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Electronic Document Processing

Electron Document Processing simply makes life easier for construction companies and contractors. In a construction company there are always invoices being routed that need someone's approval to be processed. Paper documents are easy to lose and can be hard to track. Every week staff members likely spend valuable time tracking invoice documents that are buried on someone else's desk or are on the wrong desk or are hopelessly lost between the office and a job site. Not only is this a waste of time and resources, this is also an inefficient system that causes costly delays in processing important invoices. ComputerEase developed Electronic Document Processing to help track and solve these problems.

Electronic Documenting Process:

  • Scan a paper copy of the invoice
  • Attach this scanned document into the electronic document record for the original document
  • Include notes to highlight any inconsistencies between the invoices
  • Route the documents to the appropriate person for approval/issue resolution

The next time this person logs into ComputerEase, a pop-up message will alert him/her that there is an invoice question needing addressed.

With electronic document tracking a person can:

  • View the included notes about the invoice in question
  • View the scanned image of the original document
  • Enter any additional notes about the documents
  • Approve or reject the appropriate invoice
  • Send the electronic documents back with the appropriate resolutions

The staff member who initiated the electronic document tracking process will be notified that a decision has been made and can take the appropriate steps to close out the invoice.

Benefits include:

  • Problem invoices are processed much faster
  • No time is wasted tracking down paper copies
  • Cash flow is improved with the more timely, efficient process
  • Less processing time allows you to take advantage of more prompt-pay discounts

All invoices needing attention are in an easy-to-locate, centralized location, tracked electronically for audit and appropriate record keeping.

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"The more you keep it in control"

Terri Kenny
Accounting Supervisor
Grote Enterprises

If it ends up on a project manager's desk there's an 80 percent chance that you, well, a 20 percent chance, let's be fair, that you'll never see it again. Uh, so if you just, the more you can keep it in your control in, in, in your department uh, the better off you are. Because lost paper, it happens all the time.

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Tom Moore
President
MIS Construction Software

I would call uh, a customer of mine actually called them, virtual job folders in our system uh, so that all the documents that a contractor might need for uh, their jobs, need access for the jobs can all be stored in the job folder inside ComputerEase. If the project manager happens to be on vacation, somebody else is managing that job, they'll have access to finding the documents and things that they need. That virtual folder is available not only in job costing but in the payroll files and many other places. Uh, those are a couple of the things that I really like about uh, what I see coming down the road here. Uh, there's also some abilities to send information out to Excel spreadsheets. As much as we're eliminating spreadsheets, there are times when it's nice to have information out into a spreadsheet just because it needs to be sent out of the office or given to somebody at a different location that isn't on the accounting system. And we have some wonderful capabilities that are being added to the system in that respect.