Plustek Connect

Why Accountants Need A Good Document Scanner

Even today a large portion of invoices and receipts still come in paper format, so scanning is very important for smooth functioning of the accounting and bookkeeping. You may be using a general purpose all-in-one printer or a dedicated desktop scanner to scan clients’ invoices and receipts. If you have ever felt it’s more time-consuming to scan these to your accounting system than to manually key in data, it’s time to re-consider a technology upgrade to your scanning device.

Let’s first review if any of the following appear in your daily scan routines:

  • You have to manually put the pages on the glass surface one by one to scan, because it’s a flatbed scanner so you have no other choice, or because the all-in-one has ever jammed and damaged your clients’ receipts with its automatic document feeder so you dare not to try it again and have to scan from flatbed glass instead.
  • You have to manually feed the pages to scan the front and rear pages separately, because you are using a cheaper simplex scanner that can scan only one side of the page each time, or because your all-in-one or scanner can not automatically remove the blank pages.
  • You have to manually rename files after the scans.
  • You have to manually select and move the scanned files of each clients’ receipts/invoices to different folders.
  • You have to manually key in or correct the data on your accounting software, because accounting software can not accurately extract the texts and figures from the scanned files and the support staff of accounting software claims it’s due to less qualified image quality of your scanned files.

If one or more of these you-have-to-manually’s happen in your practice, they can accumulate to a substantial amount of time. That literally means you can be wasting tens of thousands of billable time if they keep on.

Turas Accountants Ltd is based in UK and provides clients with all kinds of tax and accountancy support from filing tax and VAT returns, bookkeeping, to payroll. One of their daily routine work is to scan many paper invoices and receipts for each of their clients. After upgrading their scanning device and sorting out their paper digitization workflow, they can now focus on professional services in bookkeeping and accountancy and therefore increase customer satisfaction. Read on to learn how they make it!

Challenges

Previously the staff at Turas Accountants needed to take several steps from scanning the paper invoices and receipts into digital files, to finally uploading these files to their cloud-based accounting system for further processing.

Clients’ paper invoices and receipts are of various sizes, so the first step is to separate each client’s invoices and receipts by their sizes into different groups. This is to minimize both the chances of getting paper jammed or skewed during scanning and the risks of damaging their clients’ invoices and receipts.

Secondly, they scanned by groups of paper sizes. Sometimes they could feed multiple receipts of the same size to scan in the same batch. Sometimes they had to feed the page one by one. They also might need to change the scan settings between simplex and duplex scanning during a scanning task. Each paper invoice or receipt was saved into individual PDF files in a local server.

Thirdly, they checked the image quality of these scanned files. If the image is not good enough or if the page is slanted, they would rescan. This was to make sure the image quality of scanned files are good enough for the recognition and data extraction processing on the accounting system. If they missed to pick out the poor images for rescanning, they would need to spend more time in validating and correcting the data on the accounting system afterwards.

Next, they moved all scanned files to different clients’ folders on their local server. This step is very important, and files must NOT be misplaced in wrong clients’ folders.

Lastly, they carefully selected the scanned files from different clients’ folders in their local server to email to their cloud-based accounting software for further processing.

In other words, the staff must be fully dedicated throughout the process to manipulate and monitor the scanning, and to ensure correct and good image quality of scanned files are uploaded to correct customers folders on the accounting system.

Solution

By opportunity the staff at Turas Accountants came across Plustek eScan scanner, and this scanner greatly improved their workflow.

The Plusek eScan is a standalone network scanner which doesn’t need to be connected with any computer. It comes with an automatic document feeder and a large touch screen. Simply load the paper into the paper tray of the scanner and tap on the big touch screen. The paper are scanned, saved and sent to the desired destinations.

The scanner also has a small footprint on the desk, measuring only 318 x 170 x 189 mm (12.53″ x 6.69″ x 7.45″).

With the built-in image processing technology including auto crop, auto deskew, blank page removal, etc., the saved files are clean and neat, with image quality that is good for the recognition and data extraction processing of their accounting software.

Result

Now with the Plustek eScan network scanner, the previously pesky routine scanning tasks get automated. The accountants can hence spend more time running their practice.

“One of the best things for me in my job role is the variety of options on how to scan in documents. I am able to scan them in double sided or single sided, if I scan double sided it will cut out any of the blank page. This is a very handy feature to have as then it will not leave random blank pages in the scanned document“, said Vicki of Turas Accountants.

Thanks to the great media handling capability of Plustek eScan. The staff of Turas Accountants can now load multiple invoices and receipts of different sizes to Plustek eScan to scan in one batch and they are saved into individual PDF files, saving the troubles of manual sorting and grouping by paper sizes in their previous workflow. All the scanned files are emailed directly from Plustek eScan to their cloud-based accounting software, without the hassle of renaming and moving the scanned files anymore.

Another feature that is very good is the ability to scan multiple documents as either one PDF or for it to split it into individual PDF’s. This saves me a lot of time as I will need to use the scanned PDF’s as individual ones however, I am able to pop multiple documents in and let it scan them all through.” said Vicki.

Another Plustek eScan feature loved by the staff of Turas Accountants is the job setting. “When completing a new scanning job, the scanner asks if I want to set this up as a job with a title. This is a very good feature as when I want to scan more documents in, I only have to click one button and it knows the format and the place to send it. I have 3 buttons set up for different formats I use regularly.” said Vicki.

The experience of Turas Accountants shows a good document scanner can leverage your productivity by saving you substantial amount of billable time.

Executive Summary:

Industry: Accounting

Country: United Kingdom

Customer: Turas Accountants Ltd

Challenge: The staff at Turas Accountants needed to take several steps from scanning the paper invoices and receipts into digital files, to finally uploading these files to their cloud-based accounting system for further processing.

Solution: The Plusek eScan is a standalone network scanner which doesn’t need to be connected with any computer. It comes with an automatic document feeder and a large touch screen. Simply load the paper into the paper tray of the scanner and tap on the big touch screen. The paper are scanned, saved and sent to the desired destinations.

Result: The Plustek eScan network scanner helps automate the previously pesky routine scanning tasks. The accountants can hence spend more time running their practice. The experience of Turas Accountants shows a good document scanner can leverage your productivity by saving you substantial amount of billable time.

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