Companies are trying to create "paperless offices" and limit its use not only for the sake of our planet, but also for economic reasons. However, this is easier said than done. Reducing paper is difficult mainly because employees are accustomed to traditional documentation. Fortunately, technology and automation come to the rescue!

Did you know that the United States alone consumes 30% (1) of the world's paper production (and accounts for less than 5% of the world's population)? For every dollar spent printing documents, companies pay another $6 (2) to handle and distribute them. As many as 84% ​​of companies that implemented a "paperless" policy saw a return on investment in less than 18 months (3). Legal and finance departments use the most paper, followed by HR. And the main reason why companies are stuck with paper is... lack of management initiatives and getting used to reading traditional documentation. Organizing your work so that you don't have to print is not easy, but it is possible. The most important thing is to provide a convenient alternative that will make no one want to go back to paper.

How business applications replace paper

With business applications, you can organize your business processes so that paper is not needed. Our clients successfully transfer manually managed processes to the application, creating completely paperless offices (e.g. business trip requests, financial reports, invoices, surveys, settlement documents). Employees quickly discover that working without paper is more convenient - they do not have to manually make changes, copy and send documents by e-mail. They complete all their tasks in one place by logging in to the Qalcwise platform via a browser or phone.

Few people know that there is no obligation to keep paper copies. There are two ways to get rid of them. First: in the application, the last step of settlement may be generating a summary, e.g. PDF. We deliver the file to the finance department along with a scan of the original documents. The second method, which is also used by companies, is to apply to the relevant Tax Office for an opinion on whether an image of the document in a format in which no changes can be made is sufficient for inspection purposes. Most often, the interpretation is positive. Generally, both methods speed up and make the entire settlement process more transparent and convenient.

Using business applications in the cloud reduces paper consumption, costs and service time. All employees can online: make changes to documents, fill out forms and applications, report expenses by scanning - not photocopying - invoices. Applications also speed up the waiting time for approval - electronic circulation significantly facilitates document processing. Qalcwise applications shorten process management by up to 90%!

Does your company want to join the #paperless movement?

Try our platform for free (no credit card required) and if you would like to find out whether our solutions will adapt to your company, we invite you to schedule a demo.

Źródła:
(1) https://www.scientificamerican.com/article/american-consumption-habits/
(2) The InformIT Report
(3) AIIM Report