5 QuickBooks Document Management Questions to Ask
Posted by Allison Semancik on Fri, Dec 11, 2009
A QuickBooks document management software allows your small busines
s to scan paper and attach the file to QuickBooks' records. You can also attach electronic files to QuickBooks as well - files like pdfs, jpgs and Word documents. The goal of document management software is to eliminate paper and store it electronically.
There are several options available to you on the market and it may be difficult to understand which one is right for you. To help you choose the right software for your small business, start by asking the following questions when looking at your options.
1. Where your documents are stored?
You'll want to understand how all of your scanned documents and electronic documents are stored. There are two options available:
Online Storage: Documents are stored online
Online storage allows you to access your documents from any computer with internet access. You can also rely on backups by the document management provider. With document management storage online, you can expect to pay a monthly fee for the service (read question #5).
Local Storage: Documents are stored on your server, computer or laptop
Local storage gives you the control to decide where you want to store your documents. You'll need to ensure that you backup the data stored in your document management system.
2. Does it integrate with other software besides QuickBooks?
Some QuickBooks document management add-ons integrate with other software to give you more options for attaching documents to QuickBooks' records. For instance, you might find integration with Microsoft Office or Outlook. This feature gives you the ability to attach emails directly to QuickBooks. Attaching an email to QuickBooks is especially helpful since businesses often receive invoices via email. Now those invoices can be attached directly from Outlook instead of printing them out.
3. Where can you view your saved documents?
You should understand where you'll be able to view your saved documents. When you are in QuickBooks looking a record, you want to be able to see the related saved documents. Some document management systems offer you a way to view saved documents outside of QuickBooks. This is a nice feature because you can find documents you are looking for without opening up QuickBooks.
4. What types of documents can you store?
You know that you'll be able to scan documents into QuickBooks, but find out what other types of files you can save. Files from Microsoft Excel, emails and pdfs may be very important for you to organize in your QuickBooks document management system.
Check to see if you can save paper and files not related to QuickBooks records. For example, you may want to save marketing materials or minutes from an important meeting. Those documents do not really relate to a QuickBooks record, so you wouldn't want to attach them to one. Some QuickBooks document management systems have an area where you can store unrelated documents so that all users can find them.
5. What kind of fees can you expect?
You'll want to understand how you'll be paying for your QuickBooks document management system.
Monthly Fees
As mentioned in #1, if you are storing your documents online, you'll most likely be paying a monthly fee. The monthly fee can depend on the storage space you are using and/or the amount of users who will have access to view and add documents.
One-time Fee
Most document management systems that set up storage on your workstation or server do not have monthly fees. You pay to purchase the software and you do not pay again unless you purchase an upgrade.
Other Considerations
Other considerations to keep in mind when shopping for a QuickBooks document management system are the compatible QuickBooks versions, minimum hardware requirements (including scanners) and support.
Whichever QuickBooks document management software you choose, you'll certainly enjoy the increased efficiency that paperless offices provide.
Photo: ARTS
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