Paperless software: five advantages of an ERP system.

Paperless software solves one of the biggest problems of the data age: meters of files, dusty folders and lots of printer ink.

The paperless age is here, and it promises to put an end to paper in business due to its many advantages. In a paperless office, paper documents are completely replaced by IT-supported processes. This means that all company documents are processed, stored, and transmitted electronically.

We explain how a paperless office can benefit your company and why only an ERP system can unlock the full potential of your paperless software.

Paperless software: the five advantages you should know

A paperless office sounds efficient and streamlined, but there are many more advantages than the obvious. Read on to find out what benefits an ERP system with paperless software can offer your business.

Faster access to historical documents

Especially in larger companies, where a great deal of data is usually produced and managed, there is a high risk that mountains of files will accumulate at some point. 

Often the files are kept in separate archives, which makes access extremely difficult for employees. 

Thanks to centralized and digital data storage, a company’s documents can be fully available to all employees. And this happens in real time, without time-consuming searches through files.

Search and find information in all departments

Digitizing documents lays the foundation for an efficient search for specific information in different data sets.

If the files are in digital format, they can be easily searched using a search function, and the information sought can be found quickly.

Furthermore, digitized documents can be stored centrally in a database. This prevents the formation of data silos, which can lead to discrepancies between departments and legal problems.

For example, an order isn’t being processed because the logistics department hasn’t yet received it and reordered the goods. The necessary documents have to be moved from one department to another within the company, and that takes time.

Thanks to a paperless software solution, this communication between departments becomes an automatic and fluid process, reducing potential problems and improving communication. 

Automate processes

In the paperless office, documents become data. This creates the conditions for the automation of processes.

Accounting requires many documents that are generated between you, your customers, your suppliers, and other stakeholders. If these documents are available digitally, they can be automatically processed in an ERP system such as… SAP Business One are processed.

This saves time at work, rework due to input errors, and last but not least, a lot of printed paper.

Mobile access to documents and data

Traveling employees have no access to documents in the office. This is different in a paperless office.

Employees can log in via a web interface anytime and from anywhere using any internet-enabled device and request the required data.

Thanks to location-independent access to data, there is no longer a conflict between mobility and productivity. All employees have the same working opportunities, regardless of whether they work in the office, from home, or on the go.

Making virtual collaboration more efficient

Increasingly, teams are no longer located in the same place. They also collaborate virtually via the internet.

However, if documents are required for this collaboration, they must first be submitted, which is a cumbersome process. In a paperless office, this logistics are no longer necessary.

All team members can access the documents from anywhere. The same applies to collaboration with partners.

A company can grant external parties access to relevant documents, leading to significantly more productive collaboration.

Paperless office: How ERP systems can help

Going paperless is easier said than done. Especially in larger companies, the switch from paper data to electronic data often proves to be a monumental task that should not be underestimated.

Companies that rely on ERP systems like SAP Business One and SAP Business ByDesign find the transition easier. These systems help them automate business processes and integrate all areas of the company.

An ERP system thus forms the basis for an effective paperless office. The networking of all areas prevents data silos and creates the foundation for efficient data and document exchange.

Without an ERP system, while it’s possible to work with digital documents in many areas, neither their creation nor their distribution benefits from it. The data would still have to be retrieved and sent manually.

SAP Business One and SAP Business ByDesign are also modular in design. Therefore, there are practical solutions for both ERP systems to set up a largely paperless office.

From document management systems and electronic signatures to automated processing of receipts, for example in accounting, paperless software helps you enter the paperless age with all its advantages. If you would like us to show you how we can help, schedule a free consultation with us.