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Paperless Invoicing: Is It Better Than Paper Invoice?

November 5, 2024

The world is going digital. Still, many companies use invoicing processes that rely on printed documents and paper invoices. But, just because these processes are traditional doesn’t mean they are suitable for a modern office. If you’re tired of overflowing filing cabinets, you should learn more about paperless invoicing.

Switching to paperless invoicing has many benefits for your organization. Here, you’ll learn what it is and how to fully take advantage of it.

Table of Contents

What Is Paperless Invoicing?

How Does a Paperless Invoice Processing System Work?

Paper Invoices vs. Paperless Invoices

Advantages & Disadvantages of Paperless Invoicing

Steps for Converting to a Paperless Invoice Processing Solution

Key Takeaways

Frequently Asked Questions

What Is Paperless Invoicing?

Paperless invoicing is a modern, agile, and convenient approach to processing incoming payments. It involves switching from a paper format to a digital format. Online invoices have many advantages that lead to enhanced efficiency since there’s less manual data entry.

If you want to take advantage of paperless invoicing, you need invoicing software. This will allow you to create electronic invoices, track invoice status, receive incoming invoices, and more.

How Does a Paperless Invoice Processing System Work?

Paperless invoicing may sound complicated, but it’s actually simple. Instead of printing every document and invoice, you can do everything digitally. The invoicing program you opt for acts like automation software, allowing you to save time on entering all the data. You don’t have to enter new information for each invoice you create. With invoicing software, you can create templates and complete invoices in no time.

Thanks to this, you can automate a large part of the invoicing process and ensure your invoicing system runs as smoothly as possible.

If you want to take advantage of the many benefits paperless invoicing offers, you should select the right invoicing program. Always opt for a reliable solution like FreshBooks invoicing software, which offers a wide range of features for companies of all types and sizes.

This program’s invoicing feature allows you to create invoice templates in only a few minutes. Plus, it also lets you track online payments, set reminders, add an invoice due date, charge late fees, and quickly switch between currencies. You can also track the current status of each of your invoices, update information, and follow up with clients, with ease. Simply put, FreshBooks lets you automate as much of the invoicing process as you’d like. Thanks to this, you can help your AP team focus on other important tasks. If you’re still unsure whether FreshBooks is the right choice, consider reading our article on the Best Invoicing Apps, where we’ve listed the industry’s top invoicing apps and software based on their features and ease of use.

Paper Invoices vs. Paperless Invoices

Here, we’ll review the key factors that set these two apart to help you understand the benefits of switching to e-invoices.

The most obvious difference between paper and paperless invoices is their form. Paper invoices are physical, while paperless ones have a digital format. Paper takes up office storage space, while digital documents can be kept in cloud-based solutions or programs. This also means digital invoices are harder to misplace, while this isn’t the case with paper ones.

Another significant difference between the two is the amount of time it takes to create them. Creating paper invoices can be incredibly time-consuming, especially if you have a large number of clients. On the other hand, creating documents digitally is quite quick because you can save templates.

There’s also an important difference when it comes to editing invoices. Since they’re in a physical form, paper-based invoices can’t be edited. Editing paperless invoices is very easy, so you can quickly fix any mistakes or update the information.

Finally, the paperless invoicing process is great for people working remotely. The accounts payable (AP) team can keep track of all invoice data from the comfort of their home or any other location.

As you can see, paperless invoices are a better option for most companies. But, switching to this system can be challenging. Fortunately, accounting programs like FreshBooks can make the process much easier.

The program lets you create and save invoice templates that you can use for different clients. You can practice and improve your skills and design a professional invoice that creates a good impression with your clients.

Advantages & Disadvantages of Paperless Invoicing

Here are the most important advantages and disadvantages of paperless invoicing.

Advantages:

Time efficiency – You can create and send invoices much faster. This improves customer relationships and lets AP departments focus on other aspects of your business.
Cost efficiency – With a good invoicing program, you can automate many tasks, reduce the risk of human error, and save money in the process.
Eco-friendliness – Many businesses are doing everything they can to reduce their environmental impact. One of the best ways to do it is to switch to digital invoices.
Faster invoice approvals and payments – With digital accounts payable software, you can get paid faster. This is because the invoice takes less to reach your client and the payment discounts to reach you.
Online paying methods – Instead of waiting for checks, your clients can pay online. Thanks to this, the money will reach you faster.
Wide range of options – Creating, sending, and managing digital files is quick and easy with the right program. You can create invoice templates, add digital notes, and send invoices no matter where you are. A well-designed automated system can do wonders for your company.

Disadvantages:

Internet connection requirements – If you want to take advantage of your invoicing program, you need a stable internet connection. This can be a problem if some of your clients prefer doing things the old-fashioned way.
Spam filters can block an invoice – If you send an invoice to your client by email, their spam filters may block it by accident. This could result in payment issues, late fees, and missed deadlines.
Another password to remember – Managing passwords in this digital era can be challenging for some people.

Steps for Converting to a Paperless Invoice Processing Solution

If you want to convert from paper-based invoices to paperless invoicing, here’s what you need to do:

Create a Plan

A paperless office is an efficient office. If you want to make the transition from paper documents, you should ensure to involve your entire team in the approval process. Discuss your options and map out a plan.

Choose a Software

Invoicing programs like FreshBooks let you manage the invoice process effortlessly. The program is easy to use, versatile, and has a simple registration process. All you need to do is create an account and choose your plan.

Digitize Paperwork

Digitizing your invoicing system can be challenging. However, with the right tools, you can learn how to organize receipts electronically, enabling you to switch from paper invoicing to digital in no time. Once you go digital, you’ll manage your purchase orders more efficiently and enjoy a faster invoice approval process.

Track Invoice Status

With the right program, you can create a template for each invoicing document and track its status.

Prioritize Your Digital System

Once you adopt the new invoicing system, you need to stick with it. This means that you may need to train your employees and customers.

Key Takeaways

Digitizing your accounts payable process has many benefits, from faster invoice approval processes to ease of use and saving time. With the right AP automation software, you can manage every purchase order and payment with ease regardless of your location.

FreshBooks can help you adopt a digital invoicing system without difficulty and enjoy the many benefits.

FAQs on Paperless Invoicing

What is paperless automation?

Paperless automation goes beyond the AP department. It involves the entire company switching to digital documents. This makes all paper processes more efficient, cost-effective, and streamlined.

Is it better to go paperless?

Yes. By going paperless, you’ll enhance efficiency, save time and money, and enjoy faster payment times.

What is the best way to go paperless?

The best way is to find a high-quality program like FreshBooks that offers a wide range of invoicing options.