Throughout the industry, professionals have two main questions about “going paperless”: “Why should I?” and “How do I do it?”

It can feel overwhelming, and that’s why Intuit developed its Document Management Systems (DMS) technology for use with Lacerte® Tax software.

The affordable DMS technology stores client information documents efficiently so users can view, edit, fax or e-mail instantly from their computer. These capabilities clearly save time and money and can change the way work gets done. Because it’s easy to set up and use, firms can be more organized, boost productivity and see the significant value in going paperless.

Valuable for Firms and for Clients

With DMS, operating costs are lowered in a variety of ways. Especially important is eliminating the need for filing cabinets, which take up space and storage rooms that cost money. Plus, there is no more need for printing, filing and re-filing — saving firms from spending on paper and office supplies.

“I cut our office supplies cost by 50 percent and reduced our time printing out all that paper,” said Michael McKenna, CPA of McKenna & Franck, CPAs. “We now have a complete online file cabinet … organized the way we want it to be. When a client calls and their banker needs a copy of the past returns and statements, I e-mail them the copy before I get off the phone.”

Firms can use the time they save to better meet their clients’ needs, whether it’s instantly providing them with documents they request or simply spending more time consulting with them. Any type of information a client has, their accountant can now store electronically — from tax returns to letters to handwritten notes.

Simple, Automatic Setup

With just a few clicks, users can add their entire client list to the DMS system. Then folders are automatically created to contain returns, source documents or any other type of material. Users can standardize the system to electronically archive final copies of returns printed through Lacerte.

Firms will find DMS very easy to navigate, thanks to its similarity to basic software programs. The technology also features a highly intelligent search functionality for finding the right documents within the database.

Reducing Risks

Storing business-critical data on paper leaves firms vulnerable to data theft, flood, fire and other disasters that could cost huge amounts of money. With electronic file storage, professionals can dramatically reduce those risks. In addition, password protection and file access controls can maintain a high level of security.

Because DMS includes built-in backup tools that let users maintain up-to-date copies of their entire database offsite, business can go on as usual even if the office is shut down.

Painless Paperless

Over the past few years, Intuit has developed a simple, step-by-step process for tax and accounting firms that want to go paperless. If they desire, users can accomplish each of these steps in consecutive tax seasons:

• Step 1 = Printing returns to DMS, which means no more paper copies
• Step 2 = Scanning in clients’ source documents, so there’s no need for copying or filing
• Step 3 = Moving all the bookkeeping, write-up, audit and all other (non-client specific) firm information to electronic storage

Every step in this process is so easy to learn that temporary employees hired for the busy tax season can become experts in a paperless workflow.

Less Paper, More Productivity

It’s comforting to know that everything you need to do your job is in one place. For years, that place has actually been many places: your filing cabinets, desk drawers, shelves, extra rooms and even costly rented space miles away. But with DMS, your essential files are accessible from your computer with just a few clicks.

“Since using DMS, we went from nine filing cabinets to three,” said Mike Hodge of Hodge Tax Service. “We hope to drop to one this year. We don’t have space for filing cabinets.”

For more information, contact Intuit.