Every entrepreneur, regardless of the size and nature of his business, cares about effective and efficient work. Running a business efficiently is possible thanks to the introduction of IT solutions into the company. An excellent, often recommended option is Electronic Document Circulation. What exactly is EOD? What are its benefits and how to implement it? How can the Qalcwise no-code platform help you create a document circulation program?

What is Electronic Document Circulation? 

Electronic Document Circulation (EOD, Document Management System) is a multi-module platform, usually created on the basis of low-code or no-code (Qalcwise leans towards the second proposal). Its most important function is the conversion of printed, traditional documents (e.g. invoices, work schedules, leave applications, attendance lists) into electronic equivalents - most often converted as Excel or PDF files. A document circulation program offers enormous possibilities - unlike the classic document circulation. More and more companies interested in work optimization are abandoning offices cluttered with paper and switching to EOD.

How it works Electronic Document Circulation? 

The operation of the electronic document circulation program is simple and intuitive. Emphasis is placed on the efficient exchange of contracts, invoices, applications and other important documents - not only among employees, but also between contractors (Get to know the modules of our EOD application). To be able to rotate documents remotely, they must first be entered into the system. The matter is simpler if we are dealing with the so-called internal document. Paper that enters the company from outside (mainly electronic invoices, duplicate invoices, orders, purchase orders) and is available in traditional form should be scanned and then entered into the system. However, subsequent data (e.g. on delegation settlement) they do not have to be entered every time to EOD. The process is automatic.

Operation of Electronic Document Circulation – examples of situations 

Electronic Document Circulation affects improving communication between teams in the company and time reduction making important decisions.

How does it look in practice?

Let's see the first example, v holiday context. An employee who has submitted a leave application electronically does not have to navigate between departments and wait long for a response. When the superior accepts a given request, the document is sent to HR, and the subordinate quickly receives a response to his or her individual account in the system or e-mail. The process of assigning and accepting purchase invoices is slightly different. First, the invoice enters the system (if it is in paper form, it must be scanned). The cost document is automatically sent to the decision-maker who must approve it. After assigning the invoice, a mechanical, self-controlled transfer of money is sent to the client or contractor.

How does the HR department use EOD?

We will explain this using the example of annexing an employment contract. At the beginning, the superior and the employee of the subordinate department agree on the terms of the annex. Then, the HR department is obliged to prepare a draft e-document. The completed file is sent to the director who approves the annex or changes the agreed terms. The final step is for the employee to receive the attachment and sign it. The contract constructed in this way, signed by both parties, is scanned and placed in the subordinate's folder or individual account. The ability to attach an electronic signature allows you to completely eliminate paper contracts or traditional company documents. 

How else can Electronic Document Circulation help? 

Electronic Document Circulation offers many possibilities. Its most popular functionalities, applicable to almost every enterprise (employing several employees), are:

• paying salaries (appropriate HR and payroll program),
• circulation of cost invoices, correspondence, orders, leave applications (electronic leave applications)
• employee data management,
• generating contracts based on templates,
• settlement of business trips and expenses,
• processes related to the acceptance of documents,
• project management, payments, contracts,
• Document Archiving,
• records and register of working time,
• reporting demands.

Electronic Document Circulation – the most important advantages and disadvantages 

Mobility, modernity 

Undoubtedly, the greatest advantage - and revolutionary feature - of Electronic Document Circulation is remote control. All files are located in the cloud. An employee of any level can freely move between e-documents (those to which he is authorized to view) - print, view, modify, export, and send to other people. All this happens in real time, from anywhere on Earth. All you need is access to an electronic device, such as a computer, tablet or smartphone.

Easy and efficient document search 

Extensive documentation is an everyday part of every company. Accountants know that they cannot - just like that - throw away company documents. For example, the Labor Code contains a note on the obligation and period of keeping employee files. Such documentation should be kept not only for the entire period of the employee's employment, but also for 10 years after the expiry of the employment relationship. No wonder that searching for contracts from many years ago must be one of the most burdensome accounting experiences. Electronic Document Circulation prevents tedious, monotonous searches. Searching for documents using a modern document program takes just a few moments. It is possible to filter letters according to specific parameters and search by content. The document you are looking for is just a few clicks away.

Smooth flow of information in the company 

Thanks to Electronic Document Circulation, even ordinary employees have access to authorized documents - including the most up-to-date versions of letters - and the latest information. They can review papers in real time, even from the couch in their living room. This is something that traditional document circulation does not allow.

Smooth flow of information in the company 

Electronic Document Circulation means significant time savings and better work organization. Employees do not have to look for desired documents in archives or extensive folders (this can take long hours). All documentation is located in the cloud, and the search will take a moment. But that's not all. EOD allows you to create and modify task lists - organized and assigned to specific people. When a specific stage of action comes, the IT system always sends notifications.

Data safety 

Protecting traditionally stored documents carries the risk that the forms will fall into the wrong hands, get lost, or be destroyed. Electronic Document Circulation enables safe storage of contracts, invoices and other important documents. Only an authorized person has access to a specific e-document (it is easy to approve and check). The IT system allows you to trace the route a given file has taken. You can easily check who viewed the document and when, as well as what changes were made to it. Nothing will be hidden anymore.

Lower company operating costs 

In these troubled times, entrepreneurs can no longer afford to take risky actions and waste money. They are looking for simplifications and ways to reduce expenses. Electronic Document Circulation is an excellent investment. With its presence, there is no longer a need for traditional documentation storage - there are no fees for some office rooms and warehouses, as well as for stationery materials and accessories. Accountants do not have to waste valuable time on ineffective activities, e.g. searching for invoices. Instead, they can focus on more important tasks.

What are the disadvantages of Electronic Document Circulation? 

Electronic Document Circulation does not have many disadvantages. If there are any complications, they are most often related to incorrect operation of the program. For example: it may happen that employees exceed their authorizations and read documents to which they should not have access. Sometimes, EOD also reveals errors at the stage of cataloging letters.

How to implement Electronic Document Circulation in the company? 

Electronic Document Circulation is Qalcwise's "specialty". In line with our company's philosophy, document software is created based on no-code, i.e. tools that allow you to create an advanced application without programming. This is an innovative method used by more and more entrepreneurs. The process of creating EOD (and any other application) using no-code is very simple. We start by planning and designing the desired application. Then comes the stage of database configuration, when simple tables and Excel commands play an important role. The next step is to create a user interface. This is also the perfect time to add business logic to the program. The final stage is testing and implementing the platform.

Don't understand everything yet? Black magic? You will learn about the no-code solution and the stage of creating a simple application (not only a program for electronic document circulation), according to Qalcwise here.