Some people are still convinced that paper "does not lie"Paper is safer", "it's better in the event of an audit, it won't break down". Let's take a look at these misconceptions, which are costing companies dearly if they haven't converted to paperless expense management.
Paper is - very - expensive: According to Média Livre Services, the price of paper will rise by 40% between 2022 and 2024. A figure that will make those who are careful photocopy their receipts in order to keep a legitimate record of them before sending them to the accounts department, print their expense claims in duplicate and send them in individual envelopes, pale into insignificance...
Paper ends up taking up space: physical storage takes up a company's expensive m² of floor space, although some groups outsource archiving by renting boxes on the outskirts of the company.
Paper isn't immortal: with time, everything goes. And your documents become altered or illegible. What do you do in the event of an inspection? And in the event of loss, fire or natural disaster? Imagine that your storage space has been flooded...
Paper is not environmentally friendly: Paper manufacture requires large quantities of water and energy, as well as numerous chemical products. According to the French Environment and Energy Management Agency (Ademe), between 17 and 20 % of the world's felled trees are used in the paper industry.
Paper doesn't work: the note processing cycle alone is much longer, the time it takes for the employee to collect all their notes at the end of the month, send them by email or post, have them validated by the manager, then entered by the administrators, sent to the accounts/HR department and then reimbursed. This can sometimes take weeks or even months.
Paper is a waste of time: calculate how much time your teams spend on daily filing, organising documents into folders, annual archiving and handling in the event of an audit or Urssaf inspection.
With paperless expense management solutions such as Cegid NotilusYou'll save time, money and be more productive. You also comply with legislation in the event of an inspection. And you relieve everyone of greater well-being at work.
For employees, with artificial intelligence, the fields are immediately recognised and integrated into the note once the photo has been taken. There's no need to keep receipts and put hours to grasp them at the end of the month: they are saved in a safe place. As far as managers are concerned, they are alerted in real time to invoices that need to be checked, any overruns and any duplicates. They benefit from archiving with evidential value in the event of an audit, and can retrieve expense claims in just a few clicks. And you can refocus your efforts on analysis and financial performance, thanks to dashboards for each type of expense/project.
For example, the idea that paper is safer than electronic expense reports is therefore largely outdated. Digital solutions offer enhanced safetyThe result is increased efficiency and substantial savings. To remain competitive, companies need to embrace these modern technologies and update their financial management practices.
