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Technology to Help You Go Paperless

Technology to Help You Go Paperless

By taking advantage of the available technology today, making the transition to a paperless office has become fairly simple. Today’s post will cover how cloud-based software and office equipment can help you to be well on your way.
Cloud-Based Real Estate and Property Management Software

The use of a cloud-based real estate and property management software is one of the most important components of your paperless office. The ideal software should include both the bookkeeping and accounting solutions in one complete package. Your chosen technology should provide easy reconciliation of bank statements and a portal to accept online payments from your customers. It should allow you the ability to generate and email letters, owners statements and reports, and work orders. It should have a portal to accept and schedule tenant repair and maintenance requests, as well as ways for prospective tenants to submit applications and other required information. Lastly, your chosen technology should cloud-based access to records and contacts as well as safe and secure storage of documents and information.

Scanners and Electronic Filing

Document scanning is the quickest and easiest way to reduce the amount of paper in your office and safely store things digitally. There are several scanners available for paperless management by reliable brands such as HP, Canon and Fujitsu. Price does play a factor in your decision on which machine you would like to purchase. Prioritize the features that are valuable to your office, and you’re sure to find several great models on the market. Some standard scanner features include duplex imaging and a USB connection. The speed of the scanner is also important, along with having an auto-document feeder, business card scanning, and a good software package so that it is easy to use. You will also need to decide if you need a scanner with network capabilities.

Another very important aspect of setting up a paperless office is the development and implementation of a well-designed filing system. What you put into the system is what you will receive from it, so its very important to do advanced planning in this area. You will need to identify what types of documents will be electronically stored. You will also need to determine folder naming requirements .. something that is simple and easy to remember. Determine the structure for your document folders, i.e. whether or not you will need subfolders crestor drug. Another consideration is who will need access to your folders, and who will be responsible for maintaining your folders.

These are just a couple of implementations you could make in your office to assist you in achieving your paperless office. There may be others that come to mind when you begin to plan your transition.

My next, and final, post in this series will discuss electronic payments.  You definitely don’t want to miss it!  Subscribe below to stay on top of the information.

Some information compiled by and obtained from www.appfolio.com.

Your Opportunities for a Paperless Office

Your Opportunities for a Paperless Office

Opportunities to achieve a paperless office are endless and just take a little imagination.  Below you will find a list of areas you can go paperless in your office.  After you read through the list, prioritize your paperless opportunities to help you understand which areas to focus on first.
Communications

The opportunities for paperless communication exists with owners, purchasers, sellers, tenants and vendors (just to name a few). Instead of mailing your correspondence to your contacts, use email.  The use of email for your correspondence will save you money on postage, paper and time.

Leases, Rental Applications and Purchase Contracts

Move the use of leases, applications, contracts and agreements to the use of online documents.  All of these documents can be completed and stored online for access wherever you may be. Your office will be benefited by saving time, elimination of paper files, and better tracking of documents.

Distribution of Payments to Vendors and Owners

Stop writing paper checks and make your bill payments and owners distributions online using ACH.  You can also use your business credit card to make payments if your vendors accept them. Utilizing online payment systems for vendors and owners allows you to save time, save paper, and pay your bills faster.

Collection of Commissions and Rent Payments Online

Offer opportunities of cloud-based payment solutions to your customers. Most bookkeeping and accounting software have the ability to allow your customer to pay immediately upon receipt of their invoice. Taking advantage of accepting online payments means no checks to process and manage each month, getting paid faster for your services, and no more trips to the bank.

These are just a few of the areas you could incorporate going paperless into your office.  If you think about the things you do every day that involve paper, I’m sure you can come up with many ways to make the transition.

My next post in the “Going Paperless” series will discuss cloud-based software and some types of office equipment you can use to assist in the transition to your paperless office.  Make sure you don’t miss it by subscribing to my blog post updates below!

Some information compiled by and obtained from www.appfolio.com.