Does your work seem to revolve around documents? Specialized documents and forms are the lifeblood of certain finance functions, especially for those in the business accounting industry. Client financial data that your accounting professionals deal with are all recorded on different documents that need to be carefully organized and secured.

Handling a high volume of documents takes time and attention away from the critical tasks like working with clients, planning new financial strategies, or implementing the best cost-saving methods for your accounts. Documents are central to your business, however, they don’t need to be your singular focus.

Document management exists to stop you from having to put more focus on your documents than necessary.

Automation to the Rescue

Every document produced by your organization adds a certain amount of time to your workday from storing, processing, and securing them. Instead of dedicating a large portion of your day to dealing with this document work, you can rely on intelligent software that simplifies your document processes and becomes your business partner. Adding automation tools that handle several of these processes will save you more time than you realize. 

Rubex by eFileCabinet can handle this and more.

Automated Routing

Every form submitted by your client contains important data points that are essential to you and your team. Whether you’re streamlining payroll, tax filings, or anything else, your clients depend on you to extract data accurately and quickly. When done manually, data extraction might be quick or accurate—never both.

Automated data extraction 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 while the system recognizes and extracts pertinent data. This automated data extraction allows the system to read the text on selected fields of the document to turn it into usable data for automated workflows and other processes.

Automation Rules

The life of a document doesn’t just stop once it’s 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. With document management, you can apply simple rules to a folder to notify a user when a document is uploaded, downloaded, or deleted. If you’ve collected new forms from your client, their account manager can be notified at once.

Another component of automation rules is document governance, which can automatically apply retention rules to every document necessary. You can guarantee 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.

 Automated Workflows

Rubex offers a simple solution for streamlining all of your repetitive processes that require manual labor. These processes may be filled with steps like document routing, approvals, signatures, requesting documents internal or externally and more.

Automated workflows provide you with great freedom to create any kind of workflow, 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 become a centralized storage solution for the hundreds of documents you deal with daily. If you’re ready to see how document management can work for you, let’s talk.