Digital administration: advantages and approach
May 2023 – Companies today are more accessible than ever, through all kinds of channels. Digitisation can ease the pressure on administration. We focus on three fronts: the digital archive, digital customer management and digital accounting.
E-mail, social media, letters, invoices, digital platforms: the average SME receives tons of data every day through various sources and channels. All that data, both digital and paper, needs to be collected, organised and routed to the right service and the right person - and preferably as quickly as possible.
If you want to do that smoothly and efficiently, digitisation is a must.
Benefits of the digital archive
Do you store all documents digitally, on your own server or in the cloud? Then you will get rid of the paper mountain straight away. A digital archive also offers many other advantages:
Quickly searchable
Are you looking for a document? You enter a few terms via the computer and the requested document appears. Documents are never lost again.
Always and everywhere available
You can access a digital archive using your smartphone, tablet or computer. Day or night, at home or in the office: the archive is always there for you.
Modify documents in no time at all
You do not need to scan and/or print anything, but change directly in the source file as often as you like. Different versions can co-exist peacefully. Collaborating online on the same document is easy.
Benefits of digital customer management
The days of slipcases containing data per customer, possibly arranged by turnover, are long gone. Yet that archaic approach is still the reality in many companies today. These are the advantages of digital customer management:
Relevant info is available to everyone
A digital customer database is accessible to all employees online by authorisation level and easily searchable by computer, tablet or smartphone.
Information is always up-to-date
Link your customer database to your cash register or sales management system so that important customer information, such as sales history, is automatically included in the customer file.
Link your crm to other processes
Digital customer management increases the efficiency of various business processes because links with other departments are possible. As a result, the follow-up of invoicing and payments is largely automatic, reducing the pressure on your administration and making it easy to identify defaulters.
Advantages of digital accounting
Digital document processing, as described above, offers many advantages - also for a company's accounting department. You save a lot of time as well as money when outgoing and incoming invoices are automatically prepared for accounting processing. For this, two things are essential:
e-invoicing
Electronic invoices in XML or PDF format are automatically bookable in your accounting software. If you link your administration software to your accounting package, the follow-up of incoming and outgoing invoices is almost fully automatic.
Electronic bank statements
CODA files are electronic bank statements that you download from your financial institution or a third party. Then upload the files to your accounting package and the software does the rest. So you always get an up-to-date overview of all paid and outstanding invoices without having to invest extra time.
