
ScanSnap® iX1600
Versatile Cloud Enabled Scanner
LedgersOnline is a bookkeeping firm that has been providing comprehensive and customized bookkeeping solutions to businesses of all sizes for over two decades. The rapidly growing firm manages the bookkeeping for multiple North American companies, offering customized and outsourced solutions to maintain compliant, up-to-date financial records and provide clear insights into their finances. In the past, being a virtual bookkeeping agency posed unique challenges that hindered the company's success.
To overcome these challenges, LedgersOnline recognized that they needed a transformative and comprehensive solution to address these issues and simplify their operations.
This solution was adopting LedgerDocs, the company’s own cloud-based accounting and bookkeeping software, along with implementing ScanSnap iX series document scanners. Using ScanSnap allowed them to easily digitize their client's financial documentation with fast scanning speeds, intelligent image processing, and minimal operator training. From there, they turned to LedgerDocs to automate their data entry, organize, and store all of their client's financial documents in one central and secure location.
Integrating digital document management into their workflow allowed them to facilitate more efficient communication and collaboration and allowed them to add note mentions and comments directly within the documents. This eliminated the need for time-consuming back-and-forth exchanges over email. Moreover, LedgerDocs provided them with more control over access permissions, ensuring a smooth collaborative process between the bookkeepers and their clients and guaranteeing everyone only has access to the files that are essential and relevant to them.
How the ScanSnap scanner integration works:
Selecting the right scanner was a critical decision for LedgersOnline to ensure the success of the ScanSnap Integration. Their criteria were clear: the scanner had to be reliable, efficient, and seamlessly compatible with LedgerDocs. In the end, LedgersOnline made the savvy choice of using a combination of ScanSnap iX1600 and ScanSnap iX1300 scanners to seamlessly integrate with the workflows of their bookkeepers and clients.
The perfect pick for their team:
The bookkeeping team at LedgerDocs, who often work from home or the office while managing various clients and handling a diverse array of documents, found the ScanSnap iX1600 to be an excellent fit. Its high-speed scanning capabilities allowed these bookkeepers to quickly and efficiently digitize numerous documents, converting them to their preferred file types, including searchable PDFs, JPEGs, and editable Word Documents. They were then able to upload these documents onto LedgerDocs seamlessly.
The perfect pick for their clients:
LedgersOnline serves a diverse range of clients, each with unique requirements. The ScanSnap iX1300, distinguished by its well-balanced features, stood out as a cost-effective and space-efficient solution that would meet the needs of the majority of LedgersOnline's clientele. Its compact and portable design made it perfect for any environment from which these business owners worked, and it was incredibly versatile, allowing them to scan a variety of different document types, from plastic cards and receipts to regular documents. It was capable of scanning and digitizing anything they needed to share with their bookkeeper.
Automated data entry
By using the LedgerDocs OCR tool they were able to automatically extract key financial data from the scanned documents and automatically upload this information into accounting software such as Quickbooks® Online, eliminating the manual data entry process and saving the bookkeepers and the clients valuable time.
Document management
Digitizing documents and storing them in one central location helped to improve accessibility, enabling authorized team members to find and retrieve information quickly and effortlessly. The cloud-based platform paired with the simple-to-use scanner allowed for the easy maintenance of digitizing documents, allowing the bookkeeper to access and store this information without having to keep original physical copies. This digital filing system eliminated the need for a filing cabinet while allowing the bookkeepers' clients to remain compliant.
Collaboration
The collaboration features within LedgerDocs allowed the team to work together more effectively - sharing insights right at the document level through notes and mentions, resolving any questions, or collecting any missing documents or information promptly using the notifications or document request features.
Accuracy and compliance
The simplified workflow reduced the likelihood of human errors in data entry. This allowed them to keep more accurate records and improved the quality of the records and compliance with financial reporting requirements.
Improved document security
All of the documents scanned and uploaded by the bookkeepers onto LedgerDocs were encrypted to safeguard documents from any unauthorized access. The bookkeepers were also able to set up specific access permissions and controlled sharing options to protect sensitive data to prevent any unauthorized access to confidential client information.
By integrating ScanSnap with LedgerDocs, LedgersOnline was able to successfully transform its bookkeeping process into a seamless, efficient, and well-organized workflow. By eliminating manual data entry and centralizing their clients' financial documents in LedgerDocs, they were able to increase productivity, eliminate the need for physical document storage, and improve their clients' data security. As a result, the firm was able to offer higher-quality services, gain a competitive edge in the market, and foster long-lasting client relationships.
Ready to simplify your document management like LedgersOnline did? Discover how LedgerDocs paired with the ScanSnap Integration can revolutionize your workflow.
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