My desk is covered in papers. Receipts, note paper, invoices… they’re never ending. I’m sure most small business owners can sympathize with me there. My organizational system usually boils down to stacking it in a neat pile and pushing it aside to deal with when the bills need to be paid, or when I need to find something for a report. So I was not opposed to trying out SmartSoft Invoices which automates invoice processing from beginning to end with software.
Although some of the specific functions of SmartSoft were not available to me because I was using a free demo version of it, I figured out the essentials of it and that is to speed up your accounts payable process. SmartSoft is flexible in that you can import PDF files or scan paper invoices into the program directly.
You can validate, sort and archive your invoices, and it will also handle data extraction and classification. When it comes time to run reports you can export them in PDF, CSV, XML files or if you use bookkeeping software like QuickBooks, SAP or Microsoft Dynamics you can integrate your invoices directly with those programs.
It does pretty well “out of the box” as I found when I scanned in one of our own invoices to it. There are helpful tooltips at the top of the screen, a helpful video to get you started and support to answer additional questions you may have about using the software.
There’s a bit of a learning curve when it comes to tweaking new invoices to recognize the fields you need it to, but once you figure that out, it becomes streamlined for invoice processing because each new invoice coming from the same vendor from that point on, has the software extracting the data automatically.
While invoice software would most obviously benefit business owners, whether it’s a single person or a larger office that runs its own accounts, I think it could even be handy for those that need to track medical expenses. Scan in the invoices and when you need to put together a report for you taxes, accountant or just to speak to someone at your insurance company, you have all the information in a file to pass on to them or go through yourself easily.
With more and more systems moving to a digital platform, it makes sense to consolidate your invoices that way as well. It’s not always easy to do the initial switch, but once you have it set up, say good bye to the stacks of paper and loss of time sorting through them all to find what you’re looking for.
If you need a way to better organize and keep records of your invoices, SmartSoft has a free demo version that you can download that allows you to try the basic functions and free processing of up to 200 invoices.
I received one or more of the products mentioned above for free using Tomoson.com. Regardless, I only recommend products or services I use personally and believe will be good for my readers.