Customer Story
From Paper to Profit Series
SMB Accounting
Part Two: ScanSnap bridges the gap
SMB Accounting Part 2
Customer Story: From Paper to Profit Series Part 2, ScanSnap Bridges the Gap
In part one of this series, CPA Matt Reynoso boosted productivity with his RICOH Desktop Document Scanner, read here. In part two, you'll learn how ScanSnap Document Scanners served his customers with their tax preparation and business tracking.
For CPA Matt Reynoso’s client, paper document organization, long drives and hours spent in his office are almost a thing of the past. Matt is an accountant who serves small businesses and individuals. He was able to transform his accounting business paper management with his business document scanner. He saw an opportunity for his clients to bridge the gap in processing their paper documents remotely.
As a small business owner, Matt was looking for ways to optimize his document management system on his client-side. He envisioned a fully-remote accounting and bookkeeping service, but that required client-access.
With multiple clients, each with their own unique document needs, he was in search of a more efficient and cost-effective solution. The process of physically receiving and organizing documents was piling up, impacting his business's productivity. The hassle of travel time for his clients added up, too.
One of his clients, a retired farmer, used to drive 90 miles to deliver paper documents to his former accountant’s office for lengthy tax preparation meetings. This was obviously time-consuming and costly for the client, who spent hours traveling and incurring that expense. Not only that, the costs of paper, storage, and postage crept up over time, along with decreased storage capacity.
Matt considered the cost savings in paper storage and postage. He saw that tax preparers could realize significant savings—and increased security—in digitized workflows, compared to fireproof filing cabinets and the physical space they take up.
Using Atlas Software, the financial and accounting ERP system, he sought a document scanner that integrated with the reporting solution. Atlas automates and consolidates reporting data that works directly with Office apps like Excel, to bypass manual data dumps. Matt wanted to be able to digitize more easily to his software, eliminating steps and storage.
Matt began recommending his clients to ScanSnap and RICOH Document Scanners. Now, he was able to provide his clients with a streamlined and digital alternative to physical document delivery.
For his retired farmer client, the difference was immediate. Instead of making a 90-mile drive, the client could now simply place the documents in the ScanSnap hopper, press a button, and instantly digitize and send all his necessary paperwork to Matt. This not only saved the client time, but also ensured the documents were securely digitized and readily available for processing.
“A ScanSnap Document Scanner linked the divide for Matt’s clients. As a reliable and intuitive scanner for personal use, the ScanSnap was both cost-friendly and powerful for client needs. The scanner can digitize editable and searchable files, like Excel files, to harness data directly in his Atlas Software.”
Accountants can:
- scan everything from tax forms (even with sticky notes!), to financials, plastic cards, photos and A3 documents
- easily scan receipts and export key data directly to preferred apps
- scan to secure cloud, create instant PDFs, JPEGs and more
ScanSnap iX2500
Matt’s process today eliminates the need for costly down-time, back-and-forth, and travel. He sees how cost-friendly the solution is: An aff ordable ScanSnap Document Scanner coupled with his accounting software is a game-changer, one which he recommends to every accountant. Matt says for accountants are concerned about aff ordability, this is a smart path to remote service.
The ScanSnap solution Matt recommends enables clients to securely share information with just a click of a button. Not only is it more secure than other systems and paper-based personal info, it's user-friendly and ultimately more accessible for clients of all types.
Streamlining the digitization process with ScanSnap Document Scanners on the customer-side has improved efficiency for Matt’s business. Faster document sharing and processing has also greatly increased Matt’s productivity.
A ScanSnap proved to be the accessible entry point to remote business transactions for clients. The result? Matt was able to improve client satisfaction and increase productivity without more costly solutions.