Laserfiche In A Time Of COVID-19

Laserfiche For Working with Contractors and Subcontractors

While businesses are encouraged to allow teleworking where possible, there is a long list of essential businesses that must stay open. Several of these essential businesses are my Laserfiche clients. 

While they can protect their space and enforce CDC guidelines, they also have a need to work with THEIR contractors and subcontractors. This requires information sharing that is paper based and manual. For instance, if my client needs a low voltage contractor to go onsite, in a traditional setting, they will send work tickets for each job that needs to be completed by that contractor. Once the contractor goes on site and completes the work, they submit a completed work ticket that describes the resolution along with a customer signature that says they performed the work. 

Traditionally, that was all done via paper, and then each invoice was mailed or emailed with presentation of proof that the work was performed. Once the completed document was back at my client’s site, the document was then printed twice or copied, with one copy going to the accounting department, and the other copy going to the customer service department. The accounting copy routed through the office to identify whether or not the work was billable to the customer, and the customer service copy was stored under work performed, in case there were future issues. 

Fast forward to today and my clients are able to leverage the forms capability of Laserfiche to eliminate the need for manual documentation sends. This leads to three benefits: 

1. The processing of the invoices can be distributed among the team, even when they are working remotely. 
2. Invoices can be coded and paid promptly, which is important for business continuity for both my client and their contractors. 
3. Documentation only needs to be created once to fulfill both customer service and accounting functions. 

Often, the accounts receivable department needs documentation to be retrievable by both the customer service team and the accounting team. Properly implemented e-forms andcontent management systems reduce work and enhance customer service by allowing both teams to retrieve the information they need, when they need it, from wherever they need it.

The final benefit? A minimal need for face to face interaction, keeping us all a little safer.