The Satellite Bookkeeper
Your Virtual Legal Bookkeeper
How To Go Paperless
The Paperless Office
On this page we will attempt to explain the process you need to follow to convert your
paper office into an environmentally friendly paperless office.
Firstly, if you don't already have a scanner, get one - it will allow you to store all of
your papers in .pdf format, which can then be saved into individual file folders for
quick access when you need them. Most printers nowadays act as scanners and/or
fax machines, so you may already have one in your office. Paperless is also a mindset,
wherein one must resist the urge to print a paper copy of every email or document
that you receive. Review it and then save it. If it is really important, burn a copy to a
disc, or better yet, have an external hard drive mirror your computer's data.
You also should consider an online facsimile service (myfax.com is one of many) as an
alternative. Online faxes arrive in .pdf format, and can easily be viewed and saved. If
necessary, they can be printed just like any other document. Unlike a physical fax
machine, you can prevent the printing of every fax that comes in, thus saving toner
and paper. The cost is volume dependant, but could save you money compared to
the cost of a dedicated phone line.
With respect to bookkeeping, the first step is to separate your regular
invoices/statements into two piles. Incidental, annual, or in-person invoices can be
ignored for the moment. Purchases made online can also be set aside.
The first pile will consist of monthly invoices or statements that have ACH (Automated
Clearing House) numbers printed on the remit portion of the document. All of these
can be paid at your bank or via online banking. Almost all of these suppliers will be
prepared to email invoices to you and automatically deduct payments from your
General Bank account. Most of these suppliers will also permit you to pay your
monthly balances with your credit card. Paying by credit card can save you bank
charges, because you are remitting only one payment instead of several individual
payments to multiple suppliers. Simply contact each of these suppliers and make
arrangements for your preferred choice of payment - bank withdrawal or credit card.
If you choose the credit card option, you need only contact them again when your
card is renewed. Otherwise, once set up, everything is taken care of automatically
from this point onward.
The second pile of invoices/statements will be regular suppliers to your firm, but their
invoices do not have ACH numbers. The vast majority of these suppliers will allow you
to pay them with a credit card at the time the order is placed, or they have a credit
card payment option located on their website (as does The Satellite Secretary). You
can save the order/payment web pages to your favorites in your browser or as a
shortcut on your desktop. Again, paying by credit card can save you bank charges,
because you are remitting only one payment instead of several payments.
At this point, you should have only a few invoices left in the second pile that must be
paid by cheque. These invoices, together with the few that you receive in person, will
be the only paper invoices you receive from now on.
Time Saver Hints
Set up an email address for bookkeeping: bookkeeping@yourfirm.com. Direct all of
invoices/statements, etc. to this address. This frees up your Inbox and allows you to
focus your attention on client matters. Your bookkeeper can be given the password
for this email account, thus maintaining your and your clients' privacy.
During this process, make a list of suppliers you choose to pay by credit card, so you
can update their information when your card is renewed at a later date.
Any Questions? Please feel free to call: (416) 476-3536
On this page we will attempt to explain the process you need to follow to convert your
paper office into an environmentally friendly paperless office.
Firstly, if you don't already have a scanner, get one - it will allow you to store all of
your papers in .pdf format, which can then be saved into individual file folders for
quick access when you need them. Most printers nowadays act as scanners and/or
fax machines, so you may already have one in your office. Paperless is also a mindset,
wherein one must resist the urge to print a paper copy of every email or document
that you receive. Review it and then save it. If it is really important, burn a copy to a
disc, or better yet, have an external hard drive mirror your computer's data.
You also should consider an online facsimile service (myfax.com is one of many) as an
alternative. Online faxes arrive in .pdf format, and can easily be viewed and saved. If
necessary, they can be printed just like any other document. Unlike a physical fax
machine, you can prevent the printing of every fax that comes in, thus saving toner
and paper. The cost is volume dependant, but could save you money compared to
the cost of a dedicated phone line.
With respect to bookkeeping, the first step is to separate your regular
invoices/statements into two piles. Incidental, annual, or in-person invoices can be
ignored for the moment. Purchases made online can also be set aside.
The first pile will consist of monthly invoices or statements that have ACH (Automated
Clearing House) numbers printed on the remit portion of the document. All of these
can be paid at your bank or via online banking. Almost all of these suppliers will be
prepared to email invoices to you and automatically deduct payments from your
General Bank account. Most of these suppliers will also permit you to pay your
monthly balances with your credit card. Paying by credit card can save you bank
charges, because you are remitting only one payment instead of several individual
payments to multiple suppliers. Simply contact each of these suppliers and make
arrangements for your preferred choice of payment - bank withdrawal or credit card.
If you choose the credit card option, you need only contact them again when your
card is renewed. Otherwise, once set up, everything is taken care of automatically
from this point onward.
The second pile of invoices/statements will be regular suppliers to your firm, but their
invoices do not have ACH numbers. The vast majority of these suppliers will allow you
to pay them with a credit card at the time the order is placed, or they have a credit
card payment option located on their website (as does The Satellite Secretary). You
can save the order/payment web pages to your favorites in your browser or as a
shortcut on your desktop. Again, paying by credit card can save you bank charges,
because you are remitting only one payment instead of several payments.
At this point, you should have only a few invoices left in the second pile that must be
paid by cheque. These invoices, together with the few that you receive in person, will
be the only paper invoices you receive from now on.
Time Saver Hints
Set up an email address for bookkeeping: bookkeeping@yourfirm.com. Direct all of
invoices/statements, etc. to this address. This frees up your Inbox and allows you to
focus your attention on client matters. Your bookkeeper can be given the password
for this email account, thus maintaining your and your clients' privacy.
During this process, make a list of suppliers you choose to pay by credit card, so you
can update their information when your card is renewed at a later date.
Any Questions? Please feel free to call: (416) 476-3536
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