Does your work seem to revolve around paperwork? Specialized documents and forms are the lifeblood of certain businesses, especially for accounting. The numbers that CPAs and other accounting professionals deal with are all recorded on different documents that need to be carefully organized and secured.

When dealing with documents, time is taken away from more important tasks like working with clients, planning new financial strategies, or focusing on continuing professional education. Documents are central to your business, however, they don’t need to be your singular focus.

Automation to the Rescue

For every document produced by your business, it adds a certain amount of time to your workday. Instead of dedicating a large portion of your day to dealing with paperwork, turn to intelligent software that can simplify your document processes. Adding automation tools that handle several of these processes for you will save you more time than you realize. Rubex by eFileCabinet does this and more.

Automated Routing

Imagine being able to simply scan a document and allowing the system to handle it for you, knowing exactly where it needs to be filed and even what to name it. Automated routing is possible thanks to optical character recognition (OCR) and automation rules that you create for certain document types.

Zonal OCR is a component of Rubex that allows you to upload a document, physical or digital, to the system while creating a profile of metadata it can use to sort the file. OCR allows the system to read the text on selected fields of the document to turn it into usable data. Document templates are used to make the system recognize what kind of document it’s dealing with, and what rules it needs to follow in order to route it. Also, with this profile of data created and attached to the document, it eliminates the need for manual data entry.

Automation Rules

The life of a document doesn’t just stop at being filed into the correct location in your system. When it arrives at its destination, there are still plenty of automated actions that can be taken to ensure your document remains secure and compliant. Simple rules can be applied to a folder that documents are routed to include being able to notify a user via email or in-app when a document is uploaded, downloaded, or deleted.

 Another big component of automation rules is governance, which can automatically apply retention rules to your documents that get uploaded to a specific folder. Ensure specific documents are protected from deletion or editing, and also have the correct expiration date for when you’ve kept them for the minimum amount of time required by compliance standards. 

Finally, you can set off automated workflows whenever you upload a file to a specific folder.

Automated Workflows

These are more advanced automation processes that allow you to use conditional rules to program the system to do a variety of things with your documents. One of the simplest and most common workflows is an accounts payable workflow, which makes the system recognize certain values contained in a document’s profile to route it to the correct user for approval. For example, an invoice that has a balance over a specified dollar amount will be routed to the VP of finance for the company, rather than a manager for approval.

 

Automated workflows provide you with great freedom to create any kind of workflow you require, which can also be edited and improved at any time. A workflow dashboard gives you visibility over all your current workflows as well as history of processes with an overview of successful processes and unsuccessful processes.

Automation with document management can be the solution you need to transform your business’s processes and the need for a central system for the hundreds of documents you deal with daily. To see Rubex in action, click here to schedule a free, personalized demo.