As a small company with many projects, everyone has a lot to do. It is therefore all the more important that daily processes are effective and cost little time. Since we have set ourselves the goal with fileee of making it easier for others to work with paperwork, it is obvious that we also place a special focus on this internally. To create an insight into how fileee can be used in companies, we would like to briefly share our workflows here.
Roughly, these can be divided into three steps:
As a company, we receive documents through different channels:
Paper: To digitise documents that we receive by post, we use a scanner. This is configured so that all scanned documents are automatically sent to the fileee email address. These documents are automatically synchronised with our account. The documents are then stored in the fileeeBox so that they can be found again quickly with the help of the colour scale.
Email: Our primary email account is linked to fileee. For example, PDF invoices from Amazon Marketplace merchants automatically end up in fileee. For some vendors, our fileee email (@my.fileee.com) address is stored as the billing address. Invoices to personal email addresses are simply forwarded to the fileee email.
Other portals: With some merchants, such as Amazon or PayPal, it is unfortunately not possible to have your invoices sent to you by e-mail. In this case, the invoices are downloaded manually from the respective website and then uploaded to the fileee account via the web app.
Except for downloading from the portals, we have all the documents we receive in one place very quickly and sometimes even completely without any effort.
The next step is to go through the documents. For example, it must be checked whether invoices have to be paid or whether they can simply be archived.
Archive documents: All new documents that come in first end up in the dashboard. The app automatically recognises most of the information contained in the documents, which saves a lot of work. If something is not recognised correctly straight away, this information is corrected or added so that the sender, type, date, invoice number and amount, customer numbers and account numbers are set correctly at the end.
Tags:
In addition, we assign tags for the different payment methods and for different categories. For example, a tag is assigned for each credit card and another for Paypal. This is especially useful when the documents are later transferred to the accounting department.
Reminders: A reminder is created for all documents where something still needs to be done. For example, when an invoice needs to be paid or a contract needs to be cancelled.
No document requires more than 30 seconds of working time. If, for example, an invoice has to be paid, a reminder is created and the next document is dealt with immediately. About two to three times a week, a staff member goes through all new documents. This never takes more than 10 minutes.
With the first two steps, order was brought to all documents in fileee. From now on, fileee helps to save time in many situations:
Paying bills: When paying bills, fileee helps me directly in several ways:
When a bill is due for payment, the app automatically reminds us. The calendar integration also allows us to see at a glance which invoices need to be paid and when without having to constantly check. With the help of the payment code integration of fileee, it is possible to open our local financial software with one click, in which all fields are filled in directly. Paid invoices can be marked as paid.
Submit receipts:To transfer documents to DATEV, all corresponding receipts are downloaded each month and then uploaded manually.
Find documents easily: By recognising the type of document, sender, date of issue, etc., it is possible to use the filter function to display all invoices issued by Telekom between March - August 2016, for example, with just a few clicks. Or you can filter the documents by cash vouchers for a certain period, which you have previously given the tag "company car". In addition, the full text search can be used to search for any terms in documents.
Documents grouped by sender: This function allows you to view all documents from a specific employee at a glance, such as contracts or sick notes.
Share documents with employees: Via a shared space, pay slips and other documents can be shared with employees directly via the fileee app.
Travel expense reports: Employees can search for receipts for a specific period directly in their account and export them in summary form as a travel expense report.
Retrieval: If an original document is needed after all, we can quickly search for it in fileee and it is shown in which box and where the document is located.
