What are some best practices for reducing paper waste and saving time with digital receipts and invoices?

1 Scan or snap your receipts

One of the easiest ways to go paperless with your receipts is to scan them or take a picture of them with your smartphone. There are many apps and software that can help you capture, store, and categorize your receipts digitally. Some of them can even extract the relevant information and fill out your expense report automatically. This way, you can avoid losing or damaging your receipts, and save space and clutter in your office or wallet.

3 Choose cloud-based storage

Once you have your digital receipts and invoices, you need to store them securely and accessibly. A good option is to use cloud-based storage services, such as Google Drive, Dropbox, or OneDrive. These services allow you to upload, organize, and share your files online, and access them from any device or location. You can also sync your files with your expense reporting software or app, and submit them electronically. This way, you can avoid using physical storage devices, such as USB drives or CDs, and reduce the risk of losing or corrupting your files.

4 Follow the rules and regulations

While going paperless with your receipts and invoices can bring many benefits, you also need to follow the rules and regulations that apply to your industry and location. For example, some tax authorities or auditors may require you to keep original paper copies of your receipts and invoices for a certain period of time, or to meet certain standards of quality and readability. You also need to ensure that your digital files are encrypted and protected from unauthorized access or modification. Therefore, you should always check the policies and guidelines of your employer, client, or tax office before you switch to digital receipts and invoices.

5 Review and update your files regularly

Finally, you should review and update your digital receipts and invoices regularly, to ensure that they are accurate and complete. For example, you should check that your receipts and invoices match your expense report, that they include all the necessary details, such as date, amount, vendor, and purpose, and that they are legible and clear. You should also delete or archive any files that are no longer needed, to free up space and avoid confusion. By doing so, you can avoid errors, disputes, or delays in your expense reporting process.

6 Enjoy the benefits of going paperless

By following these best practices, you can reduce paper waste and save time with your digital receipts and invoices. You can also enjoy other benefits, such as saving money on printing and mailing costs, improving your productivity and efficiency, and reducing your environmental footprint. Going paperless with your expense reports can make your life easier and greener.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?