One of the most time consuming task for a bookkeeper is the process of acquiring relevant documents to get the work completed that often involves an unnecessarily high volume of email exchange.
As a bookkeeper myself, I can understand the vast amount of emails that go back and forth in order to gain an understanding of where a specific receipt came from, and what it was for. Using the LedgerDocs Document Management Online System, I have found it as a way to exchange documents efficiently, while cutting down on those time consuming emails. Below you will find a 5 step guide to setting this functionality up in LedgerDocs, and see how the application will work for you as it did for me.
Step 1: Create a LedgerDocs account
If you don't have a LedgerDocs account, creating one is simple. The no-risk 30 day free trial give you ample amount of time to test this for yourself. Once you create your account, you will receive a quick-start guide via email to get you started with some of the features, but I am going to stick to the benefits of using the notes and upload feature here.
Step 2: Create a Project
Now that you have created an account, the first thing to do is to create a project. LedgerDocs gives you the ability to create multiple projects within the application. Think of a project as a client. For example, if you are a bookkeeper that is currently working with 5 clients, you would be able to create 5 projects; one for each client!
Step 3: Invite Your Client to the Project
Once you have created your project, it is time to give your clients access to their LedgerDocs project. Keep in mind, if you have any questions during this set-up phase, there is a LedgerDocs support team ready to help, and are accessible by email or phone.
The first step to adding a client is to go into the "Members & Invitations" tab under Project Overview. Add your clients name and email address, and an email notification will be sent to them prompting them to create a LedgerDocs Invitee account. Once they complete this process, they will be able to login and only see their project ready for uploading.
Note: If you have created more than one project, your LedgerDocs account will have the various folders on the left side of the screen. Your client, on the other hand, will only able to view the specific project that they were invited to.
Step 4: Create a Unique Project Email Address and Send Your Files
At this stage, you have your projects set up and your clients are introduced to the system. You can now create a unique email address that is specific to a project. The LedgerDocs system allows for you to create a unique email address per project, giving each of your clients the opportunity to send you their relevant documentation. To set your email address, go to the "Project Overview" page, and click on "Email Upload". You can now create your unique email address for your client. For example, project "ABC Construction" could have an email address of ABCconsruction [@] app.ledgerdocs.com.
Once you notify your clients of the email address, they are now able to send their relevant files using this email address, directly into the LedgerDocs system. They can simply attach their file and write their note into the body of the email. The document and now attached note will instantly show up in the LedgerDocs once the email is submitted. You can also attach multiple document files to one email further minimizing your effort here.
LedgerDocs supports a majority of regularly used file types. File types accepted include, but are not limited to: JPEG, PDF, CVS, DOC, DOCX, XLS, XLSX, ZIP, QB.
Note: Clients are also able to upload documents directly into the LedgerDocs system via scanner, or through their smartphone via email or the LedgerDocs iPhone app.
Step 5: Perform Work, Add Tags, and Refile
The document will now show up in the project inbox, and you as the bookkeeper will have received an email notifying you of the newly uploaded document. From this point, you are able to perform the necessary bookkeeping tasks with the aid of LedgerDocs many features.
One thing to take from this is that LedgerDocs has substantially reduced my time, as well as other bookkeepers' time, spent on following up with clients for required information to complete the bookkeeping and meet their deadlines. In this case, LedgerDocs can be defined as a great tool to allow clients to upload their relevant documents and attach notes on their time while reducing unnecessary email exchange as well.