What do you like best?
PaperSave integrates seamlessly with Dynamics GP, allowing us to attach electronic document(s) to any GP transaction. We now have immediate access to any document(s) directly associated with or interrelated to the transaction(s) we are viewing, and there is no time wasted searching through filing cabinets.
The PaperSave Workflow application allows us to electronically route invoices throughout our organization, and it has fully automated our entire a/p function. This workflow solution has radically improved our a/p processing: invoices do not get lost in inter-office mail; departments do not have to make copies of invoices before sending them to corporate; OCR technology extracts data from our invoices; accounting can track the status of any invoice/receipt in the approval process; and a permanent audit trail is created.
PaperSave allows non Dynamics GP users to view copies of electronic invoices/payables transactions via a product called PaperSave Web. With this solution, department managers have real-time access to the invoice transactions (and related invoice images) that are hitting their department’s budgets.
PaperSave is continually improving and updating their products. As a PaperSave cloud user, we receive updates on a regular basis.
PaperSave’s support team is very helpful. We have never had an issue that was not resolved promptly.
What do you dislike?
The Workflow software can be “glitchy” at times (I tell my workflow users to treat it with kid gloves), and many PaperSave products can suffer from long load times.
If you use any web-based PaperSave product, you are pretty much married to Internet Explorer.
PaperSave will tell you that you can build your own workflows, and you can. However, some common features you may want built into your workflows (e.g. a look-up to see if an invoice is a duplicate, or a warning that a g/l distribution does not agree to an invoice amount), takes knowledge of scripting. Thus, unless you have an individual at your organization that can write the scripts for you, you will be dependent upon PaperSave to build such features into your workflows. Also, some advanced configurations of PaperSave products may require the assistance of PaperSave personnel, and this assistance may come with an additional charge.
We utilize PaperSave Cloud, and the software has to be re-booted and/or re-synced on occasion. Example: We configured our workflow to only show temporary and active vendors. At times, inactive vendors will start to appear again. PaperSave will then have to run a back-end sync to get everything working as it should.
Recommendations to others considering the product
Before starting your implementation, be sure to have a good idea of what you want in an electronic document management system and workflow approval software. Also, map out your current a/p process. I would highly recommend speaking with other companies who have used PaperSave or other document management systems to get their ideas and/or insights into the software before you start your implementation.
Be sure to consider and/or ask about all of PaperSave’s features before you implement. If you are looking for AP automation, ask about the functionality of Auto Entry, Auto Entry Wizard, and Workflow Entry Viewer.
If you will be purchasing the workflow software, know that the implementation process can be time consuming for any individual(s) who are the primary points of contact with the PaperSave implementation team. Our implementation took twice the amount of time we were initially told.
What business problems are you solving with the product? What benefits have you realized?
As mentioned above, the workflow software has dramatically changed our a/p process. Invoices use to take days or weeks to obtain approval, or they would get lost in interoffice mail. Now, approvals can take minutes, everything can be tracked electronically, and a permanent audit trail is created.
The functionality to view invoice images (and related check images) direct from GP has been a significant time saver. If a vendor calls asking where their payment is, we can access invoice and check images within minutes – no more searching through filing cabinets and stacks of check copies. We are currently looking into expanding the use of PaperSave to other GP transactions, including sales/invoicing.
We utilize an application called PaperSave Web, and this tool allows our departmental managers to not only view the payables transactions booked to their departments but also view the invoice images associated with the payables transactions. I have had numerous managers state how much they appreciate PaperSave Web – it allows them to track their expenses/invoices in real time, and they do not have any surprises when they get their monthly budget-to-actual reports. Also with this solution, departments no longer have to make a copy of their invoices before they send them to corporate/accounting. This has saved our employees considerable time (and some paper too).