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Part 1: Getting started with digital accounting

March 1, 2023
minutes of reading

More and more businesses are switching to digital technologies to streamline their processes and create more efficient workflows. This can certainly be applied to accounting as well.

Digital accounting is changing the way businesses perform administrative and financial tasks. Your office will no longer be full of filing cabinets, stacks of unorganised paper or lost receipts. Digital accounting digitises all your documents for you, creating a more efficient, higher quality and structured accounting system.
Does switching to digital accounting sound like a challenging process to you? Digital accounting requires a few steps to move away from paper-based, manual processes. Once these are in place, the time and effort required for accounting tasks will be significantly reduced.
In the first part of our blog series, we'll help you understand the steps you need to take. We will highlight possible obstacles you may encounter and solutions to overcome them. Read on to learn more.

What is digital accounting?

Digital accounting consists of the creation, preservation and transmission of financial information in electronic format.

Digital accounting is the end result. All your documents, transactions and accounting processes will be completely digital. The first step towards this goal is to start digitizing your administration.

Like most businesses, you have a duty to keep financial records. It consists of your receipts, invoices, bank statements and any other evidence of income and expenditure,... These documents serve as the basis for your accounts and must be kept for five years if you are a sole trader. If you are a limited company, six years.

Save time and energy!

Organizing your current accounting documents may seem simple. You may have filing cabinets, folders, and a system that knows you can find any document from the last six years there.

But how much time and effort does it take to maintain that organization? Not taking into account the time, effort, and space that all these documents can take up.

A good accounting digital solution, whether combined with an accountant, tax specialist or not, can save you a lot of time, space, and effort. No longer will you have to spend time retrieving documents through the stack of folders, or constantly filing any new document that pops up. A digital solution can take care of all this. This means you'll gain a lot of time that you can dedicate to growing your business.

Digital is safer

Switching from paper to digital invoices will make your accounting processes faster and more secure.

The due date of an invoice starts after the invoice is received. If it is a paper invoice sent by post, it may add a few days to the invoice. If you switch to digital invoices, these few days will be removed completely. Invoices reach your customers in seconds, so the invoice due date starts immediately, which means you'll get paid faster.

Digital invoices are also more secure in terms of audit trails and reducing errors. A paper invoice requires manual data entry, multiple times throughout the invoice chain. Digitising an invoice reduces the need for data entry, meaning there is less risk of human error during this process.

Also take advantage of the digital invoice check record. Send out your invoice and see when it has been opened, viewed and even paid.

Does the digital journey seem like a step forward for your business?

Digitization really has many advantages. Once you discover the benefits, digitization becomes a simple and intelligent tool for any business. Once your administration is digitized, you are ready for step 2 of our blog series. Find more advice here.

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