With the use of apps and software you can go paperless with your bookkeeping – nobody wants piles of receipts laying around or space cluttered up with folders of invoices!
As well as helping the environment by not wasting paper, you will save yourself time. If you need to find a receipt or invoice, rather than hoping your filing has been done properly and that you’re looking in the correct file, you know that with a few clicks of a mouse you can find what you’re looking for.
This also means you’re less likely to lose a receipt – if you are out and about rather than just putting the receipt in your pocket or bag to deal with later, you can take a quick photo on an app on your phone and you know it will be dealt with by your bookkeeper (or yourself) the next time you log onto your software of choice.
Hubdoc is one piece of software that enables you to go paperless. You can download the Hubdoc app on your phone, to take photos of any receipts whilst out and about. Hubdoc will also give you a specific email address, so any invoices that come in by email you can just forward to your Hubdoc email. Then if your bookkeeper has access to your Hubdoc account, they can deal with all these expenses, putting them into your bookkeeping software and attaching the receipt or invoice – meaning you don’t have to keep hold of a paper copy.
You can also set Hubdoc up to automatically download invoices from certain suppliers, so you don’t even need to worry about them – things like phone bills, electricity bills, water bills, Screwfix, Jewson and PayPal to name just a few.
Hubdoc also links with Xero and QuickBooks, making it easy to attach a copy of your bills directly to the expense line in your bookkeeping software.
Dext is another piece of data capturing software, which works in a similar way to Hubdoc. You download an app, and use this to take photos, or forward emails on to your Dext account. Dext does link with more software though – Xero, QuickBooks, Sage Accounting, Freeagent and Kashflow. You can set up rules so that for example all receipts from Shell will be coded automatically to Fuel.
So, with one of these two apps and cloud based bookkeeping software such as Xero, QuickBooks or Freeagent there really is no need for paper receipts and invoices to be clogging up your space!
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