Managing Business Expenses in the Cloud
                     Managing Business 
Expenses in the 
Cloud
It’s only a matter of time before paperless offices 
become the norm rather than the unusual. With 
technology and software the way it is these days, it’s 
easier than ever to do away with the administrative 
headache a paper trail can bring.
Recent research found that 35% of the businesses 
surveyed had adopted paperless policies and were 
consuming less paper and increasing productivity as a 
result
And consider how we work these days. So many of us 
have ‘mobile’ offices or work remotely. Hard copies of 
business expense material whether it be invoices, 
receipts or payslips is just not a practical solution 
anymore.
There’s a really interesting theory we read about 
recently called ‘The Theory of Constraints’ (TOC). TOC 
says that a system is controlled by a number of 
constraints and the secret to improved productivity is 
to identify the major constraint and then focus 
resources on fixing that constraint.
When we speak to our clients, one of the big 
constraints they identify is managing expenses because 
of the paper trail they create. Especially at this time of 
year (tax time!) when people are scrambling around for 
copies of receipts, bank statements and invoices 
they’ve paid.
Here are the benefits of creating a paperless office and 
managing business expenses in the cloud:
• Less spend on storing archives and records through 
saving money on offsite storage costs or even on 
archiving material such as filing cabinets, storerooms, 
folders and binders
• Save on office stationery costs with less copy or 
printing paper required
• Easy access to real time information for the accounts 
payable team
• More space in your office and less clutter
• Higher productivity levels amongst employees
• Digital copies of receipts stored in accounting 
software and transferred to the profit and loss 
statement with less data entry requirements
• Minimise human error by automating expense 
payments and bank reconciliation capture
That’s a pretty convincing list of benefits. And of course 
you’re helping the environment too.
So get yourself out from under that pile of paperwork 
and streamline the productivity of yourself and your 
business.
Xero and Intuit QBO have some user-friendly expense 
management software that will make the transition to a 
paperless office painless. Or use smart apps such as 
Hubdoc and Receipt Bank will change the way you 
capture business expenses.
Chat to us or your accountant about ways you can go 
paperless. Starting with streamlining your financials will 
not only de-clutter your office, it will de-clutter your 
business process which means more space for growth, 
development and a healthy bottom line.
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