Streamline Your Accounting Workflow: Tips and Tools for Keeping Your Documents Organized Online

In today's digital age, many businesses are moving their accounting documents online for easy access, collaboration, and security. Storing accounting documents online can be a great way to keep everything in one place and make sure that records are easily accessible when needed. However, managing accounting documents online can be challenging, especially if you're not familiar with the tools and techniques available.

In this article, we'll explore the topic of organizing accounting documents online. We'll discuss the benefits of using online tools to manage accounting documents, provide tips for how to organize documents effectively, and offer guidance on how to keep documents up-to-date and secure.

Cloud Storage vs. Physical Storage: Comparing the Two for Accounting Documents

When it comes to storing accounting documents, businesses have two options: cloud storage or physical storage. Both options have their advantages and disadvantages, and the choice between the two will depend on the specific needs of the business or individual.

Cloud storage provides several advantages over physical storage. It offers greater accessibility, allowing documents to be accessed from anywhere with an internet connection. This is particularly useful for businesses that need to access documents remotely or for accountants who work with clients remotely. Cloud storage is also more scalable, allowing businesses to easily increase or decrease their storage capacity as needed. Moreover, it offers better security, with many cloud storage providers offering encryption, two-factor authentication, and other security features to protect sensitive data. Finally, it offers automatic backups, which means businesses don't have to worry about losing important data in the event of a system failure or disaster.

Physical storage also has some advantages. It provides a tangible form of storage, which can be reassuring for some businesses or individuals. Physical storage can be more cost-effective for small businesses that have a limited amount of data to store. Additionally, it can be more convenient for businesses that have limited internet access or slow internet connections. Finally, physical storage can be easier to use for some individuals who are not comfortable with technology.

However, physical storage also has several disadvantages. It can be less secure, as physical documents can be damaged or stolen. Additionally, physical storage can be less accessible, as documents can only be accessed in person. Furthermore, it can take up space and require more maintenance, as documents need to be organized and protected from environmental factors like moisture and temperature. Finally, physical storage can be less environmentally friendly, as it often requires the use of paper and other physical resources.

Top 5 Cloud Storage Options for Organizing Accounting Documents: A Comparison of Google Drive, Dropbox, OneDrive, Box, and Entera

When it comes to cloud storage solutions for organizing accounting documents, there are many options available. Here, we will compare five popular cloud storage services, including Entera, to help you make an informed decision:

  1. Google Drive: Google Drive is a popular cloud storage service that offers up to 15GB of free storage and integrates with other Google services like Gmail and Google Docs. It offers features like file sharing and document collaboration, making it a great option for businesses that need to work on projects remotely. However, some users have reported issues with syncing and file organization.
  2. Dropbox: Dropbox is a user-friendly cloud storage service that offers up to 2GB of free storage. It is known for its ease of use and reliability, making it a popular choice for individuals and businesses alike. However, some users have reported issues with privacy and security.
  3. OneDrive: OneDrive is a cloud storage service offered by Microsoft that offers up to 5GB of free storage. It integrates with Microsoft Office and other Microsoft services, making it a great choice for businesses that use these services. However, some users have reported issues with syncing and storage limitations.
  4. Box: Box is a cloud storage service designed for businesses that offers features like document collaboration and advanced security. It offers up to 10GB of free storage and is known for its robust security features. However, some users have reported issues with syncing and the user interface.
  5. Entera: Entera is an automated data entry service that also provides storage for all recognized documents. It uses artificial intelligence and machine learning to automate data entry and provides easy access to stored documents with various filters. It offers strong security features and automatic backups, making it a great choice for businesses. However, it may not be as well-known as some of the other options on this list.

Ultimately, the best cloud storage solution for organizing accounting documents will depend on the specific needs of the business or individual. Factors like storage capacity, security features, ease of use, and integration with other software and services should be considered when making a decision.

How Entera's Cloud Archive Provides Easy Access and Secure Storage for Accounting Documents

Upload documents

Entera offers a convenient solution for automated data entry of accounting documents into popular accounting systems like Tally, QuickBooks, and Zoho Books. When you upload documents to Entera for recognition, they will be automatically stored in the Entera's cloud archive. This cloud archive can store hundreds of invoices, which are recognized simultaneously by the service. This feature allows businesses to easily upload and store large volumes of accounting documents while saving time on data entry.
Even though Entera accurately recognizes all data, you can still find a scan of the document attached to the recognized file.

Search filters

Entera's cloud storage offers a great benefit with its convenient filtering system. This feature allows users to quickly find accounting documents by customer, supplier, date, or document type. With Entera's filters, accountants can easily locate specific documents without having to sift through large volumes of files. This feature is especially helpful for accounting firms that need to access specific documents quickly, saving them time and effort.

Download documents

It is possible to select one or multiple documents and download them as a ZIP or Excel file with or without items using Entera's cloud storage service.
Here's an example of Excel file with items that Entera creates from your documents
Entera's cloud storage service stores all data on secure servers and performs regular backups, ensuring the safety and security of your accounting documents. It's a great opportunity for accountants to efficiently enter documents into the accounting system while also organizing the storage of documents online.

By utilizing Entera's automated data entry and cloud archive features, accountants can streamline their workflow and save time while ensuring their documents are easily accessible and secure.

To experience the benefits of Entera's cloud storage for yourself, you can register for free and upload your documents.