Proof of delivery invaluable for businesses in age of the e-tailer

 

Online shopping continues to dominate the retail in industry, with statistics stating that a record one in four British pounds was spent online during November’s Black Friday deals, and online sales of non-food items represented an incredible 27.6% of total sales in the month of November 2016. With such almost inconceivable statistics highlighting the sheer volume of internet purchases, now is the time to digitise other parts of the logistics process for ecommerce businesses, says Peal Scan.

Proof of delivery scanning is one of the simplest and most effective ways to digitalise and streamline one of the many parts of the ecommerce puzzle according to the experts, which happens to be one of the country’s most prevalent document scanning specialists.

Naveed Ashraf, Managing Director of Pearl Scan Group, said, “Logistics companies and e-tailers with high volumes of deliveries often use the traditional method of storing paper-based proof of delivery forms in a traditional filing system. Although this has worked for many years, there’s no reason why businesses can’t embrace new technology and make their delivery processes faster and easier.”

Proof of delivery forms that are stored in paper format often cause serious delays; they can make it difficult to quickly locate a particular document, individual forms can be lost, misplaced or damaged, and they can take up an incredible amount of space. All of the negatives have made this method of storing proof of delivery documents outdated.

By eliminating the above issues, businesses are able to offer a more structured and comprehensive offering to customers, according to the document scanning experts. “The real crux of changing to digital forms of working and dealing with proof of delivery receipts are the benefits it brings to customers,” added Naveed. “By organising these documents in a computerised system and making them easily and quickly accessible, companies are able to offer a more personalised and rapid service to their customers.”

Why it makes sense to use invoice scanning automation

Document scanning and digitisation is not a new technology or process, yet it is being adopted by a range of industries at differing rates. While there are large scale campaigns to see the NHS move to a totally paperless operation and many libraries and archives are making the move to digital, research has shown that the Accounts Payable sector, driven by invoice scanning automation, is embracing document scanning at fast speeds.

Accounts Payable benefits from invoice scanning automation

The research, conducted by AIIM aimed to understand the use of paper in the workplace. Amongst other findings, it revealed that paper use was decreasing in Accounts Payables and Accounts Receivables departments by 41% and 39% respectively. Within this, invoice processing specifically was experiencing an, on average, 34% reduction in paper use.

At Pearl Scan we’ve long been promoting the benefits of invoice scanning automation and other invoice scanning services, and the findings of this research show that other organisations are also enjoying the business advantage this service can bring, resulting in this document scanning trend.

Cloud storage platforms leading the way

When further discussing the future of paper-free offices, the study also tackled the subject of cloud platforms. It found that 18% of respondents were actively looking into implementing the Cloud into their operations.

Why it makes sense to use our invoice scanning automation service

At Pearl Scan, we also understand the role that cloud based document storage platforms play in helping to realise a truly paperless office. That is why, as part of our invoice scanning automation service, customers also get access to our complimentary, in-house document management software, Pearl Cloud. Using this it is possible to store, manage and access scanned invoices and related documents at the simple click of a mouse, reducing the time that is wasted on searching for such files every day. This software is given to clients who use our invoice scanning service free of charge, making it silly not to use such a solution!

With the benefits of using invoice scanning automation so clear and simple to achieve, it makes sense for any accounts department looking to invest in better workflow processes for their staff to use it. Here at Pearl Scan, we’ve been helping finance teams to increase efficiency using document scanning for over a decade. Learn more about how you can also boost productivity using the service online

4 simple ways to streamline your HR department

Every manager and business owner strives to offer the facilities for their staff that enable them to streamline their processes and increase efficiency in the workplace. This is no different for HR departments across the country - an integral part of every organisation regardless of which industry it operates in. There are numerous ways to streamline a HR department (and HR files scanning is one of them!). Alongside investing in better HR document management procedures, here we have rounded up some simple ways to streamline your HR department, to reap the business benefits in the future.

Consolidate systems

A HR manager’s role may cover many duties including but not limited to: Payroll, staff training, recruitment, relationship management and more. Because of this, you may operate using various systems and packages on a daily basis, which increases costs, is time consuming and is detrimental to efficiency. Investing in one, central system or database that can help you to complete all of your duties will improve the workflow for your staff.

Reduce reliance on paper documents

Similar to the first point, relying on paper documents that are stored in various places around the office can also waste valuable time for your HR staff. Instead of using large volumes of paper documents and files, digitise and store them using a cloud based document management system. This will give your team access to all HR files whenever they are needed, at the simple click of a mouse.

Clarify your strategy

An effective team is one that is heading in the same direction, and using the same processes to get there. Without a clear strategy, time may be wasted due to staff using various disjointed methods to complete tasks, holding each other up and blocking other team members from getting their jobs done on time. Clarify your strategy in order to create a more streamlined environment for your HR staff.

Share ideas, but don’t block them

Team meetings can be both a blessing and a curse for offices around the country – while they are a good way to keep up to date with your team, holding too many or too long meetings can prevent your staff from completing their tasks for that day. Hold a meeting once a week, at a set time so that people can plan their schedules around it. This meeting can be used to identify any problems your employees may be having, so that steps can be made to put them right.

Investing in a high quality document management system is one way to streamline your HR department, alongside these other techniques. Get in touch with a member of our team today to learn how to implement such a system.