department needs the receipts for the previous monthly financial statements, or at the beginning of the year, when the tax return is due: For many people, that is when the big search for invoices begins. No matter how well the evidence was compiled, it has almost never been complete. Mind you – so far!
The reasons for this are that invoices arrive in more and more different ways: as downloads from customer portals, by email or, in the traditional way, by post. In addition, there are outgoing invoices, which in some cases are also in different systems, and receipts that “disappear” in bags, compartments and boxes. Bringing them all together in one place in a timely manner is extremely time-consuming and error-prone when done manually. In short: managing invoices is pointless. But this manual process is no longer necessary. There is also no need to introduce document management software, even though digital document management is the key to better invoice management and a more efficient approach. Because software like GetMyInvoices automates the preparatory accounting. Only five steps are required.
- Connect mailbox Since sending invoices via email is widespread, one step is to link the email inboxes through which invoices arrive with the invoice management solution. Then the software can monitor the mailboxes. Emails that contain invoices or are the invoice themselves are recognized and automatically saved in the central document management in a cloud. This means no more email invoices will be lost.
- Connect portals Whether the customer portal of the telephone provider, the software manufacturer, the electricity provider or the rental car company - store the access data for your customer portals and specify when the invoices should be downloaded! The download will then take place automatically. Manually logging into countless portals and downloading invoices is a thing of the past.
- Link other solutions Do you use separate software in which you create sales invoices? Or do you get this when you sell products through marketplaces like Amazon, Alibaba or Rakuten? Then connect this to our invoice management software so that your receipts are imported automatically!
- Use scanning app Install and use our scanning app for Android and iOS on your smartphone! You can use this to quickly record receipts that arise on the go, such as the fuel receipt or the hospitality receipt - even offline. Once the device has an internet connection, the document is uploaded to the cloud where it can be edited. Scanning and managing invoices is also possible in this way. You can destroy the paper receipts and use the space in your bags, boxes and boxes for something better.
- Manage documents All invoices and receipts are available in the central document management in the cloud. From there you just have to organize them. Use the options and assign tags, check the information you have already read and add it if necessary! You can also define what should happen with the receipts - whether you want to archive them automatically and/or transfer them to another application such as your accounting system or to the tax advisor!
That’s it. From now on it’s time to find instead of search. In the linked applications for synchronization, the desired invoices are immediately available for further processing. If you – or an auditor – ever need a specific document, it can be easily found. All you need to do is log in to the SaaS solution via a web browser. All documents can then be displayed according to various criteria, for example sorted by date or by tags. They can also be displayed within seconds using a full-text search. For example, you can find the current Amazon monthly bill, the telephone bill from two years ago or the entertainment receipt for a specific business meal.
