Paper-Heavy Bookkeeping to Streamlined Digital Files

Customer Story

Paper-Heavy Bookkeeping to Streamlined Digital Files

RD Bookkeeping
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Business Needs: How to Organize Piles of Paperwork?

It all began in a tanning salon. That’s where Robert Douangmala, owner of RD Bookkeeping Solutions, LLC, launched his career managing the books for the local business. When the salon owner sold the business, Robert knew he enjoyed working with numbers and went on to earn a degree in Business with Accounting.

Tax Preparation and Managing Paperwork

Upon launching RD Bookkeeping Solutions, Robert found that many of his clients still preferred paper-based data processing. “About 60 percent still want to,” he confirmed.
 
The bookkeeper’s experience is not unlike many tax preparers and small business accountants today. The Department of Treasury notes it processed almost half a million paper tax documents in the 2023 tax season.
 
Robert said many of the statements he received were still in hard copy. “They didn’t send them to me digitally. I have to take all these statements, rip them into my computer, then I'll use another software to rip all of the transactions off of the statement,” he noted. “But if I had to go in and work in QuickBooks® and enter all this stuff manually during this time of year, it would take me forever,” he explained.

“This scanner has significantly reduced the amount of time that I'm spending manually entering in transactions for clients.”

Robert Douangmala Bookkeeper, RD Bookkeeping Solutions

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If that sounds familiar, managing and processing client receipts, along with business-related receipts, can also be a challenge.
 
Like many bookkeepers and accountants, for Robert, having a reliable and fast way to digitize financial documents is essential, particularly during tax season.
 
Digitizing receipts with a phone, in addition to scanning standard financial documents, adds even more unnecessary steps to processes in what is a busy season. Likewise, phone apps for receipt digitization cannot provide the compliance-level batch consistency, auto-cropping, lighting, or image resolution for financial businesses.
 
“We have a good amount of monthly recurring bookkeeping clients that we work with, tax season's just hectic and crazy, because even during tax season, I still have to answer questions,” Robert shared.
 
He had a scanner, but it wasn’t fast, and it couldn’t handle large batches. “The other scanner was single feed and was very, very slow and old,” the bookkeeper said. It was time for an upgrade.

“This scanner has literally transformed my work…saving a lot of time using the ScanSnap. I can scan multiple documents at once. I can scan the front and the back and I can use it, while I can continuously scan documents until I'm finished.”

Robert Douangmala Bookkeeper, RD Bookkeeping Solutions

Solution

ScanSnap Document Scanner: Transforming Bookkeeping Processes

 Before ScanSnap  After ScanSnap 
  • Slow, single-sheet scanning
  • Single-side scanning
  • Multiple steps
  • No editable, searchable file creation
  • No direct scanning to Quickbooks®
  •  Fast 45 ppm scanning
  • Double-sided scanning
  • One-button direct to Quickbooks®
  • Receipt, envelope, and business card scanning
  • Receipt OCR extraction and editable files

 

Robert chose the ScanSnap Receipt Edition as his new document scanner for bookkeeping. The positive shift in work processes was immediate. How big was the difference? “Night and Day,” Robert said. “I can scan multiple documents at once. I can scan the front and the backs and I can use them while I can continuously scan documents until I'm finished. If I wanted to put it into one file. This one has literally transformed my work…saving a lot of time using the Scansnap,” he observed. The ScanSnap Receipt Edition enables RD Bookkeeping Solutions to:

  • Scan and analyze receipts directly into Quickbooks®
  • Scan double-sided documents of up to 45 pages per minute
  • Scan directly to file folders they use the most

Robert opted for a wireless set-up, which he can now place anywhere. He also uses it for home organization and rarely has any papers to file. From mail to family papers, everything is digitized.

Recommended Product

ScanSnap iX2500 Receipt Edition

Extract and digitize invoice and receipt data directly to QuickBooks® with receipt OCR. The ScanSnap iX2500 Receipt Edition streamlines receipt and financial data scanning with easy set-up, one-step customizable scanning and PC-less scanning to email, iphoto and cloud apps.

  • Extract data to reviewable, editable files
  • Create searchable PDFs, JPEGS, and editable Excel, Word, PowerPoint files
  • TouchScreen select and scan directly to QuickBooks®
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ScanSnap iX2500 Receipt Edition scanner with touchscreen and open feeder showing an invoice and receipts.

Benefits

Now that the group has been using their ScanSnap Receipt Edition document scanner for business, they’re excited to use all the features to scale their workflows. Robert was eager to learn about all the direct scan capabilities available. With a push of a customizable profile button, Robert can scan directly to Dropbox, OneDrive, Google Drive, and other cloud apps. As for the improvements ScanSnap made in his business, he is glad he found it: “This scanner has significantly reduced the amount of time that I'm spending manually entering in transactions for clients. Thanks for making my life easier, I appreciate it,” he said.
 
Learn how to ScanSnap for home or once. Discover why ScanSnap scanners are the most precise, streamlined and cost-friendly document scanners for personal and small business today.