Utmost efficiency is vital to any nonprofit’s ability to fulfill its mission and serve as many people and organizations as possible. Your nonprofit must also be efficient if you want to attract sponsors whose support is crucial for sustaining operations and fulfilling the organization's goals. One way to make your nonprofit’s operations as systematic as possible is to streamline the way you manage important documents by adopting paperless solutions, such as PaperSave.
How do paperless solutions make your nonprofit more efficient?
Paperless technologies use electronic documents or convert paper documents into digital files that are easy to modify, reproduce, transmit, and secure. Going paperless will allow your staff to manage paperwork more efficiently in the following ways:
1. Speed up invoice and gift processing
In paper-based document management, data from gifts and invoices are manually extracted, organized, and stored. This task can take anywhere from a few minutes to several hours, depending on factors like the number of documents and your employees’ speed. Paperless technologies can automate these processes and reduce their completion time to a few seconds.
PaperSave, for instance, uses invoice management workflows that automate data encoding and other crucial steps, expediting invoice and gift processing and reducing the amount of manual labor involved. These workflows can be built using system-designed templates or you can make your own if your nonprofit has specific needs. PaperSave can also capture and organize donation data with little need for manual input from your staff.
2. Eliminate manual data entry
Manual data entry is prone to human error. Unfortunately, even a tiny mistake can mess up your figures and complicate the auditing process. With PaperSave, you can even capture data straight from paper documents using the camera on your phone. Just install the PaperSave mobile app and take a photo of the document. The software will automatically extract and convert the data into an electronic file, and organize it for easy storage.
3. Create a digital paper trail
A paper trail is necessary for transparency, accountability, and compliance. However, storing and actually using the paper trail can become difficult after you’ve accumulated years’ worth of paper documents. Just searching through your records can take so much of your employees’ time. Paperless solutions use digital paper trails that are easy to trace and do not take up a lot of space in your office. And unlike paper documents, these digital records are not prone to loss or damage.
4. Simplify document retrieval
Having easy access to supporting documents is important, whether you’re preparing for an audit or doing something as simple as confirming the previous week’s donations. But if you depend on paper documents, you may have to spend several minutes at a time going through steel cabinets just to locate the files you need. This isn’t an issue in a paperless office.
Paperless solutions offer a quick and convenient way to find the files you need. If you’re using a CRM solution, PaperSave syncs with your system’s query tool. Just create a query and you’ll get the files you need within a few clicks.
5. Enable flexible working options
If your team spends a lot of time in the field or out of the office to engage stakeholders, then you’ll benefit much from paperless technologies. Most of these solutions use cloud servers to store data. This means your staff can access crucial documents and finish their tasks anywhere as long as they are online and using an internet-connected device. They won’t have to wait to get to the office to send reports, pull up records, or input gift data into your system.
PaperSave offers paperless solutions that help nonprofits and other organizations save time and accomplish more. Schedule a free personalized demo today to learn more about our products.