How can you save man-hours with the help of electronic document management, and not increase labor costs?

An electronic document management system is a system in the form of a computer program, software, etc., which allows you to organize and automate the work with documents at all stages as much as possible. That is, the functionality of the EDMS should include the ability to create, make changes, sign, store "papers" and some organizational capabilities (for example, search, classification). All this you can get using our service.

Many companies are postponing the transition to a modern document flow format, because at first glance, this process requires an investment of time and money. At the same time, they are missing out on new benefits, because EDF:

• speeds up the exchange of documents;
• allows you to quickly conclude deals with partners and clients and quickly move on to their execution;
• makes it possible to accept payment for goods / services in real time;
• saves man-hours on filling out documents, scanning them, storing and organizing

Protect yourself from coronavirus - switch to electronic document management with InstaDoc
If you, as an owner or director, want your company to be competitive, or you, as an employee, want to build up your competence and earn more (or have more time for self-development), then you need to save your time and money with the help of electronic document management right now! In the context of the coronavirus pandemic, the use of electronic document management will help you organize remote work and protect the team from the spread of infection. We are always ready to provide you with information support.

Electronic document flow saves time, but how to switch to it so that labor costs are reduced, and not increased?
Below is a classic list of recommended actions for a systemic transition to electronic document management.

1. Make adjustments to those regulations that govern the workflow, as well as to the accounting policy of the company. Take care of the development of instructions, teaching materials for everyone who takes part in the process: administrators, operators, etc. The key task of this stage is to figure it out! What you should pay attention to:
Electronic documents are not always signed immediately after a business transaction, the Law of Ukraine "On Accounting and Financial Reporting" allows you to sign a primary document after a business transaction, but if documents are signed, for example, a year after the business transaction, then this may arouse the suspicion of inspectors. But the “late” signing of documents may also be the result of a minor error, and not the absence of business operations in principle, therefore all such moments are prescribed in advance in the regulation on electronic document management. An example of such a situation is here
It is necessary to see how different types of signatures work, how to store documents if they are signed in different systems, how to check the validity of signatures on documents, etc. and tell your colleagues about it.

2. Analyze the current document exchange scheme. How many people are involved in this process? Which of the stages is the most time spent? Your task is to save money, that is, to minimize delays, to eliminate the losses that are inherent in paper chains, thanks to the digitalization of document flows.

3. The next step is to call us.
What do you get from using our service?

• Autocomplete document templates for various transactions;
• Convenient document builder for creating your own templates
• Safe exchange of documents.
• Safe storage of prepared “papers”, signed electronic and scanned paper documents.
• Signing documents with a qualified electronic signature and the ability to verify the signed ones.

4. Get involved in the design of electronic digital signatures for responsible executors. In order not to distract employees on a trip to the ACSK STS, you can use our service - “Exit registration of qualified electronic signatures”.

5. Organize EDF between enterprises, namely, bring them information about a new way of exchanging documents. Some will have to send an invitation to join the workflow via electronic communication channels. If your counterparty uses an EDF system that is different from yours, do not worry, everyone can sign and store documents in the system that he likes or trusts more.

But more often there is a “situational” approach to the introduction of EDI, i.e. if an enterprise or a sole proprietor has a need to urgently sign any document, then the transition begins with it.

In total, electronic document management is not just fashionable, it is becoming a requirement of the time, and soon a daily necessity. With electronic document management, you can save time and invest in new opportunities.