Once this would have seemed impossible but now the leaps and bounds of the digital era means the concept of “paperless” is gaining momentum in business and personal life.
We wish to share with you some tips so it is win-win for you and us as we move towards a new financial year which involves our “big folder mailout”, the record keeping system which has worked wonderfully well since we introduced it.
Now is the time for a re-think towards “paperless”. We are progressively receiving from you documents by email which are clicked away for safe-keeping to our system folders. We have Xero to Xero file and invoice sharing, and Dropbox for large file uploading. Very likely your mailbox at the gate no longer fills with bank statements, invoices or utility bills because you have opted to receive them by email. In turn you can save these to your own system for sending to us at year end or email them directly as you receive them. If you are already on Xero then you already have an individual email address to upload files directly. There is no need to produce more paper by printing out unnecessarily.
Some of the paperless process is possible because IRD now accepts digital copies of source documents and electronic signing of documents is now legally recognised. This process will accelerate.
Here in our office we are well on board with “paperless” and our scanner is almost as busy as the staff. Once stored securely the redundant paper is sent by secure means to recycling heaven. You too are likely to have a scanner so the paperwork that does come your way can be likewise taken care of.
The process to paperless is transitional and not one we are demanding of you, but it can be quite satisfying leading to time and profit efficiencies in your business.
This is a taste of what we would like you to consider ahead of the folder mailout. It may help you to decide if you still actually need one for your hard copy record keeping for the year ahead.
We will be in touch about this shortly.