How Fujitsu ScanSnap Can Solve Challenges Faced By Accounts Payable

Digital transformation has been on the horizon for years, but COVID-19 has massively accelerated the development and integration of technology in the workplace, and it’s not stopping anytime soon. The adoption of new technologies has ensured improved collaboration, communication and productivity for employees both in and out of the office. 

Accounts Payable is an essential function of any business. However, the role is often comprised of inefficient manual processes. Fujitsu scanning technology combats these challenges and provides both remote and in-office employees with an accessible, secure, flexible and efficient workplace. 


The Challenges Faced By Non-Digitised Accounts Payable Functions

Digitisation has been a key component of hybrid working. It has allowed employees to become more effective at their job, regardless of their physical location. Providing the necessary technology and automating manual tasks is critical to creating a successful working environment, especially when so many businesses are adopting long-term hybrid working strategies.

Accounts Payable is a key part of the business that would hugely benefit from digitisation. Two-thirds of businesses still process invoices manually, but this is an extremely time-consuming task. It also increases the risk of human error and incorrect payments, which can lead to further delays. Manual approval processes also cause delay and potentially lead to late payment penalties which could have been avoided with a digital process.

Maintaining physical records is a security risk as they can easily be picked up by anyone, especially in a remote environment. Not to mention, paper documents are easy to misplace and difficult to store and access. It further affects cash flow management as maintaining visibility is difficult with a paper-based managing system.


The Benefits Of Digital Accounts Payable Functions

Scanning is a great first step in the digitisation of Accounts Payable. Fujitsu ScanSnap offers easy, stress-free and effective options to transform time-consuming office tasks into valuable strategies.

Greater visibility

Digital transformation in the workplace brings better transparency and efficiency of transactions and cash flow, ensuring that payments will be made on time.

Additionally, as physical records are easy to lose, it can potentially mean businesses end up paying invoices twice or make late payments, especially if your business works from multiple locations.

Easy accessibility

Maintaining physical documents presents issues for compliance with document retention regulations. By storing records and documents digitally, it is easier for workers to access them, wherever they are working from. Digital documents are accessible through multiple devices so whether you’re using your tablet, laptop, desktop or smartphone – everything is at your fingertips.

Not only does this mean that remote workers can do their job just as efficiently from home, but it’s also far more secure than physical documents. Digitisation prevents documents from getting misplaced, destroyed or stolen.

Increased productivity

Reduction of paper processes reduces storage space needed in the office and takes less time to locate documents which is vital for time-critical tasks. With digital processes, workers can find what they need in a matter of seconds and multiple workers can read, share and edit the same documents without having to meet.

Digitisation also frees workers from manual data entry, ensuring Accounts Payable tasks can be completed faster and more accurately, free from human error.

Reduced costs

By scanning and storing documents digitally, it reduces the tremendous costs of buying ink, buying paper and storing files in the office. Going paperless also means that labour costs are reduced as employees can use their time more productively rather than searching for physical copies.

Customer satisfaction

Furthermore, it creates a better working environment for employees and promotes stronger relationships with vendors. Rather than focusing on menial tasks, workers can ensure that vendors are paid on time and they can put their energy into delivering great service.

Essentially, less time spent on admin means more time spent on valuable business tasks.


Why Are Fujitsu And ScanSnap Scanners The Right Choice For Accounts Payable?

As hybrid working becomes the norm for many businesses, the high-performance iX1600 and beautifully simple iX1400 make daily Accounts Payable tasks a breeze.

ScanSnap iX1600

An ideal scanner for small businesses, small teams and remote workers, the ScanSnap iX1600 can be shared with 4 unique users. With innovative features like ScanSnap Home, workers can review, manage, tag, search and retrieve documents in moments – streamlining productivity.

With one touch, this model will automatically scan, recognise, and classify up to 4 different document types (documents, receipts, business cards and photos) and save them each to a preferred destination – even in the cloud.

With a speed of 40 pages per minute, the iX1600 automates essential tasks through a predefined profile and task buttons on a colour coded LCD touchscreen for maximum productivity. And as it’s Wi-Fi enabled, it’s an ideal solution for hybrid workers that may move from one place to another. 

ScanSnap iX1400

Offering advanced yet refreshingly simple technology, you don’t need to be a tech whizz to reap the benefits of this scanner. With a speed of 40 pages per minute and a single button interface, it’s simply designed to turn time-consuming admin into quick and easy tasks so individual workers can use their precious time more productively.

Using the Quick Menu, users can scan and convert documents into editable files for familiar applications such as Excel, PowerPoint and Word or extract data from receipts and business cards. While with innovative features like the receipt guide, users can scan small and multiple documents together, saving time and energy scanning them separately.

The smart device function ensures that efficient workflow can be managed anywhere, no matter where your desk is. Users can scan important documents on the go using their smartphone or tablet, even when your ScanSnap scanner is out of reach. The data can then be accessed remotely and edited on your device.

Plus, it’s out of the box and ready in minutes, using one fuss-free USB connector it connects straight to your laptop or PC, saving you unnecessary time and stress setting it up. 

The Fujitsu ScanSnap iX1600 and iX1400 scanning solutions have the power to transform time-consuming Accounts Payable admin into value-adding business tasks.

For more information, our highly trained Document Solutions Scan Team are here to help you find the perfect document solution for your needs.