Step by step towards a Paperless Office

on September 09, 2020  in Duurzaamheid
A paperless office, it’s a phrasing that is used more and more these days. We are all talking about it, but how many businesses actually bring these words into action? According to a research by Iron Mountain only 1 % of all companies in Europe has successfully transferred to a paperless office. It might sound like an expensive change to let go of using paper in your office. But if you examine the way you use paper around your office, you’ll see that the cost of paper is higher than you might think. It might even shock you ;) The difference in price between digitally signing papers and printing and signing them is about 50 percent. We are going to show you the difference, with an example of the price for 100 invoices: - Every invoice consists of two pages, so that gives us a total of 200 pages - A package of paper, which holds 500 pieces of paper, costs 4,90 euros, which means that one piece of paper costs 1 euro cent. So, the paper that you need for 100 invoices costs 2 euros. - A black toner for a printer, which lasts about 2.600 pages, costs 62 euros. That means that the printing of 200 pages costs 4,77 euros. - In average it takes about 3 minutes to send a document (Drafting the invoice, printing and sending with email). Which means it takes about 5 hours to prepare 100 invoices. Let’s say that the administrative employee gets paid about 10 euros per hour, which means it will cost 50 euros to prepare 100 invoices. - Receiving the documents requires time as well. They need to be scanned in order to archive them digitally. Administering an invoice takes about 5 minutes, so it should take about 4,5 hours to process 100 invoices. Assuming the employee with this task receives the same salary that we mentioned before, this task would cost a company 45 euros. - Of course sending invoices to your customers brings along shipping costs. We are going to take the Netherlands as an example. Ordinary mail costs 91 cents per letter (50 to 100 grams) here. That means that sending 100 invoices would cost 91 euros. - Certified mail costs 8,30 euros (50 to 100 grams) in the Netherlands. If you would have to send 100 invoices this would cost you 830 euros. That is a lot of money! :o Of course you can decide to send the invoices manually with the ordinary mail. That would mean that you’d pay 192,77 euros for the whole process. But seen the fact that invoices often include sensitive information, a company would rather decide to send them with certified mail. Even if that means you’d have to spend 931,77 euros on the whole process. If we compare that to the cost of digitally acquiring, signing and sending documents… - There are no costs for material. - You pay for a membership for a digital signing service. The cheapest one offers you a membership of 30 euros a month, with which you can send and receive an unlimited amount of documents for signing. If you’d send 100 invoices a month, the membership would cost you 3,30 euros per invoice per month. If one person performs this task, you’d only have to pay this person 30 euros per month. - Administering an invoice for signing takes about 5 minutes. Assuming a salary of 10 euros per hour for the person responsible, this task would cost a company 83,33 euros for administering 100 invoices. - Most services automatically receive and archive documents for you. That means that you don’t need employees for that, so it wouldn’t cost you extra money. - You don’t have any shipping costs, because you send the documents by email. The total costs of digitally handling your documents is 113,33 euros for 100 documents. That is 59 percent cheaper than sending documents with ordinary mail and even 82 percent cheaper than sending documents with certified mail! When are you transferring to a paperless office? ;)

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