TigerChef

Every business encounters the dreaded "overstuffed" filing cabinets and the need to set aside time to re-organize invoices, receipts and statements. You can save paper, money and space in a few easy steps.

Opt for Online Invoicing

Most utility and financial companies offer e-statements and e-billing, whereas you receive copies of statements and bills via email or by logging into Web sites. Devise a filing system on the computer and save each monthly statement accordingly. You'll never lose track of them, you'll save paper and energy, and have every one of them at your fingertips come tax time.

Get a Rolling Scanner

Unlike flatbed scanners, which require repeated lifting and closing, rolling scanners (also called receipt scanners) come with software, allowing you to scan and file receipts on the fly. An example is the Visioneer Road Warrior, which includes software to convert on-the-fly every document to a searchable PDF format, as well as a library-style filing system.

Another benefit here is that you can archive prior years no longer needed for tax purposes, save the information digitally, and shred then recycle the paper. And, yes, the IRS accepts digital copies of receipts (see the Paper Reduction Act).

Just a few pointers, though, because going green also means... BACKING UP! We recommend using a back-up drive to make regular backups of this important information. We also recommend having two drives, one in a secure area (like a safety deposit box) and one by the computer - make regularly scheduled visits to the bank to swap out the drives.

Use an "Importable" Account

It's best to use payment methods that allow you to import data into your accounting software. Most online bank accounts provide for this (you can even bulk import checks and match them against ones manually entered), as does PayPal and many credit card accounts. You'll never lose track of inflows and outflows, and should any paperwork (or scanned files) become damaged, you'll still have a supporting record.

Online Fax Accounts

Online Fax accounts have come a long way, and they've been proven to save money as well as energy and paper. Another key benefit is the ability to review faxes from anywhere (you can login to a web site) and also receive faxes in your email inbox as searchable PDFs. You can also fax from anywhere. Couple this with a rolling scanner and you can do it all.

Filed under: General • Going Green

Tags: paperwork