Customer Story
From Paperwork to Profit Series
SMB Accounting
Part One: fi Series Success
SMB Accounting
SMB Accounting Customer Story
With paper receipts and documents piling up, CPA Matt Reynoso knew he needed to find a better solution to support clients. This is a two-part series. In the first installment, learn how the fi-8170 Desktop Scanner transformed his small business processes, while the second installment reveals how Ricoh Document Scanners bridged the gap on the customer side.
Before purchasing an fi Series Business Document Scanner, CPA Matt Reynoso began to notice a growing demand. Customers needed remote controllers and bookkeepers for their small businesses. But without the right infrastructure in place, it would be difficult to manage effectively.
He saw that managing the increasing volume of client documents led to clutter with piles of paperwork, which could result in misplaced information that was necessary to complete his work.
At the time, there was no clear path for growth, and raising prices wasn’t a smart option. Matt saw he needed to implement document management solutions that could streamline his services, which include bank reconciliations, bookkeeping, analytical reporting and tax preparation to grow.
Matt’s background in high-performing ERP (Enterprise Resource Planning) technology solutions led him to believe there was an affordable, high-quality solution for small businesses. He needed a solution that included all of the following:
- Small business affordability
- Centralized storage access
- Automation precision
- Software integrations
Like many professionals, Matt finds that while technology conferences are invaluable for learning more about what’s on the market, he recognized that traditional ERP systems, while powerful, came with a hefty price tag that was not really practical for small businesses. When he learned about fi Series document scanners, it was the cost effective solution he needed. With its powerful features and easy integrations, the fi-8170 Desktop Document Scanner for accounting met all of Matt’s criteria.
Centralized document storage for quick and easy access saves employees time and enables efficiency. Matt envisioned how the Document Scanner could streamline this process with consistently secure workflows with his integrated software. He also could see the benefit of reduced paper consumption and overall costs
"I have successfully marketed my services to business owners by highlighting the combination of RICOH's fi Series alongside the implementation of a digital document management system. This integrated approach has enabled a streamlined solution, fostering growth through enhanced efficiencies rather than relying on increased pricing."
Setting up the fi-8170 Desktop Document Scanner was intuitive. The fi Series integrates with the accounting software he uses. Matt finds the fi Series to be really straightforward, he easily plugged in the scanner and followed the prompts in his software.
Once he was able to capture all the information on his paper documents more easily, Matt found the combination of his fi Series Document Scanner and accounting software transformed his workflows.
Initially, Matt used Google Drive to help manage his documents. Google Drive for cloud storage is an available integration for fi-8170. However, as he learned more about all the features in the fi-8170, including integrations to his software, Matt saw this was key to optimizing his workflow. The fi-8170 allows him to capture all his data more precisely, and Matt was able to improve his services—without increasing fees forward to customers, and decreasing his overall workload.
The combination of his RICOH fi Series and digital DMS is an attractive marketing segmentation for his business. His clients see the benefits because the streamlined approach really works to offset price increases.
At that point, Matt was working with a trucking company that was losing hundreds of thousands of dollars due to inefficiencies in billing and collections. The previous paper-based system lacked a unified way to track billing and payments, which resulted in disorganization, and lost revenue.
With an fi Series Document Scanner integrated into his workflow, Matt saw immediate improvements in his practice. He was able to do all the following more easily:
- Unify siloed processes
- Optimize accounts receivable
- Quickly digitize and organize clients’ documents
- Free-up time to focus on his core accounting services
By implementing a digital document management system with the fi Series Scanners and his software, Matt’s new system works to manage the trucking company’s accounts receivables. “It's important to note that the use of a high-functioning document management system, combined with fi-series scanners, enabled the trucking company to achieve profitability by optimizing their Accounts Receivables processes,” Matt says. He was ultimately able to create a workflow that allowed for better tracking, task assignments, and alerts—ensuring the team stayed on top of payments and collections.
In work that relies so heavily on precision and attention to detail, Matt found that managing physical paperwork lowered accuracy, his productivity, and billable time. With his fi-8170, the benefits go beyond meeting these efficiencies. The ability to digitize documents precisely and work remotely has transformed Matt’s work-life balance. He reflects, “I’ve never had this level of home-work-life balance. My productivity is off the charts.”
Product Features
Intelligent paper protection with image monitoring
- Multi feed detection
- Heavy duty design
- Streamlined software integrations
fi-8170
