Ensuring that your taxi service is under control when it comes to invoices is not an easy task. Managing them is vital to ensure that the organization and records of the business do not become a mess. So much so that it becomes a pillar within companies that can keep them strong or make them fall.
Today, invoicing has taken on a completely different dimension through automation with technologies such as ERP or CMS. Organizing invoices of course offers multiple advantages, including making the most of time, which we know is precious. So, what are the steps to make it efficient and not lose anything in the process?
How to achieve ideal invoice management?
The National Observatory of Technology and Society or ONTSI of Spain showed its data. In 2021, more than 52% of companies used some type of automated system for invoice management. Likewise, in Latin America, the data released by the International Data Corporation or IDC are very similar. Since they stated that 50% of companies have launched into automation.
Technology in your taxi service in favor of numbering
For the tax sectors of different countries, whether in Europe or Latin America, keeping invoices listed in order is essential. A chronological order must be followed, avoiding the accumulation of piles of papers that appear every day, since this is usually the main reason for the loss of important billing material.
Each invoice must be unique in its fiscal year, fully consistent with the date and number issued. Organization is essential for management within your taxi services. Since maintaining a routine and following a methodology prevents invoices from being left unissued or unregistered. Which could cause major problems in the short or long term in terms of tax payments.
Digitalization process as a right hand
As we have already mentioned, technology can be a very useful resource. This makes processes much more efficient by allowing us to save time and avoid errors from human labor. When we have a platform, ERP or any other automation that allows us to keep track of the numbering, it is easier.
The programs or platforms that help in these cases offer secure cloud storage and even scheduling for automatic sending. This way, after the end of each fiscal period, you will no longer have to fear lost invoices or their poor processing.
Benefits of digitizing invoices
Although they may seem obvious, we will name the main advantages of digitizing your invoices. The best option is to obtain a document management program, you will never regret investing in it. Since it not only makes your work easier, better yet, it avoids the risk of being manipulated manually. We can base this on 3 points, optimization, metadata and electronic signature.
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It represents a level of advancement in digital transformation thanks to its possibilities, which manages to change the document management process and the use of technologies.
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Simplifies invoice accounting by providing the ability to scan documentation directly.
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Its electronic nature facilitates teleworking, which satisfies a demand for electronic invoicing services that Covid-19 has triggered.
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The digitalisation of invoices allows for savings of 67% of the costs that were previously charged to staff, according to data published in 2020.
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It increases productivity levels, since it avoids the mobilization of staff for paperwork-related tasks, which is positive for a taxi service.
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Save time thanks to fast and efficient management, as well as minimizing delays in transferring documents and making payments.
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Easily find invoices required by management or a client. This way, quick queries can be made at any time and on any device.
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Its value is irrefutable when it is handled in accordance with the legislation and it replaces the physical invoice for all purposes. This is the fear of many business owners who are not accustomed to these systems.
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Improves the order and availability of data so that it can be consulted when needed.
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It allows the incorporation of data into the electronic billing system.
It is important to stop thinking that this is a laborious process, because making it easier for them is the life mission of digitalization. What is truly costly is investing too much time and resources in management when they could be digitalized automatically. Keeping in mind that document management is not an expensive system to implement, on the contrary, it serves to save in the medium and long term.
How to effectively manage invoices for your corporate trips
One of the biggest expenses for many companies around the world is related to corporate travel for managers and employees. This is an investment of money that must be justified and declared to the tax authorities every year. In the past, there was only one way to regulate this outflow of money: to save each of the invoices by hand. Crossing your fingers that you hadn't missed any, you started entering all the data manually.
Simple and practical is what you need
Forget about all those manual reports, go for technology thanks to the invoice management option. Start digitizing your invoices now, save time and money. Your taxi service is just a few steps away from being the optimized company that this new year requires, allow the change.
