Document Dynamics

The Equisys blog

3 reasons to choose Equisys for your automated processes

3 reasons to choose Equisys for your automated processes

Find out what sets us apart from the rest

Bansaree Millward

The drive to switch from manually processing documents and expenses to utilizing automated processes is one which is gaining momentum year on year, with the COVID-19 pandemic fuelling this further.

We’ve written before about the many advantages to be gained from shifting away from the use of paper in the office, such as boosting staff morale and saving money, to playing a part in dealing with the climate emergency.

The use of document and expense management software supplied by Equisys will do all of this and more, but despite the power of the arguments for a shift to automation, many businesses are still clinging on to the old ways of doing things.

Clinging to paper

Take invoices, for example; according to the Billentis E-Invoicing Report, between 60% and 80% of the invoices in Western Europe were issued in paper form (prior to COVID-19), despite the simplicity, ease and efficiency of electronic invoicing.

It is a similar story with receipts – according to a report in the Huffington Post, more than 11 billion receipts were printed in the UK every single year before COVID-19. Each receipt costs around 0.7 of a penny, which means that the UK spends approximately £77 million printing receipts, before the costs of recycling are taken into account.

In the same report, it was pointed out that the production of receipts in the US involves the consumption of more than 250 million gallons of oil, 10 million trees and 1 billion gallons of water.

The statistics mentioned throughout this post refer to a pre-COVID-19 environment. However, with the widespread vaccination roll-out, it is conceivable that this will again be an accurate reflection of behaviour and usage from employees and businesses once things gradually start moving towards normality.

Switching to automation

Fortunately, this attitude is not reflected in the wider take-up of automated systems across the business world. According to Statista the worldwide market value of documents management systems was $3.59 billion in 2017 and was expected to rise to $6.78 billion by 2023.

At the same time, the Business Process Management (BPM) market (covering the end to end analysis of a range of processes within a business and generally involving the automation of many of those processes) was set to grow at a CAGR of 6.26% over the period 2021 to 2026. Much of this growth will be powered by an understanding that automating processes in this way reduces costs or improves productivity (often both), and the same applies to shifts toward automating travel and expenses management.

Travel expenses

One of the main changes with respect to expense claims over the last year has been the fall in travel expenses due to global COVID-19 restrictions. However, prior to this impact, a report published by Mastercard found travel and expenses to represent the second highest indirect costs for most businesses. This is behind labour costs, including basic accounting processes, such as processing, auditing and ensuring compliance, which account for as much as 23% of this spend.

Interestingly, 46% of businesses do not track how much it costs them to process expense reports and perhaps this explains why 43% are still processing their expense reports manually.

Even more worrying, only 27% of the systems being used by businesses operate in a way which automatically flags up any expense claims which do not comply with the wider company policy, an approach which creates a huge risk of mistakes slipping through or intentional fraud being perpetrated.

Finding the right system

Perhaps one reason why some businesses are holding back from switching to automated processes is the challenge of finding a system which is right for them.

At Equisys, our Zetadocs suite is so multi-faceted that it can be tailored to the needs of each individual business. So, whether you need an overall expense management platform or specific solutions to deal with issues like sales order processing, collections management and remittance advice, we can put together a system which delivers exactly what you need. Furthermore, we can also adapt and expand that system as your business grows and changes.

Plus, the events of 2020 have highlighted, like never before, the importance of having flexible systems in place to enable your business to react to significant changes, and our solutions at Equisys will help you to adapt to circumstances - such as switching to working from home.

Three reasons to choose Equisys

There are numerous reasons why our clients choose us when switching to automated processes. Here are three of the top reasons why businesses make the switch:

1. Our software and service

Our software directly integrates with Microsoft Dynamics 365 Business Central and NAV, making the process of switching from manual methods as seamless as possible. In addition to this, the software has been designed with the customer in mind, making it simple for members of your team to enter expenses while out on the road or working away from the office, for example, and equally simple for your finance team to process those claims.

Business mileage is calculated via Google Maps and the system as a whole utilizes HMRC and IRS compliant mileage rates, so the figures you’re working with will always be accurate, fully up to date and conform to the latest regulations.

2. Our customer support

Here at Equisys, once you have purchased a product the support doesn’t end there. We understand the value of continuity of support, almost as much as the quality of the original product, and that’s why we have dedicated teams in the UK and the US ready to offer technical support.

Online support is available 24/7 via the Equisys Knowledgebase.

When you work with Equisys, you will have assurance of the quality of the products themselves with the knowledge that potential software downtime will always be kept to a minimum, and software fixes and updates required will be provided for the length of your contract.

3. Experience

Our expertize in the field is based on years of experience. We have been delivering solutions for businesses of every type since 1987, and our customers come from more than 100 countries. We have seen time and time again how modern business processes need to evolve to take account of gradually changing practices. We also understand the importance of being agile enough to deal with sudden shifts, and we bring that experience to provide the full-service provision our clients need.

So, why not give us a try today? If you’re still undecided, our Zetadocs Express product offers a free to download model which covers the basics and will enable your business to switch over with minimum disruption.

We’re always happy to talk through any of our products and we can help you to find the right solution for your business. Contact us here today.

Previous Article What’s new in Zetadocs Expenses March 2021 update
Next Article How COVID-19 has shone light on the benefits of a document management system


Equisys Logo, Document Management and Expense Management for Business Central

Replaced by script

ROI on expense management

Discover the return on investment you can benefit from by automating your expense management system, and download our infographic on the subject.

Read more