With the horizon of compulsory electronic invoicing in 2024, the incentive to digitize has turned into an injunction accompanied by a countdown. A challenge that looks like an opportunity, since companies could take advantage of this context to think about extending digitalization internally, in particular through the automation of document processes.
Beyond e-invoicing
All companies are concerned by document management. This process, which supervises the composition of documents as well as their distribution on different communication channels, is central. And its scope is not limited to invoices, which represent only 50% of shipments according to a study conducted by the Techvalidate agency. What about the remaining 50%? Commercial brochures, quotes, newsletters are all examples of the wide variety of documents to be managed. However, in the midst of a wave of digitalization affecting all strata of the company, many SMEs and VSEs have not passed this milestone, still adopting costly and time-consuming manual management.
In reality, document management is often underestimated by companies, while its strategic nature is undeniable. It is therefore necessary to move away from a vision centered on invoicing and to resort to automated processes applied to all documents. For companies that have to manage a large volume, this solution is essential if you want to reduce your costs quickly. A more than welcome advantage at the heart of a tense economic context.
Automate your document management
The automation of document processes is a process that requires organization and rigour. First of all, it is important to have a global reflection and to carry out a quick assessment of the processes in place: how many documents are sent each month/year? What are the types of documents? How long does the preparation and sending of the documents take? What is the associated cost? So many questions that must be asked to understand which aspect must be automated in priority.
However, and knowing this, many companies rush to the first solution that comes along, even if it means accumulating them. A mistake that SMEs and VSEs cannot afford to make, since most of them do not have enough financial and human resources to implement several solutions at the same time. Aware of the limited room for maneuver available to them, they need to find an inexpensive and profitable way to optimize all of their document flows. In general, the choice of a general and flexible option will be recommended to cover more needs and at a lower cost. In addition, turning to a solution adapted to its structure will allow many employees to focus on tasks with higher added value. A real saving of time and productivity in short.
Ensure change management
These changes need to be supervised, if only to make choices that are in line with customer satisfaction. Taken in their momentum, some companies could indeed opt for an entirely digital documentary strategy. While this perspective may delight some customers, it is not yet truly popular with everyone. Consequently, it is advisable to personalize its customer relationship by adapting the sending of documents to the preferences of each one.
In the same way, supporting employees is also essential to get everyone on board in the right direction. Raising awareness and training are the key words so that employees can perceive these transformations as an opportunity. In the end, it is by highlighting the many benefits of such an approach that it will be possible to convince a growing number of companies to go further than the dematerialization of invoicing to automate a maximum of inherent processes. at the client station.