BTACT - Woodland Hills Quickbooks Enterprise

Document Management, of course this is electronic, for all versions of QuickBooks 2010.  This is a really huge item for so many reasons.

• It is the “green” thing to do.  Why waste more trees when documents can be run through the scanner instead of the copier.
• Why waste the time to have a file clerk misfile papers instead of attaching the documents to the place where the documents should be: with the accounting transaction.
• It is easier to train a staff member to scan a document than to teach them how to file.
• God forbid the documents are really needed and they don’t have to be pulled from storage, or are “in the boss’ garage”.
• And one other “God forbid”……….that the Company gets a government audit.  When the auditor finds out that all docs are scanned and attached, the scope, time and effort to get through the audit will drop dramatically.

So here is what you get: a simple “aim and shoot” document management system.  As a transaction is completed, then an “attach” icon is on the screen, which can be clicked.  The document or documents are scanned.  The storage is “in the cloud”, hosted by Intuit.  The first 10Mb are free, then there is a charge.

What you don’t get: a comprehensive, corporate-wide document control system.

So is what QuickBooks offers worth anything? This is a great tool to the company moving into the electronic document management age.  It is simple to use, easy to retrieve and secure.  When I look at what goes on in a corporation, the big thing is the security of accounting records.  To have the accounting records detached from all other parts of the corporate workflows and documents is a good thing.  This is a branded, integrated Intuit QuickBooks product, so it will always work with QuickBooks.  If any questions arise, then QuickBooks tech support can answer any and all of the questions that may arise.

Can electronic document management work with every company? The simple answer is “yes”.   I did a job for a business with an elderly patriarch that held the “power of the pen” to sign all checks.  We tried a variety of ways to use a document management system.  In the end, check signer was presented a computer-prepared check for signature with all the assorted support papers attached.  AFTER the check was signed, the support papers were all scanned into QuickBooks and then schredded.  What was presented to the check signer had not changed in fifty years.  AFTER the check was signed, then new technology was applied.

What can make document management fail? A series of things can work against a Company.

• Poor planning of the use of document management (”DM”).  There are a bunch of areas where DM can be used; have all been contemplated?
• Shallow use of DM.  It may seem like support for bills and invoices may work, but that is only the start.
• Lack of documentation of the system.  Each person puts their own flavor into the system rather than having the whole system defined.
• No person in charge to manage and oversee.  Just think, this is potentially replacing all the old file cabinets.  Shouldn’t someone be responsible?

If this sounds like a great addition for your Company, but you need some help, contact us at info@btact.com or call 818.222.1743 x 204.

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