The document provides a comprehensive guide to transitioning from paper-based accounting to a paperless system using cloud technology, emphasizing the benefits of improved efficiency, cost savings, and security. It introduces solutions offered by bill.com, which includes automation of the accounting processes, document management, and electronic payment systems. The summary highlights critical steps for businesses to consider, such as careful selection of cloud-based tools, digitization of documents, and the importance of gaining consensus among decision-makers for successful implementation.

1. Guide to Paperless
Accounting

2. 2
Who is Ravix Group
Paper-based accounting
Leverage the cloud
Manage the document management
Paperless approval process
Gain control by giving up paper
Summary
Q&A
Agenda

3. 3
Welcome to our speaker
JD Higginbotham
Controller, Ravix
Group
Natasha Dolginsky
Marketing, Bill.com

4. 4
Who is Ravix Group?
Ravix Group provides seasoned consulting
expertise to outsource the finance/accounting
and human resources functions for early-stage
and middle market companies.

5. 5
Bill.com automates your accounting
process
We are your platform for:
– Approval workflow
– Paying bills
– Document management
– Notes & collaboration
– Two-way accounting
system
synchronization
– Online banking &
payment system
integration

6. 6
Paper-based accounting
6

7. 7
Financial Process is Still Paper-Based
However, businesses are faced with ever-growing
mountains of paper and increased storage costs
• Paper checks
– 75% of all business payments are still made by check
• Print outs of spreadsheets
• Paper documents
– Contracts
– Back up material
– Invoices

8. 8
The Future of Business
• 85% of CFOs feel that moving to a paperless system is a top concern1
• 65% of CFOs are motivated to move to the cloud by the savings in
money and staff time1
• 92% of organizations using cloud-based planning tools have seen
improved results, demonstrating that early adopters are already winning!2
8
1. Bill.com CFO Survey, August 2012
2. Dimensional Research study of 541 financial executives

9. 9
Leverage the cloud
9

10. 10
Information access
“All information in once place – don’t have
to hunt in the filing cabinets.”

11. 11
Choose solutions that are cloud-based
• When you evaluate a solution for your business, make
sure that it is cloud-based and paperless. What to look
for:
– Access to information is quick
– Access is from anywhere
– Speed of access can make a difference and benefit or harm the
business
– Implementation time
– Does it integrate with your existing tools and processes?
• Storing documents online and in the cloud is affordable
and cost-effective
– Document retrieval costs (time and money), are reduced

12. 12
Do you homework
• Read our blog: “Seven Questions to Ask Before
Purchasing An App for Your Cloud-Based Accounting
System”
– Does the vendor of the accounting system endorse the
app?
– Where is the app and the data it generates hosted?
– What data is being synced between the accounting system
and the app, and is the sync bi-directional or uni-
directional?

13. 13
Find the right tools for your business
• Dropbox, Google Docs, OneDrive – sharing files and
document storage
• GoToMeeting, Skype - video and conference calls
• Docusign, Echosign – e-signatures
• Adobe FormsCentral, SurveyMonkey - forms
• Evernote – note taking, screenshots
• QBO, Intacct, Xero – accounting software

14. 14
Manage the document
management
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15. 15
“Digitize” your paper
• Invest in a scanner and scan the documents to be
available digitally instead of keeping paper copies
– More secure
– Bill.com recommends:
• Genius Scan app for iPhone and Android when scanning in your
documents
• Kodak ScanMate i940 – scans in batches
• Evernote Premium ($5/month) provides the OCR (optical character
recognition) search feature
• Get organized
– Establish naming conventions and file structure
• Rethink your mail
– Services like EarthClassMail provide a virtual mailroom and scan
your mail for you

16. 16
Scan smart
• Toss
• Scan and toss
• Scan and keep

17. 17
How Bill.com helps
• Document storage is unlimited
– Upload documents up to 20 MB each
• Data entry service
– Fax, email or upload image of each bill into Bill.com inbox,
and bill details are entered for you
• Provides a unique Bill.com email and fax number to
receive bills electronically

18. 18
Make your approval
process paperless
18

19. 19
Post Bill.com approval process

20. 20
Audit your process
• Do an audit of your AP process to see where the
holes are:
– Do you double pay?
– Are you spending too much time and effort getting
approvals?
– Are you paying late fees?
• Create processes that ensure that the holes are
plugged up
– Invest in technology that helps you plug those holes up
• With better approval process, your payments are on
time and vendors are happy

21. 21
Vendors relationship matter
• No late payments
• Better rates and cost efficiency
• Repeat business – switching costs
• Create trust – meeting financial obligations
• Flexibility
• Better relationships = easier to deal and interact

22. 22
Reduce paper from the process
• Whichever solution you use, make the process and
therefor relationship with vendors less paper-based
– Ask to email invoices, instead of sending paper copies
• If paying by check, consider moving to electronic
payments
– Fraud – all information a fraudster needs is on your check
– Cost of paper checks is much higher than people assume
• Start small
– Some clients or customers won’t want to be billed electronically
– Some vendors will still want to communicate by snail mail
– Tax and regulatory requirements might require hard copies of
past records

23. 23
Make the move to ePayments
• Put away your checkbook so you can’t access it
• Encourage your customers to pay you by electronic
payments, not check
• Encourage vendors to send you electronic invoices,
not physical invoices
• Set up your office to be a “No Check” business
23Bill.com Confidential

24. 24
ePayments are faster, cheaper, and more
secure

25. 25
Average cost of an invoice
Process Costs
$5 to $26 an invoice

26. 26
How Bill.com helps
• Visibility into the entire process and workflow
– Have a record of all approvals
– See every bill and invoice in the same place
– Know when all your bills are due and when you will get
paid by customers

27. 27
How Bill.com Helps
• Seamless and automated approval process
– Create roles with different levels of information
accessibility
• 5 prebuilt roles
• Can create customized roles
– Access is limited by role and permissions – internally and
externally
– Set up approval policies to require approvers for any bill or
vendor credit, based on the dollar amount
– Bills and invoices emailed automatically to next approver

28. 28
Gain control by giving up
paper
28

29. 29
More control
• Aware of what’s going on
• Communication process is easier
• Mobility
• Limit on access of information

30. 30
Less Paper = Better Security
Paper documents are subject to theft and
destruction
• Prevent “lost” bills, invoices and
contracts
• Eliminate risk of manipulation
• Reduce risk of information theft
• Keep tight control over access
• Automatic audit trail; you can’t
override it!
The cloud is safer than your office!
30

31. 31
Security is Integral to Our Business
• Bill.com uses best-in-class data security (Extended Validation
(EV) SSL encryption technology)
• Firewalls prevent unauthorized electronic access to servers
• Production servers are in high-security locked facility with
biometric access controls preventing unauthorized physical
access to servers
• All sensitive data is encrypted at rest in our database
• Offsite continuous backup enables Bill.com to recover from a
potential disaster quickly
• Bill.com undergoes an annual SSAE 16 SOC 1 Type II Audit by a
leading national CPA Firm
31

32. 32
Summary
1. Make the decision to go paperless
2. Identify ROI
– Reduction in the cost of printing, mailing, shipping,
storing, and accessing paper
3. Get consensus
– Change is difficult so make sure that decision makers are
on board (ROI proof helps)
4. Do your homework
– There are many tools out there, make sure the ones you
choose are right for your business
5. Start small

33. 33
Q&A
33

34. 34
Contact us
34
Learn more at www.bill.com.
Contact 1.877.345.BILL or sales@hq.bill.com
Watch demo at: www.bill.com/demo
Ravix Group
jdhigginbothamjr@yahoo.com
408-410-0521