4 Ways Digitizing Your Data Benefits Your Business

While some documents do need to be printed and stored, most can be digitized, delivering multiple benefits to your business.

There are few business victories as satisfying as finding an easier, faster way to get the job done. Scanning – turning your paper documents into digital files – has long been touted as an easy way to boost your productivity and make your workday a bit easier, and there’s no question that making the switch from paper to digital documents helps you build a better business.

More and more small and medium size businesses (SMBs) are making the move toward digitizing their documents, every day. There’s good news for all of them.  Xerox has continued to seek out new ways to make the process easier for every business to adopt. Among the new innovations designed to help SMBs improve their workflows is Web Capture Service.

Web Capture Service dramatically simplifies the process of document scanning, cutting your scanning time in half. It works with virtually any web application, including QuickBooks Online, Microsoft Office 365, Google Apps, Workday and hosts of others.

One of the most common scanning practices is to scan hard copy documents into your business applications. Before Web Capture, this is what passed for a “simplified” process:

  1. Find your paperwork.
  2. Scan the paperwork.
  3. Create a new folder on your desktop.
  4. Name the folder.
  5. Move the scanned paperwork to the folder.
  6. Name the new folder.

And then, once you have completed those steps, somewhere down the road you’d have to find the file you created (assuming you could remember what you named it), and then upload its contents to whatever business application you wanted to use. Then you’d wait while the application identified your upload, until at last you could get to work.

Fewer Steps, Greater Productivity

Web Capture helps you streamline your document management by triggering scanning automatically via an easy to use browser plug-in. Its unique features even enable you to scan multiple files at a time. By eliminating steps and reducing the time it takes to go from scanning to actually utilizing your documents and their data, your business gets an immediate productivity boost.

Less steps also mean less opportunity for human error, a common cause of productivity loss. In the case of document management, human error most likely to occur during the naming and storing portion of the process. How often have you – or someone on your team – uploaded the wrong document? Or worse, lost an important file?  Web Capture makes document workflow easier and more efficient for everyone in the office.

Reduced Costs, Increased Options

In addition to requiring multiple steps and being vulnerable to error, desktop and server document capture applications can be expensive to purchase and costly to deploy, support and maintain, especially for SMBs. Solutions do exist to help you integrate those apps with the cloud, but that means using the solution manufacturer’s scanner and web app when most SMBs would rather choose the device and app that’s right for their business.

Web Capture from Xerox resolves all of these challenges by working with a wide range of familiar and oft-used business applications including:

  • Microsoft® Office 365™
  • Salesforce
  • Microsoft® SharePoint™
  • G Suite (Google Apps)
  • QuickBooks™ Online
  • Dropbox™
  • Concur
  • Slack
  • Workday
  • SAP® Business One
  • FreshBooks
  • DocuSign®

It also works with any scanner, not just your Xerox MFP. That’s because the goal at the heart of its design was to improve workflows and help businesses just like yours save time and be more productive.

What Web Capture Looks Like in Your Office

Web Capture has applications for nearly every team or department within your organization. Use Web Capture to help you store, manage, and send:

  • Sales orders and invoices. Improve your customer service and never lose another order or invoice by eliminating those stacks on your desk, or the piles in your filing cabinet.
  • Resumes for potential candidates and existing employees. Multi-file scanning from your ConnectKey-enabled MFP allows you to scan an entire stack in just minutes, and organize and store them for future use
  • Receipts. Scan, sort, file and store faster than ever before. Tax time will be a breeze, and you’ll have the peace of mind that comes from knowing every receipt is accounted for and properly stored.

Getting Started

Getting started with Web Capture is just as easy as using it. Your document services provider will help get you started. Once they have set up your company or department, it is as simple as downloading the app in a few simple clicks and with a simple drag and drop, you’ll be all set up and ready to go to work. You can even scan a large volume of paperwork by enabling Web Capture on your Xerox ConnectKey® enabled MFP and scanning directly to the Cloud. Once stored there, you simply drag and drop those docs into your business application. It really is that easy, even for a large volume of paper.

Say hello to Web Capture from Xerox and welcome in a new era of simplicity, efficiency, and productivity. Contact your local Xerox Channel Partner today to get started, or click here to learn more. You can also read through our most frequently asked questions here.

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