Document management software provides organizations with solutions to manage documents efficiently and automate daily processes. It can enhance work processes across departments like accounts receivable, accounts payable, customer service, and human resources. Document management software reduces costs, improves productivity and collaboration, and helps ensure compliance.

1. DOCUMENT MANAGEMENT SOFTWARE:
Making a Difference Across Departments

2. AGENDA
CONTENTS
Document Management Software:
With over 40 years of experience, MES Hybrid Document Making a Difference Across
Systems provides organizations large and small with Departments
solutions to manage their documents, efficiently and
automate daily processes by going paperless. These
initiatives help to improve customer service as well as
assist with disaster recovery and corporate compliance
programs. In short, we provide Peace Of Mind, Not
Pieces Of Paper.

3. 3 DOCUMENT MANAGEMENT SOFTWARE
• Organizations use document management software to enhance work
processes across functional departments.
• Accounts Receivable, Accounts Payable, Customer Service and Human
Resource departments can see vast improvements without increasing
staffing or budget resources.
• With document management, you benefit from a wide range of efficiencies
involving productivity, cost, collaboration, compliance and more.
3

4. 4 DOCUMENT MANAGEMENT SOFTWARE
Automating Accounts Payable
•Document management software allows companies to capture documents at the
front end and access them directly from their accounting information system or ERP.
•You can eliminate unnecessary costs and add value by leaving no discount on the
table.
•No longer will you miss discounts because payments were delayed. And, you won’t
get dinged with late payment fees because of inefficient processing.
•With the right system, you’ll be able to easily locate data across disparate systems.
•Document management software saves time and money by eliminating stacks of
physical paper and corresponding storage space.
•You also don’t have to worry about duplicate or erroneous keying of data.
4

5. 5 DOCUMENT MANAGEMENT SOFTWARE
Automating Accounts Payable
Specific to Accounts Payable, document management software will help your
company:
 Reduce costs by automating paper processes.
 Enhance vendor relationships and purchasing terms, including discounts.
 Improve the payment workflow, such as approvals, payment cycles, reporting and
more.
 Even-out workloads without hiring additional staff.
 Streamline auditing with immediate access to information.
 Eliminate bottlenecks adding time, cost and risk to your Accounts Payable workflows.
5

6. 6 DOCUMENT MANAGEMENT SOFTWARE
Optimizing Cash Flow in Accounts Receivable
•The goal with document management software is to improve Days Sales
Outstanding (DSO) so organizations know their financial situation at any point in
time.
•The solution should be able to make sense of order and payment documentation
regardless of whether it’s faxed, mailed or in electronic format.
•Automating Accounts Receivable with document management software helps
companies:
 Improve cash flow and decrease the payment cycle time.
 Establish the organization’s credit policies.
 Free-up space previously used to store paper-based records.
 Leverage real-time reporting to better forecast and prepare strategic plans.
 Access documents remotely for out-of-office employees and better customer service.
 Consolidate customer documentation in one system with quicker access.
6

7. 7 DOCUMENT MANAGEMENT SOFTWARE
Resolve Issues Quickly in Customer Service
•Customer service can make or break a company.
•Document management software has the potential to make a huge difference in
how an organization satisfies its customers.
•The right system will give employees access to customer information at their
fingertips in a multitude of formats, including e-mail, fax or image.
•Document management software converts and scans customer information so it’s
readily available.
•No more having a customer wait while you look it up.
•Or worse, you won’t have to call them back while you go search for their
information.
7

8. 8 DOCUMENT MANAGEMENT SOFTWARE
Focus on People Instead of Paper in Human Resources
•Human Resources departments should be focused on finding and retaining
talented employees, not managing paper.
•For example, document management software helps by capturing, sorting and
distributing applications automatically to alleviate paper pushing by HR staff.
•It also helps meet time-sensitive payroll processes.
•In addition, document management helps maintain compliance with government
regulations by capturing and automatically filing documents into proper electronic
folders.
•The system uses role-based security to ensure authorized access only.
8

9. 9 DOCUMENT MANAGEMENT SOFTWARE
• Without document management software, companies would likely
have to hire additional administrative staff.
• Manual, paper processes are more inefficient, time-intensive and
mistake-prone.
• The hard and soft costs associated with traditional workflows along
with the savings realized from automation create a compelling
value proposition for document management solutions.
9

10. 10 ABOUT THE AUTHOR
Kevin D'Arcy is VP of Sales and Marketing for
MES Hybrid Document Systems, Ontario's
leading document scanning and document
management supplier.
For more information about
Document Management Software,
visit http://www.mesltd.ca.
10