Business Blog for Small Business

Automating Business Documentation and Processing

06/13/2013 09:35

The instability of the American housing market, as well as international economic markets, has led to a continuous reinvention over the past few years of record keeping and tax processing. New regulations and closer itemization of revenue and workflows have required that all businesses have much more precise processes in handling their record keeping. These changes impact a company’s internal document handling, but have much larger ramifications for their document and records generation for clients.


The burden of a weighty records keeping process falls heavily on business-to-business commerce. As the government attempts to address the American Federal Budget’s imbalance, more and more agencies are looking for opportunities to audit businesses.  Storerooms of boxed records must not only be kept but also managed carefully so that all financial activities can be easily accounted for. One audit can cripple your workflow for weeks, with decision makers called upon to justify and explain even meticulous records.


Failure to maintain a proper grasp on your statement processing and other financial and operational activities can do more than just cause internal delay and disruption in the event of an audit. Should your company’s business form correspondence and invoicing because an accounting hiccup in a client or vendor, you could find yourself no longer doing business with them. As old businesses are redefined, often you will see a new business form, letter and ledger have changed but much of the workflow is unchanged. As a result, the business financial statements must be carefully generated and maintained to demonstrate where the line of one company ends and another begins.


While you can run most of your processing through an automated document creation tool, it is not always easy to set a computer to handle your business document creation. While you still must keep oversight, and thoroughly verify your records, it is possible to find a good automated solution. The tools exist to auto-populate certain data and flag areas that would require review and manual input. Selecting the right tool can make your accounting processes run more efficiently as well as reliably.


With the right software or online application, your company’s revenue reporting, invoicing, and tax year-end financial statements can all become a matter of a few simple keystrokes. Investing in the right solution for reporting and processing can save you time and energy throughout the fiscal year, as well as bringing many other benefits. It will save you from a great deal of difficulty when reconciling accounts and business relationships for tax season, as well as maintaining loyalty from clients and vendors because of the ease of working with your company. And should you have the unfortunate development of encountering an audit, you’ll be well set to handle it.