--- title: "Document Management: More than an Electronic File Cabinet" description: In this article we discuss how document management can vastly improve processes that occur within your organization. image: https://www.equationtech.us/hs-fs/file-445093125-jpg/images/image001_(2).jpg --- [866.436.3530](tel:+8664363530) | [** Customer Portal Login](https://na.myconnectwise.net/support/index.htm?Company=equationtech) [Speak With an Expert](https://www.equationtech.us/speak-with-an-expert) [![Equation Technologies - Sage Business Partner | San Diego](https://www.equationtech.us/hs-fs/hubfs/Redesign_Images/logo.png?width=230&name=logo.png "Equation Technologies - Sage Business Partner | San Diego")](https://www.equationtech.us/) - [Sage Services](https://www.equationtech.us/sage-services) - Products We Support - [Sage 300](https://www.equationtech.us/sage-services/sage-300-cloud) - [Sage Intacct](https://www.equationtech.us/sage-services/sage-intacct/) - [Sage CRM](https://www.equationtech.us/sage-services/sage-crm) - [Sage Payroll](https://www.equationtech.us/sage-services/sage-payroll) - [Sage HCM](https://www.equationtech.us/sage-services/sage-hcm-software) - [Sage FAS](https://www.equationtech.us/sage-services/fixed-assets) - [Sage Intelligence](https://www.equationtech.us/sage-services/sage-intelligence) - [Sage Enterprise Intelligence](https://www.equationtech.us/sage-services/sage-enterprise) - Services We Offer - [Software Selection](https://www.equationtech.us/software-solution-selection) - [Implementation](https://www.equationtech.us/sage-services/erp-implementation) - [Customization](https://www.equationtech.us/sage-services/customization) - [Support](https://www.equationtech.us/sage-services/support) - [Training](https://www.equationtech.us/sage-services/sage-training) - [Sage Cloud](https://www.equationtech.us/sage-services/hosting) - [Upgrades](https://www.equationtech.us/sage-services/upgrades) - [Extend Sage](https://www.equationtech.us/sage-integrations) - [Magento eCommerce](https://www.equationtech.us/sage-integrations#magento) - [ADP](https://www.equationtech.us/en/sage-300-sage-intacct-payroll-powered-by-adp) - [Aloha POS](https://www.equationtech.us/sage-integrations#aloha) - [Salesforce](https://www.equationtech.us/sage-integrations#salesforce) - [TimeClockPlus](https://www.equationtech.us/timeclockplus) - [Other Solutions](https://www.equationtech.us/other-solutions) - Industries - [Distribution](https://www.equationtech.us/distribution-management-software-solution) - [Education Nonprofit](https://www.equationtech.us/education-nonprofit-accounting-software) - [Financial Services](https://www.equationtech.us/financial-services-software) - [Franchise](https://www.equationtech.us/franchise-management-software) - [Healthcare](https://www.equationtech.us/healthcare-finance-software) - [Hospitality](https://www.equationtech.us/hotel-restaurant-accounting-software-solutions) - [Metal Processors & Distributors](https://www.equationtech.us/erp-for-metal-industry-businesses) - [Nonprofit](https://www.equationtech.us/nonprofit-accounting-software) - [Professional Services](https://www.equationtech.us/professional-services-software) - [SaaS & Technology](https://www.equationtech.us/erp-software-for-technology) - [Resources](https://www.equationtech.us/sage-software-resource-library) - [Technology Blog](https://www.equationtech.us/technology-blog) - [Training](https://www.equationtech.us/sage-services/sage-training) - [Online Videos](https://www.equationtech.us/sage-300-erp-accpac-tutorial) - [Case Studies](https://www.equationtech.us/case-studies) - [About](https://www.equationtech.us/about-us) - [Meet The Team](https://www.equationtech.us/management-team) - [Partners](https://www.equationtech.us/partners) - [Careers](https://www.equationtech.us/careers) - [Contact](https://www.equationtech.us/contact) This is a search field with an auto-suggest feature attached. - There are no suggestions because the search field is empty. # Document Management: More than an Electronic File Cabinet ![technology blog](https://www.equationtech.us/hs-fs/file-445093125-jpg/images/image001_(2).jpg) **twitter **linkedin **facebook ![image001 (2)](https://www.equationtech.us/hs-fs/file-445093125-jpg/images/image001_(2).jpg) A lot of what you hear about document management revolves around “going paperless” or “saving trees”, but for many companies the process improvement is a more significant benefit than the decrease in paper. For the sake of this article, we’ll take a look at the accounting department, but keep in mind these process improvements can occur anywhere in the organization. We will cover a couple of your every-day processes that could be done more efficiently with an integrated [document management solution](https://www.equationtech.us/solutions/document-management/).   **Accounts Payable** The specific [Accounts Payable](https://www.equationtech.us/sage_erp_accpac/financial/accounts-payable-/) process varies from company to company, and many times if you ask a controller and an AP clerk to describe the process you will get two different answers. A document management solution can solve that issue by structuring workflows electronically and adding automation. When invoices enter the organization, you have lots of different options for how the approval process would look with [Sage ERP](https://www.equationtech.us/sage_erp_accpac/financial/accounts-payable-/) Document Management. You can have approvers stamp their approval to the document, attach an electronic “sticky note” with comments, view and approve via smart phone or tablet, or you can include a form with the document that will allow approvers to enter or approve [GL](https://www.equationtech.us/sage_erp_accpac/financial/general-ledger/) account codes. If you use a form to code the invoice, that data can be imported into your Sage ERP and used as indexing values to easily find that invoice next time you need it. This process can be further improved by adding alerts when invoices need to be approved or get held up too long. When a paper invoice is sitting on someone’s desk, everyone else involved in the process loses visibility. But with an electronic approval process, anyone with the proper security rights can view a document’s status or a run a report for all invoices that have fallen outside of the pre-determined guidelines.   **Accounts Receivable** Sending invoices outside of your organization might be a time-consuming process as well. You probably have some customers who prefer to receive invoices via email and some who still prefer paper copies in the mail. Maybe you’re printing a batch then sorting through to find those that need to be emailed and creating each of those emails separately. Consider instead using Sage ERP Document Management’s output automation tool. When you print a batch of invoices, the system will recognize those that need to be emailed and create an email with the invoice and any back-up documentation attached. The others will either be sent to a printer or sent out via fax depending on the receiver’s preference. There are even more processes that can be improved with an integrated document management solution, and lots more functionality options as well. ### Related Articles ##### [Sage 300 & Windows 10 End of Life: What You Need to Know](https://www.equationtech.us/sage-accpac-blog/sage-300-windows-10-end-of-life-what-you-need-to-know) There’s been a lot of conversation lately around Windows 10 end of life and what that means for... ##### [From Start-Up to Quarter Billion – How Sage 300 Scaled Success](https://www.equationtech.us/sage-accpac-blog/from-start-up-to-quarter-billion-how-sage-300-scaled-success) We also have a [video version](https://drive.google.com/file/d/1ssdM9iHt6Wz86A-VDvAER03NdXkAodg9/view?usp=sharing) of this article, where you can hear directly from one of our ERP... ##### [How to Simplify Payroll and Job Costing with Sage 300](https://www.equationtech.us/sage-accpac-blog/how-to-simplify-payroll-and-job-costing-with-sage-300) Getting payroll to play nice with your job costing system is like fitting a square peg into a round... ## Need Help Now? 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