Never Spend Time on Searching Invoices Again

No matter whether it’s the beginning of the month, when your tax advisor or the accounting department needs documents for the previous month’s statement, or the beginning of the year, when the tax return is due: for many, it marks the start of the great search for invoices. Irrelevant of how well documents are organized, up until now, they were almost never complete. But note, we said: up until now!

One of the reasons for this is the fact that invoices arrive in more and more different ways: as downloads in customer portals, via email, or traditionally by post. In addition to that, there are the outgoing invoices, which can be found in several different systems, too, and receipts that “disappear” in pockets, folders and boxes. To bring all those together promptly is extremely time-consuming and error-prone when carried out manually – in short: managing invoices is otiose. These days, however, the manual process is no longer necessary. Even the introduction of a document management software is not a requirement, although digital document management is the key to better invoice management and more efficient processes; because a software like GetMyInvoices automates preparatory accounting, and it only needs five simple steps.

One of the reasons for this is the fact that invoices arrive in more and more different ways: as downloads in customer portals, via email, or traditionally by post. In addition to that, there are the outgoing invoices, which can be found in several different systems, too, and receipts that “disappear” in pockets, folders and boxes. To bring all those together promptly is extremely time-consuming and error-prone when carried out manually – in short: managing invoices is otiose. These days, however, the manual process is no longer necessary. Even the introduction of a document management software is not a requirement, although digital document management is the key to better invoice management and more efficient processes; because a software like GetMyInvoices automates preparatory accounting, and it only needs five simple steps.

1. Link email postbox

Because invoice dispatch via email has become quite common, one step consists of connecting the email postboxes that receive invoices with the invoice management solution. This means that the software can monitor the postboxes. Emails containing invoices or the ones that are invoices themselves are recognized and automatically saved in the central document management of a cloud system – so that no emailed invoice will ever be lost again.

2. Connect portals

Be it the phone company’s customer portal or that of your software manufacturer, electricity provider or car-rental company – enter the access data for your customer portals just once, and decide from which date onwards invoices are supposed to be downloaded! From then on, the download will take place automatically, and the manual log-in to umpteen portals and downloading of invoices is a thing of the past.

3. Link more solutions

Do you use a separate software for creating outgoing invoices? Or do you receive those when you sell products on marketplaces like Amazon, Alibaba or Rakuten? Just link those with our invoice management software to make sure your documents are imported automatically!

4. Use the scan app

Install and use our scan app for Android and iOS on your smartphone! With the app, receipts that occur on the go, like fuel or entertainment receipts, can be captured quickly and easily – even when you’re offline. As soon as your device establishes an internet connection, the respective document will be uploaded to the cloud, where it can be processed. It’s also possible to scan and manage invoices this way. You can destroy the according paper documents and utilize the space in your pockets and boxes for something else.

5. Manage documents

All invoices and receipts are available in the central document management in the cloud. All that’s left for you to do is to organize them. Make use of all the options, assign tags, verify the automatically read information and complement it, if necessary! You’re also able to specify what should happen to those documents – whether they should be automatically archived and/or be transferred to a different application, like your accounting system, or to your tax consultant!

And that’s it! From now on, the motto is: Don’t search, just find. The required invoices are available and ready for further processing in the linked synchronisation applications. Should you – or an auditor – ever need a specific document, it can be easily found by simply using the web browser to log in to the SaaS solution. Here, all documents are displayed according to diverse criteria, for example sorted by date or by tags. Moreover, they can be displayed via full text search within seconds. This means you can find the current monthly Amazon statement, a phone invoice from two years ago or the entertainment receipt from a specific business dinner.

Try it now – free of charge and without commitment!