Odds are, businesses track their general ledger in ERP solutions as opposed to a physical book. Digital records are easier to share, update and save. They also reduce inaccurate records caused by lost documents and misinterpreting poor handwriting. Not to mention, eliminating endless physical copies is better for the environment.
Most offices aren’t completely paperless, however. Some employees can’t break their addiction to physical documents, or maybe the organization simply doesn’t have the infrastructure in place to make digital data processes practical.
Modern business software makes information procedures easier than ever and new tools not only outperform paper options, they do so while providing the same benefits. Here are three ways a small business can commit to streamlining their infrastructure while giving paper documents the boot:
Mobile Tools
The major advantage paper previously held over ERP documents was that an employee could carry the information around with them. This was true when desktop computers were the go-to option for small businesses, but mobile ERP solutions make software solutions just as convenient and much smarter than physical documents.
Entrepreneur described how companies waste a lot of money on paper copies. Instead of creating numerous duplicates, cloud-deployed software solutions can share information with all approved users. Digital copies are easier to store and compare to other records. Information is convenient and each change made to a file in a centralized solution is visible to all relevant stakeholders.
ERP solutions for manufacturing and inventory provide mobile features for employees who don’t work at a desk. Mobile software users can walk warehouse aisles with a personal device to perform inventory counts and monitor production line performance. There’s no need for clipboards or managers having to hand deliver manufacturing work orders to company decision-makers.
Electronic documents
Some may worry about moving certain business operations to digital options due to security concerns. Many companies want signatures on certain documents to ensure a legal paper trail. They also avoid putting information in the cloud for fear of cybercriminals.
Organizations that drag their heels on ERP adoption should look into modern solutions for their concerns. Cloud ERP providers update their security in response to news about cyber-attacks and most systems are safer than what a small business with limited tech resources can create.
Digital documents offer features like eSignatures to ensure the right parties approve and see certain documents. Modern ERP solutions work with advanced programs that can replace paper contracts, receipts, invoices and checks. An ERP consultant should be able to recommend a third party program that offers the special electronic documentation performance that a company requires for its regular operations.
ERP solutions for business partners
People don’t write letters anymore, they send emails or text. If a company is still using paper to regularly communicate with its consumers or business partners than it may want to investigate faster, more efficient options.
Streamlined communications require integrated ERP and CRM solutions. CRM solutions help companies listen to and speak with customers. NetSuite offers a single CRM, ERP and eCommerce solution for all business procedures, providing users with complete and accurate information.
Internet Retailer detailed NetSuite updates made in 2015 to simplify business-to-business interactions. Instead of sending checks and paper documents, two companies can now use the business software system to exchange payments and updated data concerning agreements. Not only will partnerships suffer less from miscommunications, but the innovative software solutions keeps information more visible than files shoved in a cabinet.
