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Published on June 13, 2023

NEW darwin.Cloud feature: Store copies of your bills online

darwin dot cloud lets you store copies of your bills online. Scanned copies of your bills are stored on the same screen where you input your bills

darwin.Cloud options for storing your bills online

When you are using darwin.Cloud, and you are looking at a bill, you can see the original copy of the bill that someone uploaded.  It might not be a bill you uploaded yourself.  Anyone in your company can upload copies of your bills - and then anyone with the right permissions can view the bill.  To upload bills in darwin.Cloud, you can select a file from your computer and just upload it.  But there's another unique feature in darwin for managing Accounts Payable.  Every bill you enter (or import) into darwin will have it's own unique email address.  Anyone can email a PDF to the email address of the bill.  The copy of the bill will store in darwin's online storage and then attach itself to the correct payable.

Storing scanned images of your Accounts Payable (AP) bills can provide many benefits to your team. Here are a few of the key advantages:

Easy Document Retrieval: Scanning and storing AP bills digitally allows accountants to access and retrieve documents quickly and easily. Instead of manually searching through stacks of physical paperwork, accountants can simply search for specific invoices or bills using keywords or metadata. This saves time and improves efficiency.

Enhanced Organization: Digital storage of scanned AP bills enables better organization and categorization of documents. AccountTECH users store the copies of their bills inside of the entry of the bill into darwin.Cloud. This means that if you need to see all bills in a date range, you can just filter bills by the dates you want and you'll have all the bills at your fingertips. Or search for bills from one supplier... all of the scanned copies of your bills will be right there

Space and Cost Savings: Storing scanned images eliminates the need for physical storage space, such as filing cabinets or storage rooms. This can significantly reduce the costs associated with printing, paper, ink, and physical storage supplies. More importantly, alot of accounting departments are remote. So now you can have access to all your bills no matter where your bookkeeper is working.

Disaster Recovery and Business Continuity: Physical documents are susceptible to loss or damage from events like fires, floods, or theft. By storing scanned images in secure digital systems, like darwin, accountants ensure that important AP bills are protected and can be easily restored in case of an unforeseen event. This promotes business continuity and mitigates the risk of data loss.

Collaboration and Remote Access: Storing scanned AP bills digitally facilitates collaboration among team members, especially in remote or distributed work environments. Accountants can share documents electronically, allowing multiple individuals to access and review them simultaneously. Remote access also enables flexibility in terms of working from different locations or granting access to external auditors or stakeholders.

Improved Compliance and Audit Trail: Scanned images of AP bills can help maintain a comprehensive audit trail. The digital storage allows for easy tracking of document history, including revisions, approvals, and comments. This level of transparency and accountability supports compliance with regulations and provides a reliable record for internal and external audits.

Watch this short video to learn more.

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