It may not completely save the environment but going green in your office can save time, money, and definitely space in a modern automated office.
1. Doing your banking online: Many banks and credit card companies allow you to download your transactions from their site. Each Bank or institution can be a little different in their download offerings (some do it better than others). You may need a little help from your bank/institution or IT person to set this up.
The main thing is to get the data in the format you need to download then upload into your Accounting Software. For our example, we are using QuickBooks Financial Software for the PC. (You can download for the Mac but that is another discussion). One of the file formats on the bank side might say "QuickBooks via web connector" or "QuickBooks 2008 and above". The format is file. First go to online banking in QuickBooks to complete the setup.
2. Using email to send documents: otherwise known as completely eliminating the need for stationery, envelopes, and stamps. In QuickBooks you can send your customer invoice and estimates via email. This function also uses a customized cover letter and the document is sent as a pdf attachment.
If you are using Intuit's merchant services you can allow that customer to pay online using their checking, debit or credit cards to do so. The money is deposited directly into your bank account and applied to the proper invoice. You can also track via email notification or logging into your Intuit account to see whether the email was read or not. Vendors you do business with can do the same for you. You can also use the mobile app to accomplish these tasks. This is great for contractors and people on the road.
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Attached Documents: you can attach spreadsheets, scanned receipts, and other documents directly into QuickBooks. This saves on folders, time, etc. Everything is located right where it belongs. Accountants and attorneys and any business required to keep documentation are good candidates for this service.
4. Are you a business that receives many checks? Is it cumbersome to prepare the deposits? Intuit has a service where you can scan up to 30 checks per minute and then allows you to send your deposit electronically to your bank. Oh and by the way applies the money to the proper invoice. Medical offices and pay for services like monthly alarm systems are good candidates for this service.